Addendum 3.pdf

ADDENDUM # 3

IFB 021-24 Lawn Care and Maintenance Services

Solicitation Released: January 30, 2024

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this

IFB. The questions and their resulting answers are attached hereto.

2. The Pre-Bid Conference Agenda and Sign-in Sheet pertaining to this IFB is attached hereto as Exhibit 1.

3. The maps for the mulch or pine straw are attached hereto as a zip file, Exhibit 2.

4. CCPS has replaced Page 15 and Page 16 in their entirety to correct the Statutory

Amounts for the Worker’s Compensation and Employer’s Liability Insurance, in Sections A, B and Section C. The revised Pages 15 and 16 are attached hereto as Exhibit 3.

5. CCPS has replaced Page 54 in its entirety to change the April 31, 2024 date to April 31, 2025. The revised Page 54 is attached hereto as Exhibit 4.

6. CCPS has replaced the entire Bid Cost Form in its entirety to change the Estimated Acreage to Monthly Cost. The revised Bid Cost Form is attached hereto as Exhibit 5.

3/6/2024 | 12:51:27 PM EST

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any bid submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

IFB 021-24 Lawn Care and Maintenance Services

Questions and Answers

QUESTION 1: At Transportation South. Can we get a map or further clarification on the boundaries for the slope in the back that gets 1x/month? During the walk, we were advised there is no service to the mound or on top of it.

ANSWER 1 You should only cut the top of the mound inside fence.

QUESTION 2: Does the scope include weed control in paved and hard surfaces?

ANSWER 2 Yes.

QUESTION 3: Will the sites be serviced by your in-house crews before the selected contractor starts April 15th?

ANSWER 3 No.

QUESTIONS 4: Will there be an opportunity to proposal a clean-up for sites that have areas with overgrown vegetation or excess debris and growth (See Pic #1 of an example area)? If not, how should we address these areas?

ANSWER 4 No.

QUESTION 5: Can maps be provided for each location marking exact locations for mulch or pine straw or a bale count per facility?

ANSWER 5 Yes. The maps for the mulch or pine straw are attached hereto as a zip file, Exhibit 2.

QUESTION 6: For sites under construction like Forest Park High and Jonesboro High, how are we to address the rough graded areas that are not complete?

ANSWER 6 Based the cost on the areas identified in the zone.

QUESTION 7: Retention Ponds: Please identify the facilities where the retention pond(s) are to receive service by the contractor. What would be the frequency you would require these ponds serviced? This will provide clarity for all bidders.

ANSWER 7 Elite Scholars, Central Office South, Morrow High, and East Clayton elementary retention ponds should be cut on each visit.

QUESTION 8: When the contractor services pause after September 30 on all zones except 7, will the sites be kept clean of leaves, trash, debris during the off season by your in-house crews from October until contractor services resume again in April of the next year?

ANSWER 8 No.

QUESTION 9: On the first and several subsequent pages of the IFB, in the footer, there is a line of text that reads, "Bidder must each and every page of this IFB."

ANSWER 9 The footer on each page should be changed to reflect the following. “Bidder must return each and every page of this IFB.”

QUESTION 10: On page 54 of the IFB, item 4.4, "CCPS anticipates that lawn care and maintenance services will commence on or about April 15, 2024 through October 31, 2024, and November 1, 2024 through April 31, 2024 for a total of twelve (12) months for Zone 7."

Please advise if the end date of April 31, 2024 is a typo and that the actual end date is April 31, 2025.

ANSWER 10 CCPS has replaced Page 54 in its entirety. The revised Page 54 is attached hereto as Exhibit 3.

QUESTION 11: Is the Prime contractor required to use an LSBE subcontractor in the performance of this contract? If so, what is the minimal percentage of the overall contract that the prime must give to the LSBE sub to perform?

ANSWER 11a. Yes.

ANSWER 11b. Twenty percent (20%).

QUESTION 12: It was stated at the pre bid meeting that contractors are not responsible for ponds that are fenced in, and contractors are only to maintain to the water’s edge, can you please confirm this?

ANSWER 12 Elite Scholars, Central Office South, Morrow High, and East Clayton

Elementary retention ponds should be cut each visit to the water’s edge.

The remaining retention ponds are not serviced as part of this contract.

QUESTION 14: On page 15 of the specifications, it states that “the Contract shall procure and maintain Comprehensive Insurance in an amount not less than $1,002,002.00 for bodily injury and property damage combined single limit.”

Is the number supposed to be $1,000,000.00?

ANSWER 14 CCPS is replacing Page 15 and Page 16 in its entirety to correct the

Worker’s Compensation and Employer’s Liability Insurance, Section B. The revised Page 15 and 16 are attached hereto as Exhibit 4.

QUESTION 15: For this contract, are contractors required to use the professional services

SLBE goal or the construction management services goal percentage?

ANSWER 15 Professional services at twenty percent (20%).

QUESTION 16 On page 51, section 1.10 of the specifications it states that bidders must spray the weeds and perform edging around the outfield of the property. Please clarify what the outfield of the property is and are contractors required to spray just post emergent for the outfields of the properties?

ANSWER 16 The outfield of the property is the fence line.

QUESTION 17: Other than spraying weeds on the outfields of the property, are contractors required to spray all turf and bed areas? If so, please state how many and what type of chemical applications are required.

ANSWER 17a No.

ANSWER 17b N/A.

QUESTION 18: Can you please confirm the total amount of services CCPS is to receive for all of the zones on an annual basis?

ANSWER 18 Refer to the IFB on Page 54.

QUESTION 19: Are contractors required to hand weed all landscape bed areas? If so, are contractors require to perform this services every time mowing occurs?

ANSWER 19a No, however, the contractor must remove the overgrown weeds.

ANSWER 19b N/A. The beds should be serviced on each visit.

QUESTION 20: We noticed that some areas have not been maintained and will require some remediation work, will these sites be cleaned up to a maintainable standard per specifications before the contract or should contractors include pricing to clean up all areas to restore a maintainable condition in our submitted pricing?

ANSWER 20 No.

QUESTION 21 Alternatively, could the bid pricing sheets have a remediation line added so this does not drive up the yearly cost?

ANSWER 21 No.

QUESTION 22 The first page states a deadline of 2-29-2024 and the schedule of events states a deadline of 3-6-2024. Can you please confirm what the actual due date is?

ANSWER 22 Please refer to Addendum 2.

QUESTION 23: Can you please state what “Professional Licenses” are required to submit with this bid?

ANSWER 23 Any licenses that are required to perform the requested services in the

State of Georgia.

QUESTION 24: Is there a website to where prime contractors can look up all the local SLBE contractors? If so, can you please provide this?

ANSWER 24 Refer to Appendix D SLBE Program – Required Documents for goals and good faith efforts requirements.

QUESTION 25: Does the SLBE contractor have to be specifically SLBE-Clayton/MSA or can it be someone who is recognized nationally as a SLBE? Since there is no data base of qualifying contractors this will be difficult to find an SLBE that meets qualifications.

ANSWER 25 Refer to Appendix D SLBE Program – Required Documents for goals and

QUESTION 26: Concerning the good faith effort, how many SLBE contractors are the prime contractors required to reach out to, to meet the good faith effort?

ANSWER 26 Refer to Appendix D SLBE Program – Required Documents for goals and

QUESTION 27: It was noticed at the site visits that most pine straw areas have not been mulched in quite some time; can you please explain what the expectation is for mulch in these areas? Should contractors just price to the 4” depth as stated in the specifications?

ANSWER 27a Refer to the IFB on Page 55.

ANSWER 27b Yes.

QUESTION 28: On page 55 of the specifications section 8.1 it states that Zone 7 must receive2 mulches in December or January and 1 in July for a total of 3 pine straw mulch applications. Is this accurate or should contractors only bid 2 applications?

ANSWER 28 Refer to the IFB on Page 55.

QUESTION 29: It was stated at the site visits that only some areas where to receive mulch and others where not but the specifications state that all bed areas and tree islands are to receive mulch. Can you please confirm if all bed areas are to receive mulch?

ANSWER 29 No. See Exhibit 2.

QUESTION 30: There is a large juniper bed between Morrow High and E. Clayton

Elementary, are contractors required to mulch this bed?

ANSWER 30 Yes.

QUESTION 31: Is there a height requirement for tree pruning?

ANSWER 31 Yes, it must be seven (7) feet.

EXHIBIT 1

IFB 021-24

LAWN CARE AND MAINTENANCE SERVICES

Via Zoom

PRE-BID CONFERENCE AGENDA

Tuesday, February 13, 2024 at 10:00 A.M.

Clayton County Public Schools Purchasing Department

1098 Fifth Avenue Jonesboro, GA 30236

Agenda

1. Opening Remarks Rose Tookes Buyer, Purchasing

Introduction of CCPS Staff Purpose of the Meeting Procurement Process Required Forms Submission of Written Questions

2. Overview and Scope of Work Tim Cruz

Coordinator of Facilities Services

3. Questions and Answers Tim Cruz Rose Tookes

4. Conclusion and Adjournment Rose Tookes

Responses to this IFB will be received by Clayton County Public Schools (CCPS), Purchasing Department, 1098 Fifth Avenue, Jonesboro, Georgia, 30236 until 3:00 P.M., Eastern Standard Time (EST) on Wednesday, March 13, 2024.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Thursday, February 22, 2024.

Submit questions to: purchasing@clayton.k12.ga.us . All replies will be made in writing via addendum to the CCPS website. Oral responses are not authoritative. It shall be the responsibility of each Proponent to monitor the website and obtain a copy of any addendum issued for this IFB.

mailto:purchasing@clayton.k12.ga.us

Lawn Care and Maintenance Services

PRE-BID CONFERENCE

Wednesday, February 13, 2024 at 10:30 A.M.

Clayton County Public Schools 1098 Fifth Avenue

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: Title:

Company/Firm:

Email Address:

*Attendees will be permitted to ask questions during the pre-proposal conference, however, any oral responses to questions are not authoritative and may not be relied upon for any matter. It shall be the responsibility of each Proponent to monitor the CCPS website and obtain a copy of any addendum issued for this IFB. Please do not contact the end user department for questions.

PRE-BID CONFERENCE

SIGN-IN SHEET

Tuesday, February 13, 2024 at 10:00 A.M.

Name Title Company Contact

Name Information

Michael Meredith N/A N/A N/A Zach Stokes N/A Yellowstone N/A

Rod Mangham N/A Yellowstone N/A

N/A Grand Landscape N/A

Tim Cruz Coordinator CCPS

Rose Tookes Purchasing Buyer CCPS

EXHIBIT 2

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Exhibit 3, Revised Page 15 or shall have the right to cancel the contract.

a. Worker’s Compensation and Employer’s Liability Insurance

The Contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or maybe engaged in work under the contract.

Worker’s Compensation Statutory

Employer’s Liability Bodily Injury by Accident $100,000 each accident Bodily Injury by Disease $100,000 each employee Bodily Injury by Disease $500,000 policy limit

b. Comprehensive General Liability Insurance

The Contractor shall procure and maintain Comprehensive Insurance in an amount not less than $1,000,000.00 for bodily injury and property damage combined single limit. The following specific extensions of coverage shall be provided and indicated on the certificate of insurance.

1. Comprehensive Form

2. Contractual Insurance

3. Personal Injury

4. Broad Form Property Damage

5. Premises –Operations

6. Completed Operations

This coverage shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

Revised Page 16

c. Automobile Liability Insurance

The Contractor shall procure and maintain Automobile Liability Insurance in an amount not less than $1,000,000.00 for bodily injury and property damage combined single limit. The following extensions of coverage shall be provided and indicated on the certificate of insurance.

1. Comprehensive Form

2. Owned, Hired, Leased and non-owned vehicles to be covered. If the

Contractor does not own any vehicles in the corporate name, non-owned vehicles coverage shall apply and must be endorsed on either the Contractor’s personal automobile policy or the Comprehensive General Liability coverage required under this contract.

Vll. Conflict of Interest Notice to Contractors. All firms, Sub-Contractors, Sub- Contractors and their employees are notified and advised to avoid potential conflicts of interests. Full and prompt disclosure of involvement in any project or services to other clients that may be in conflict with the financing, operation and management of CCPS projects shall be made to the CCPS in the technical response of the firm’s response, and in advancement of assignment so that real or potential conflicts of interest can be avoided.

In any circumstance where Contractor, including any joint venture partners, parent or subsidiary companies, or affiliates under common control, is providing Services or work under another contract with CCPS and a dispute, claim or conflict of interest arises between CCPS and such Contractor under this agreement or another contract, CCPS may in its sole determination and discretion, suspend all existing work under this Agreement and may or may not issue any further work to the Contractor under this agreement unless and until such dispute, claim or conflict of interest is resolved to the satisfaction of CCPS. Should CCPS take such action, Contractor shall not be entitled to any additional costs of any kind resulting from such action except that Contractor may be paid for any authorized Services provided to CCPS under this Agreement prior to the effective date of the suspension of the work. This provision shall not be deemed exclusive and shall be supplemental to any rights and remedies available to CCPS under this Agreement, any other contract or as may be available under applicable law.

Vlll. Contractor as Independent Contractor. In conducting its business hereunder, the Contractor shall act as an independent contractor and not as an employee or agent of CCPS. The selection, retention, assignment, direction and payment of the

EXHIBIT 4, REVISED PAGE 54

5. MOWING AND LAWN MAINTENANCE SERVICES FOR ZONES 1-6, 8-15 AND ZONE 7

5.1 CCPS anticipates that lawn care and maintenance services will commence on or about April 15, 2024 through September 30, 2024 for a total of six (6) months for Zones 1-6 and Zones 8-15. CCPS anticipates following the same schedule for all renewal years.

4..2 Bidder must mow the grass and maintain the grounds every seven (7) days with a minimum of five (5) days between cut for Zones 1-6 and Zones 8-15.

4.3 Failure to maintain service schedule may result in reduction or proration of payment.

4.4 CCPS anticipates that lawn care and maintenance services will commence on or about April 15, 2024 through October 31, 2024, and November 1, 2024 through April 31, 2025 for a total of twelve (12) months for Zone 7. CCPS anticipates following the same schedule for all renewal years.

4.5 Bidder must mow the grass and maintain the grounds every seven (7) with a minimum of five (5) days between each cut for Zone 7. In addition, Bidder must mow the grass one (1) time each month with a minimum of twenty-five (25) days between each cut starting November 1, 2024 through April 31, 2025.

4.6 Bidder must not perform any lawn care and maintenance services on naturalized and planted retention ponds that have hardwood mulch in them.

6. EDGING AND WEEDEATING

6.1 Bidder must edge all grass around the curbs, paving and walkways, and planting areas.

6.2 Encroachment of grass onto paving, walks and planting beds will not be allowed. Bidder must maintain the original designed shape of all planting beds.

6.3 Bidder must use string trimmers to cut grass in areas inaccessible to lawn mowers, and around sprinkler heads.

7. FENCING

7.1 Fences much be cleared in a manner that will allow clear vision through the fence.

7.2 Fences must be cleared all the way to the nearest ditch, road, or in the case of a wooded area at least three (3) feet from the fence.

7.3 Chemical edging may be allowed along fence lines, with prior approval from CCPS. If chemical edging is approved, vegetation must be removed from the fence after application.

7.4 Bidder must provide complete information about the chemical to be used, type, purpose, application schedule, application rates, and any use limitations upon request by CCPS Facilities Services at any time during the contract term. Bidder must submit Material Safety

Exhibit 5 Revised Bid Cost Form

EXHIBIT 5

REVISED BID COST FORM

Bidder will provide labor, deliver the straw, mulch, small and heavy duty equipment, tools, pesticides, fuel and all other necessary material and supplies for Lawn Care and Maintenance Services as listed in this IFB and on the Bid Cost Form for the Total Cost as stated below. All costs listed on the Excel Spreadsheet Bid Cost Form are inclusive, F.O.B. Destination. The District will not be responsible for charges that are not included on this Bid Cost Form.

PLEASE READ THE IFB FOR THE ESTIMATED ACREAGE FOR THE ZONES.

ZONE 1

Item Number

Location and Address

Monthly COST

Monthly Cost

Jackson Elementary 7711 Mt Zion Boulevard

Jonesboro High 7728 Mt Zion Boulevard

Elite Scholars Academy 7923 Fielder Road

ZONE 2

Item Number Location and Address Monthly Cost Monthly Cost

Kendrick Middle School 7971 Kendrick Drive

Callaway Elementary 120 Oriole Drive

ZONE 3

Michele Obama Stem Elem. Academy and Transportation South 11485 Panhandle Road Hampton, GA 30228

Eddie White Middle Academy 11808 Panhandle Road

ZONE 4

Babb Middle 5500 Reynolds Road Forest Park, GA 30297

Forest Park High 5452 Phillips Drive Forest Park, GA 30297

ZONE 5

Northcutt Elementary and North Clayton Middle 5451 West Fayetteville Road

ZONE 6

East Clayton Elementary 3675 Steele Road Ellenwood, GA 30294

Morrow High School 4930 Steele Road Ellenwood, GA 30294

ZONE 7

Central Office and CO Admin 1058 Fifth Avenue

Performing Arts Center & Stilwell School of Arts 2530 Mt. Zion Parkway

Professional Learning Center (Truett Cathy Building) & Safety and Security 1087 Battle Creek Road

ZONE 8

Lovejoy High 1587 McDonough Road

Central Office South 1558 Lovejoy Road Lovejoy, GA 30250

River's Edge Elementary 205 North Bridge Road Fayetteville, GA 30215

ZONE 9

Kemp Elementary 10990 Folsom Road

Kemp Primary 1090 Folsom Road

ZONE 10

Pointe South Elementary 8482 Thomas Road Riverdale, GA 30274

Pointe South Middle 8495 Thomas Road Jonesboro, GA 30238

ZONE 11

Church Street Elementary 7013 Church Street

Lake Ridge Elementary 7900 Lake Ridge Circle Riverdale, GA 30296

Oliver Elementary 1725 Cheryl Leigh Drive Riverdale, GA 30296

ZONE 12

Riverdale Middle 400 Roberts Drive

Riverdale High 160 Roberts Drive

ZONE 13

Harper Elementary 93 Valley Hill Road Southwest

Sequoyah Middle 95 Valley Hill Road Southwest

ZONE 14

Transportation - Gardenwalk 6234 Gardenwalk Blvd

Drew High 6237 Gardenwalk Blvd

Riverdale Elementary 6253 Gardenwalk Blvd

ZONE 15

North Clayton High 1525 Norman Drive College Park, GA 30249

West Clayton Elementary 5580 Riverdale Road College Park, GA 30349

M.L. King Elementary 5745 West Lee's Mill Road College Park, GA 30349

Exhibit 5 Revised Bid Cost Form