Amendment #1.pdf

SAP

State of South Carolina

Invitation For Bid Amendment #1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400026750 04/04/2024

KAREN BROOKS

803-737-8380 Brookskm@scdot.org SCDOT Procurement Office 955 Park Street Room 101 Columbia SC 29201-3959

DESCRIPTION: District One Lawn Care Solicitation USING GOVERNMENTAL UNIT: SC Department of Transportation

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 04/10/2024 14:30:00 (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 04/04/2024 12:00:00 EXPIRED (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: one online CONFERENCE TYPE: Nonmandatory Pre-Bid

DATE & TIME: 04/03/2024 09:00:00 EXPIRED

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: SCDOT District One Engineering Office 1400 Shop Road Columbia, SC 29202

AWARD &

AMENDMENTS

Award will be posted on 04/17/2024. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

mailto:Brookskm@scdot.org http://www.procurement.sc.gov/

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS.

THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE

ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

QUESTIONS AND ANSWERS ARE BELOW. THE SCDOT’S ANSWER APPEARS IN RED.

1. Was there an incumbent for this job prior?

This solicitation didn't have a prior contract.

2. What are the operations hours?

The operating hours are Monday – Friday, 8 am - 5 pm.

3. What are you currently paying for Landscaping services at the SCDOT District One Office?

See answer to question number 1.

4. The scope of work states that the grass will be maintained “as needed” during the dormant season (December-

March), however the bidding schedule states Bi-weekly visits. Do we bid on the dormant season for bi-weekly visits? It will be a risk to bid “as needed”.

See updated Section III Scope of Work/Specifications (see end of page 3 of this amendment).

5. “Grass clippings need to be raked or bagged and removed” Does this require “all” grass clippings or just heavy areas of thatch left behind from the mower?

A mower with the appropriate mulching capability may be utilized in lieu of raking and/or bagging provided no heavy areas of thatch are to be left behind.

6. Is both fungicide and insecticide included as a preventative maintenance or on an as needed basis?

Insecticide is in Section VIII Bidding Schedule as once a year. The intent is to be proactive in the control of disease and insect infestation.

7. Scope of work states to “provide reasonable control of grassy weeds within turf areas”. Are broadleaf weeds included?

Yes.

8. Scope of work states that “Beds shall be maintained weed free on a weekly basis during the growing season”.

However, the bid schedule states beds shall be serviced on a Bi-weekly basis. Will we be required to spray and pull weeds each week or every other week?

See updated Section III Scope of Work/Specifications (see end of page 3 of this amendment).

9. Scope of work states “hedge type shrubbery shall be trimmed and pruned on a Bi-weekly basis”. If shrubbery has not produced enough growth within each two weeks, are we still required to prune?

Yes.

10. Are we allowed to spray roughly 6” perimeters around fence lines or shall they be mechanically trimmed on each visit?

Herbicide application is acceptable at the base of the fence not to extend more than 6” either side of the fence line.

11. Fence lines have not been maintained to 4’ behind and there is a little bit of vegetation currently on the fence lines. Is the current condition acceptable or will we be required to clean up the previous neglection?

You will be required to meet the current requirements.

12. What is the maximum height that tree limbs shall be removed?

Ten feet maximum height on trees. The large evergreen shrubs along the office building shall be trimmed and prunes in conjunction with the hedges as necessary in accordance with the best horticulture practices to achieve the desired manicured look.

AMENDMENTS TO SOLICITATION

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

Section III. SCOPE OF WORK/SPECIFICATIONS has been replaced entirely with the specifications below.

The South Carolina Department of Transportation (SCDOT), District 1 Office, is soliciting for grounds maintenance services at the District 1 Engineering Office located in Columbia, SC. The purpose of these services is to provide specific tasks to sustain a healthy stand of grass, ensure healthy plant growth, keep all areas clean of litter and debris, and provide an aesthetically pleasing landscape at these facilities. These specifications should be used as a guideline of services and not as a replacement for generally accepted landscape maintenance procedures.

Item Description: Furnish all labor, materials, transportation, equipment, and other incidentals necessary to conduct Grounds Maintenance at the following:

SCDOT District One Engineering Office 1400 Shop Road Columbia, SC 29202

All work must comply with attached specifications. This is a one year contract with four possible renewals.

REQUIREMENTS

GRASS AREAS (See Attached Map)

1. Grassy areas shall be mowed and edged weekly during growing season (April-November). The grounds shall be maintained to the property lines. Mowing height shall be appropriate for the type of grass at the facility. During the dormant season (December-March) grass should be cut bi-weekly to maintain a manicured appearance

2. Grass clippings shall be raked and/or bagged and removed from premises by appropriate means.

3. All plant beds, curbs, walks, streets, trees, plants and building areas shall be kept neatly edged and trimmed. Maintain all shapes and configurations of beds. Maintain a clean trench line between grassed areas and beds.

4. Provide reasonable control of disease and insect infestations, including fire ants, with approved materials to be furnished by Contractor.

5. Provide reasonable control of grassy weeds within turf areas, with approved materials to be furnished by vendor.

6. Fertilize at proper intervals with appropriate materials to be furnished by Contractor.

SHRUB AND BED AREAS (See Attached Map)

1. Beds shall be maintained weed free, on a weekly basis during growing season (April-November) and monthly during the dormant season (December-March) using manual weeding and/or herbicide application as necessary.

2. Hedge type shrubbery shall be trimmed and pruned on a bi-weekly basis during growing season (April-November), and monthly during the dormant season (December-March) to maintain a manicured appearance. Hedges shall be maintained to <5’.

3. All other types of perennials, shrubs, and trees shall be trimmed and pruned in conjunction with the hedges as necessary in accordance with the best horticulture practices to achieve the desired manicured look.

4. Replenish mulch (provided by Contractor) in shrub beds once per year (Spring).

PAVED AREAS (See Attached Map)

1. Parking, sidewalk, and curb & gutter areas shall be maintained free of debris and litter.

2. Paved areas shall be kept free from vegetation by manual weeding and/or herbicide application.

FENCES (See Attached Map)

1. Fences shall be maintained free of vegetation.

2. Areas around fence perimeters should be maintained to 4’ behind the fence including the fence line.

GENERAL

1. Litter and debris will be cleaned and removed from all landscape areas, parking areas and ditches. All debris resulting from landscape maintenance operations to be cleaned as work progresses.

2. Remove all low hanging and/or dead branches from trees.

3. ALL DEBRIS IS TO BE DISPOSED OF BY THE CONTRACTOR OFF SITE. DEBRIS INCLUDES TREE

LIMBS, TWIGS, LEAVES, GRASS CLIPPINGS, TRASH, ETC.

Contact Person

The successful Contractor shall appoint a designee to discuss any matters and issues that may arise during the contract period.

Upon notification of award, submit to the District Mechanical Engineer (Brett Montgomery, 803-737-6663) the designee's name and phone number. This person shall be available within an hour's notice.

CONTRACTOR ACTIVITY WORK SCHEDULE

Prior to beginning work, the Contractor shall be responsible for arranging a Pre-Work Conference with the SCDOT Representatives to discuss the Grounds Maintenance Schedule. Discussion shall include when work will commence and procedures for monitoring the completion of the tasks listed in the Specifications.

EQUIPMENT REQUIREMENTS

Only equipment designed for performance of the work described herein will be acceptable for operation. The Contractor shall ensure that all safety requirements are established. All equipment shall be in good working order and inspected for such prior to operation. No equipment shall be operated that damages the pavement and may only cause nominal rutting to turf areas.

Safety devices shall be properly installed and maintained at all times the equipment is in use. All equipment shall be properly calibrated prior to use.

Regarding mowers, all open portions of the mowers must have acceptable guards to prevent objects from being thrown from under the mower while in operation. Any mower deemed unacceptable by the SCDOT Representative will not be allowed to operate until such guards are in place and functioning properly.

Mower blades shall be properly maintained, i.e., sharp and straight. Any mower with a blade deemed unacceptable by the SCDOT Representative is prohibited to operate until such blade is replaced or the deficiencies are corrected.

PERSONNEL REQUIREMENTS

Supervisor

The Contractor shall at all times, have on the work site a Supervisor as the Contractor's agent, thoroughly experienced in the type of work being performed. The Contractor's Supervisor shall be available at the work site when all work is being performed under this contract. The on-site Supervisor shall act as the Contractor's authorized agent in all communications with the SCDOT Representative. The Supervisor's duties are not strictly supervisory. The Supervisor may be a part of the maintenance crew to perform the work in accordance to the contract. The Contractor shall provide phone numbers and names of the Supervisor to be contacted at any time and at no time shall the Supervisor's response be more than thirty (30) minutes from the SCDOT Representative's initial contact. The Supervisor shall be responsible for inspecting and reporting the need for major repairs such as damaged signs, trash receptacles, site furnishings, site lighting, sidewalks, etc. to the SCDOT Representative immediately.

Crew

Personnel performing these services will be under the sole responsibility of the Supervisor and shall be competent, experienced and skilled in all aspects of grounds maintenance, equipment usage and safety procedures.

Licenses

A valid Driver's License is required for all vehicle operators.

Safety and Training

Safety is the responsibility of the Contractor. All equipment will be operated safely as per manufacturer recommendations and in accordance with all applicable codes, laws, ordinances and regulations. Work will be performed in such a way to prevent damage to turf, trees, shrubs, ground cover, structures, site fixtures and parked or moving vehicles. Any damage to parked or moving vehicles is the responsibility of the Contractor and shall be corrected by the Contractor. The contractor is responsible for assuring that all mower operators are qualified to safely operate mechanized mowing equipment. The Contractor is responsible for contacting and locating all utilities prior to digging. Any damage to utilities caused by the Contractor will be corrected immediately by the Contractor at no expense to the SCDOT. Any damage will be corrected to the satisfaction of the SCDOT Representative. The Supervisor shall report any incidents that occur on site to the SCDOT Representative within one (1) hour. The Contractor shall submit a written incident report to the SCDOT within 24 hours that describes the accident in full, names of those involved with contact phone numbers and extent of injury and damage.

COOPERATION BY CONTRACTOR

The Contractor shall give the work the constant attention necessary to facilitate the progress thereof and shall cooperate with the SCDOT Representative in every way possible. The name and phone number of the responsible person(s) on the job will be provided to the SCDOT Representative. This person will be available within an hour's notice, if needed.

The Contractor shall be responsible for any and all damages to the SCDOT property resulting from the contractor's activities in the performance of this contract.

CLAIMS

If the Contractor is approached by a third party claimant, the Contractor shall direct the claimant to contact the local SCDOT office to file a claim.

When the SCDOT Representative receives a complaint, the SCDOT Representative shall:

1. Provide the claimant a SCDOT Contract Service Damage Claim Form

2. Obtain a digital photograph of the damage

3. Investigate the alleged incident

4. Notify the Contractor of the alleged incident in writing, within three (3) business days

Within three (3) business days upon receipt of the completed SCDOT Contract Service Damage Claim Form, the SCDOT Representative shall provide the Contractor:

1. A copy of the completed SCDOT Damage Claim Form

2. A photograph of the damage

3. Two (2) repair estimates or a paid invoice (as provided by the Claimant)

4. SCDOT findings of the incident investigation

5. Recommendation for claim denial or payment

The Contractor shall respond to the SCDOT Representative in writing within ten (10) business days of receiving the claim information regarding a decision to support denial or payment of the claim. If the Contractor disagrees with the SCDOT Representative's recommendation, the Contractor shall include compelling reasons or information that supports their position.

Upon receipt of the Contractor's letter, or after the ten (10) business days have expired, the SCDOT Representative shall submit to the SCDOT Claims office:

1. A copy of the completed SCDOT Damage Claim Form

2. A photograph of the damage

3. Two (2) repair estimates or a paid invoice (as provided by the Claimant)

4. Findings of the incident investigation

5. Contractor's response letter, if received

6. Recommendation for claim denial or payment (Note: The SCDOT Representative original recommendation may possibly be revised based upon the Contractor's response letter)

The SCDOT Claims office will process the claim. If the SCDOT Claims office denies the claim, the Claims office will notify the Claimant and copy the SCDOT Representative. The SCDOT Representative will then notify the Contractor of the denial in writing. If the SCDOT Claims office approves the claim for payment, the Claims office will provide a check to the claimant and will notify the SCDOT Representative. The SCDOT Representative will then notify the Contractor to deduct the amount of the claim from next month's invoice. The SCDOT Representative will not accept the Contractor's invoice for payment until all deductions for claims are listed on the invoice. If the Contractor fails to deduct the claim from the invoice, the SCDOT Representative shall promptly notify the Contractor, the SCDOT Director of Procurement and the SCDOT Maintenance Contracts Manager of the non-compliance. In the event that SCDOT and Contractor continue to dispute the Contractor's liability for damage, the dispute will be resolved in accordance with the DISPUTES (JAN 2006) clause [07-7A025-1] below.

Limitations of Operations

Day-light hours are defined as hours when outside maintenance operations can be performed with enough ambient light to allow work to proceed safely, without endangering workers or the public. Perform no work on holidays or during non-daylight hours. Equipment or materials moved on or across a traveled way shall be done in a manner as not to unduly interfere with traffic. The Contractor shall suspend operations if weather conditions are such that maintenance operations cannot be carried out in an effective and safe manner. If such suspension occurs, the Contractor shall notify the SCDOT Representative immediately. The SCDOT reserves the right to restrict operations when, in the opinion of SCDOT Representative, the continuance of the work could seriously hinder facility operations or jeopardize safety.

PAYMENT

Payment for services will be full compensation for all labor, materials, equipment, and incidentals, necessary to perform the work required as part of the Ground Maintenance Schedule and the scope of services in the contract. Payment for this item will be lump sum, paid in twelve (12) equal monthly installments. The Contractor shall request monthly payment by submitting a properly prepared invoice to the applicable SCDOT office for review and approval. Invoice accuracy is imperative and should be verified by the Contractor prior to submission to the SCDOT office. Invoice errors/discrepancies will cause payment delay. The SCDOT reserves the right to withhold payment for work not performed or unsatisfactory work and to deduct damages as appropriate during the month. The monthly invoices shall include corrections any deductions for damages, repair costs, or claims as determined/approved by the SCDOT Representative.