BL018_25 Inv.pdf

BL014-18 Page 1

January 28, 2025

INVITATION TO BID

BL018-25

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for the Provision of Landscaping Maintenance and Chemical Grounds Services at Various Gwinnett County Facilities on an Annual Contract with four (4) additional one year options to renew for the Department of Support Services.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Bidders Name or Company Name. Bids will be received until 2:50 p.m. Friday, February 21, 2025 at the Gwinnett County Financial Services - Purchasing Division, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date time will not be accepted. Bids will be publicly opened and read at 3:00 p.m. Apparent bid results will be available the following business day on our website www.gwinnettcounty.com.

A pre-bid conference is scheduled for 10:00 a.m. on Friday, February 7, 2025 inside the Dogwood Conference Room located at the Gwinnett County Purchasing Division, 75 Langley Drive - Second Floor, Lawrenceville, Georgia 30046. All bidders are strongly urged to attend. Questions regarding bids should be submitted to Alexis Mckennery, Purchasing Associate II, via email alexismckennery@gwinnettcounty.com no later than 3:00 p.m. local time, Tuesday, February 11, 2025. Bids are legal and binding upon the bidder when submitted.

Successful Service Provider will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to ADA Director, Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid document supersede any verbal or written prior communications between the parties.

Award will be made to the contractors submitting the lowest responsive and responsible bid. Gwinnett County reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Alexis Mckennery Purchasing Associate II

The following pages should be returned in duplicate as your bid: Bid Schedule, Pages 17-24 References, Page 25 Code of Ethics Affidavit, Page 26 Contractor Affidavit, Page 27 http://www.gwinnettcounty.com/ mailto:alexismckennery@gwinnettcounty.com http://www.gwinnettcounty.com/

BL018-25 Page 2

PROVISION OF LANDSCAPING MAINTENANCE AND CHEMICAL GROUND SERVICES AT

VARIOUS GWINNETT COUNTY FACILITIES ON AN ANNUAL CONTRACT

I. Scope of Services

The Gwinnett County Board of Commissioners is soliciting competitive pricing for the Provision of Comprehensive Landscaping Maintenance and Chemical Application Services at Various Gwinnett County facilities on an Annual Contract. The services required vary by location and nature of the facilities.

General Grounds Care: This element to be compensated at fixed monthly rates. Inclusive of lawn mowing, trimming and edging, mulching, removal of trash and debris, and management of ornamental shrubs, trees, and landscaped beds.

Comprehensive Grounds Chemical Application: This element will be performed at set monthly rates with a time and material component (T&M) elements for unforeseen applications. This element may be performed by Subcontractors upon approval by the Designated Department Representative.

Time And Materials: Additional mulching of planted beds may be requested twice per year by the County and will be compensated per application, Landscaping Enhancements may be requested by the County and will be furnished by the Service Provider on a time and material basis.

The County has determined that the above services and their allocation by facility or facility type is the most beneficial way of supplementing in-house maintenance functions, which also will be occurring at some of these locations. The selected Service Provider should be prepared to coordinate work, where necessary, with the services provided by the County and by other grounds services vendors. The County reserves the right to add facilities during the contract period at mutually agreeable and comparable rates, and to delete facilities as needed. The services will be on an annual basis, with four (4) one (1) year options to renew.

II. Comprehensive Landscaping Services

A. General Grounds Care

Facilities covered under this category are various Gwinnett County facilities. Most of these properties are accessible to the public seven days per week and it is expected that services will be provided during normal County working hours. The services required on these facilities are to be comprehensive in nature. The Service Provider is to visit all facilities on a regular basis throughout the year, no less than once weekly in growing season (March – October) and twice monthly during the off-season (November – February), about two weeks apart. All properties must be maintained in entirety unless otherwise specified. The Service Provider will not be responsible for maintaining storm water retention ponds on these properties and will temporarily be relieved of responsibility for parts of properties for the duration of major site improvement projects. Service Provider will submit a weekly report, including before and after photographs, detailing all services that were

BL018-25 Page 3 completed on each property in the preceding week and providing an explanation for any scheduled service that was not completed.

B. General Clean Up

The Service Provider shall provide a regularly scheduled clean ups of driveways, sidewalks, beds, plazas, walkways, and other hardscapes and haul away all yard waste from the property. Service Provider is responsible for full cleanup after a storm other than fallen tree trunks and is responsible for notifying the Designated Department Representative of fallen trees and hazardous conditions, such as down power lines, fence damage, or missing storm grates and manhole covers, and will mark such hazards with caution tape. Service Provider also shall extract weeds growing in joints of hardscape. Service Provider will be responsible for removing any litter or limbs from turf, beds or hardscape.

C. Lawn Mowing/Trimming/Edging

The lawns covered under this contract are a variety of sizes and types. Service Provider shall be responsible for viewing them to determine the requirements for maintaining each. Most of the lawns are either bermuda or fescue, but some do not have clearly defined turf. Several of the library branches have very small lawn or turf areas, but the Service Provider is responsible for the regular comprehensive care described herein regardless of the size of the facility’s lawn or turf area.

During the growing season, the Service Provider shall mow lawns and turf areas weekly. If weather does not permit mowing of a property on the scheduled service day, the property must be mowed on the following day or, as soon as weather permits. Intermittent inclement weather will not preclude the property from being serviced weekly. Prior to each mowing, Service Provider shall remove trash, sticks, and other unwanted debris from the lawns. Mowing shall be done with bagging or mulching equipment to prevent side discharges that may injure pedestrians or damage property, and to ensure a clean and neat appearance upon completion. Mowing patterns shall be alternated on a regular basis to prevent formation of ruts from the mower wheels. Mowers utilized shall be kept well maintained, and mower blades shall be kept sharp so as to not damage grass.

During drier periods, the height of the cut shall be raised so as to prevent damage to grass, but grass must generally remain under 8” in height at all times between mowing, else the County may deem that weekly service for this section per property has not been provided.

With each mowing operation, the Service Provider also shall provide trimming and edging services with powered or manual equipment as needed, but at a minimum every two weeks during the growing season. All lawn areas shall be trimmed around lawn furniture, signs, trees, shrubs, planting beds, walkways, curbs, concrete pads, and other obstacles. The Service Provider also shall immediately remove and dispose of resultant grass clippings and other debris from walkways, curbs and planting beds. The Service Provider also shall remove all debris and weeds from said edging, and sweep or blow landscaped surfaces clean.

Warm Season Grasses: It is expected that the County will utilize predominantly warm season grasses on these properties. Lawns with warm season grasses will be scalped to a height of approximately 1.5 inches in early March prior to growing season. During the growing season, lawn

BL018-25 Page 4 areas with warm season grasses will be maintained at a height of 2 to 2.5 inches. As noted earlier, exceptions may be made to this requirement during particularly dry periods. When warm season grasses are fully dormant, no mowing and associated trimming and edging will be required.

Cool Season Grasses: This section is included to specify the requirements for possible future property additions to the contract. During the mowing season, lawns with cool season grasses typically will be maintained at a height of from 3 to 4.5 inches. The Service Provider may use its professional judgment to insure that grass blades are adequate in length to shade the root system.

Exceptions may be made to this requirement during particularly dry periods, but grass must remain under 8” in height at all times between mowing. Outside of the prime mowing season for these grasses, Service Provider shall monitor lawns to determine if any mowing and associated trimming is necessary. If such services are required, Service Provider shall mow and trim lawns to maintain a neat appearance.

Aeration of cool season grasses such as tall fescue shall be in conjunction with over seeding, and shall be implemented once per year in early fall prior to the early fall application of fertilizers. This element is included in the Comprehensive Landscaping Services fixed rates. This service must be scheduled with the Designated Department Representative and also coordinated with the Grounds Chemical Application Service Provider. Aeration of fescue shall consist of removing soil plugs to a depth of 1 ½ to 2 inches uniformly over the entire lawn.

III. Management of Ornamental Shrubs, Trees and Landscaped beds.

A. Weed Control

The Service Provider shall weed all beds containing ground cover, perennials, shrubs, and trees on a weekly basis throughout the growing season to maintain a neat appearance at all times. Weed control will be accomplished through cooperation between the Landscaping Maintenance Service Provider and the Grounds Chemical Applications Service Provider. It is accepted that not all beds can be treated with chemicals due to the variety of shrubs and trees, and chemical treatment schedules may be disrupted by weather conditions. Meetings will be scheduled by the Designated Department Representative at least twice per year, or more often if necessary, requiring both providers to attend to address any problems and determine the level of responsibility each provider has in the on-going proactive and reactive elimination of weeds, vines, and ivy. Service Provider will also cut and remove all vines and ivy growing on bushes and trees in beds and around or near parking lots and walkways and trim ivy to a minimum of three feet away from any paved surfaces.

Ivy growing from a neighboring property must be controlled at the property line. Service Provider is responsible for bringing all beds into compliance, even if it appears that they have not been maintained previously. This element is included in comprehensive rates as stated in the Bid Document.

B. Pruning

Service Provider shall prune ornamental shrubs in accordance with proper horticultural practices and industry standards. Shrubs shall be pruned as necessary to remove dead branches, develop the natural form of the plants and create the effect desired by the County. Shrubs that require

BL018-25 Page 5 trimming and shearing to maintain a formal appearance will be trimmed and/or sheared up to four

(4) times in growing season, or as requested by the County. Flowering shrubs will be pruned after blooming. The Service Provider will provide one severe pruning of shrubs late in the dormant season if required by proper horticultural practices. Shrubs next to buildings, signs, mechanical units or other fixtures shall be trimmed and maintained to provide full access and full visibility. The Service Provider will be responsible for rejuvenation pruning of overgrown shrubs as a basic service, as well as be responsible for trimming such shrubs to prevent encroachment on walkways or parking areas, even where such trimming does not appear to have taken place regularly. Service Provider may suggest removing an entire bush where pruning will not produce favorable results and can do so in lieu of pruning only when approved by the County representative. Service Provider will be expected to make recommendations on appropriate replacement shrubs and landscape features in order to maintain a neat and pleasing appearance of landscaped areas.

The Service Provider shall edge and prune groundcovers to contain them within their borders. The Service Provider also will cut back and prune perennials at appropriate times. The Service Provider shall prune all trees of branches below 8 feet in height that are within beds or tree rings at least once per year. A formal pruning including cuts to lateral branches and buds will be made once per year on each property. During regular site visits, subsequent pruning will be done to keep branches 3 feet away from buildings and walkways and driveways. All tree pruning will be performed under the guidelines provided by the National Arborist Association for Class II, Standard Pruning. Service Provider is responsible for cutting and removing dead tree branches up to 8 feet high. Complete removal of trees, if necessary, may be suggested by the Service Provider but will be determined solely by the County and will be performed by a tree removal contractor. Service Provider shall clean up and dispose of all debris caused by any of the above-described pruning activities. Unless directed differently by the County, the Service Provider will complete these cleanup activities on the same day that the pruning is performed. This element is included in the all-inclusive Comprehensive Landscaping Services rates as stated in the Bid Document.

C. Mulching of Planted Beds

The Service Provider shall provide and install pine straw or shredded bark mulch (as applicable to the site) twice per year in all presently mulched beds for trees, shrubs, perennials, and groundcover at some or all of the designated facilities. The mulch color will be determined by the County, but will be standard black, brown, or red mulch with a 1-year color guarantee included in the bid schedule price. The Service Provider will replace or top off all mulch that does not in general maintain a close proximity to its original color for one year, at no additional cost to the County. Pine straw will be fresh enough to maintain its appearance and to not substantially decompose for a minimum of three months from application under normal conditions and be of generally good quality, without mold, insects, or other foreign material incorporated. These mulching services shall extend to beds that do not appear to have been mulched in the recent service period but would normally be considered a mulched area.

Where applicable, prior to mulch installation, all trash, tree limbs, and dead shrubs will be removed, and all bed lines and tree rings will be edged at a 90-degree angle to a depth of two inches. All lines will be smooth and continuous. The Service Provider will install fresh pine straw and/or mulch to a uniform depth of three (3) inches in all plant beds, tree rings, and borders. The specified depth

BL018-25 Page 6 excludes old mulch and pine straw. The mulch will be pulled back from plant crowns and stems, large sticks and pinecones will be removed from the mulch, and pine straw edges will be neatly rolled and tucked. The Service Provider will blow or sweep pine straw and mulch from walkways and other hard surfaces next to mulched areas, and will remove from the sites all debris and trash resulting from its mulching operations. Service Provider will remove leaves from formally bedded areas as necessary. Leaves and debris will be bagged and removed from service sites.

Compensation for mulching services will be made after completion of the services per property.

The Service Provider must schedule mulch and pine straw installation with the Designated Department Representative for each property where service is requested. Mulching will not be considered completed and compensation may not be made unless installation to specifications per property is documented by the Service Provider and signed by the Designated Department Representative. The Service Provider will invoice for mulch put in place at the end of the month in which the service was provided. County personnel may perform additional mulching and adding, changing, or removing existing mulching beds throughout the year. In case where substantial changes to mulching areas occur, the Service Provider and the County will agree on the appropriate adjustment to pricing through a change order and based on the Service Provider’s pricing on other properties. This element is included in the all-inclusive Comprehensive Chemical Application rates as stated in the Bid Document.

IV. Comprehensive Grounds Chemical Application Services

Included in basic service, the Service Provider will visit and inspect all assigned properties on a monthly basis, perform visual inspection of general conditions, perform plant and soil analysis as necessary, assess the reaction of turf and shrubs to previous fertilizer and herbicide applications, inspect the entire property for signs of disease or insect damage, coordinate chemical applications with the Landscaping Maintenance Service Provider, provide the County with a report of general conditions, and recommend and schedule upcoming chemical application services. It is the Service Provider’s responsibility to treat all ant beds found on the grounds during monthly inspections and must respond within 3 days of notice for eliminating fire ants as part of its basic service. Also included in basic service, as detailed in the following sections, the Service Provider will apply fertilizer and pre-emergent herbicide, and continuously apply post-emergent herbicide as necessary to lawns, and provide continuous weed management of ornamental shrubs, trees, landscaped beds, and hardscapes. Service Provider will schedule these service dates with the Designated Department Representative.

The County recognizes that every lawn has different characteristics, and that to be effective the selected Service Provider may have to customize its treatment of the various lawns. At minimum, the Service Provider will provide the number and types of applications at each facility as listed below. These applications will be considered basic services and should be included in the Service Provider’s fee as stated in the Bid Document. As part of basic service, the Service Provider will provide free soil analysis to determine if lime applications are necessary to reduce the acidity of soils in turf areas. All applications must be scheduled with and be verified by the Designated Department Representative and also coordinated with the Landscaping Maintenance Service Provider. Failure of pre-emergent herbicides to prevent weeds does not relieve the Service Provider’s responsibility from eliminating weeds regularly. Failure of fertilizers to strengthen and

BL018-25 Page 7 thicken grass does not relieve Service Provider’s responsibility from providing the County with the expected results and will require additional applications at no additional cost to the County.

The County predominantly uses warm season grasses. The County reserves the right to change the landscaping characteristics at each property at any time, to include addition, removal, or transformation of lawns and planting beds. If these changes result in substantial service requirement alterations to a property, the Service Provider and the County will mutually agree on an amended fee schedule based on the comparable rates for other service locations. The total area of service per property will generally remain the same, and only the type of landscape will change between warm season grass, cool season grass, and landscaped beds. The basic monthly service should not overall be affected by these changes. Any such modifications to existing scope must be communicated with the Designated Department Representative.

1. Exclusions

The Centerville Branch Library and Community Center and Senior Center facility includes a pond and trail. The area immediately around the pond is considered a rough lawn area and is excluded from these services. The Animal Welfare and Enforcement Center borders a pond. The Service Provider will maintain a sufficient boundary to prevent chemical contamination of water on these properties.

The Service Provider will not be responsible for maintaining storm water retention ponds on any property, and will temporarily be relieved of responsibility for parts of properties for the duration of major site improvement projects.

2. Warm Season Grasses:

Approximate application requirements: The County does not intend to specify a specific brand of product, and any products listed are for reference only to determine the expected level and intent of each service. Applications must be applied at the following or a reasonably similar rate with a product that provides the results that the County expects.

February:

Fertilizer: N/P/K 0-0-62 (Active Ingredient .25 Lb./1,000 Sq. Ft.) for root development Pre-emergent: (Active Ingredient 0.50 LB/Acre) Barricade or similar product for broadleaf and grass weed control Herbicide: (Active Ingredient 2.50 Pints/Acre) Change Up or similar product for broadleaf weeds

March - April:

Fertilizer: N/P/K 17-2-5 (Active Ingredient .75 Lb./1,000 Sq. Ft.) for green-up and winter recovery Pre-emergent: (Active Ingredient 0.50 Lb./Acre) Barricade or similar product for broadleaf and grass weed control Herbicide: (Active Ingredient 3 Pints/Acre) Tri-power or similar product for broadleaf weeds, and (Active Ingredient 17.40 Oz/Acre) Revolver or similar product for grassy weeds

BL018-25 Page 8

May:

Fertilizer: N/P/K 33-0-6 (Active Ingredient 1.25 Lb./1,000 Sq. Ft.) for density and color Herbicide: (Active Ingredient 0.50 Oz/Acre) Manor or similar product for perennial and annual broadleaf weeds and (Active Ingredient 17.40 Oz/Acre) Revolver or similar product for grassy weeds

August:

Fertilizer: N/P/K 33-0-6 (Active Ingredient 1.25 Lb./1,000 Sq. Ft.) for density and color Herbicide: (Active Ingredient 3.7 Oz/Acre) Celsius or similar product for broad spectrum weeds and (Active Ingredient 4 Oz/A) Dismiss or similar product for selective grassy weeds and sedge

October:

Fertilizer: N/P/K 0-0-62 (.25 Lb./1,000 Sq. Ft.) for root development Pre-emergent: (Active Ingredient 8 Oz/Acre) Specticle or similar product to prevent winter annual weeds such as poa annua, henbit, and chickweed

3. Cool Season Grasses

February:

Fertilizer: N/P/K 17-2-5 (Active Ingredient .75 Lb./1,000 Sq. Ft.) for density and color Pre-emergent: (Active Ingredient 0.50 LB/Acre) Barricade or similar product for broadleaf and grass weed control.

Herbicide: (Active Ingredient 2.67 Pints/Acre) Escalade or similar product for broadleaf weedsA

March - April:

Fertilizer: N/P/K 17-2-5 (Active Ingredient .75 Lb./1,000 Sq. Ft.) for density and color Pre-emergent: (Active Ingredient 0.50 Lb./Acre) Barricade or similar product for broadleaf and grass weed control Herbicide: (Active Ingredient 2.50 Pints/Acre) Change Up or similar product for broadleaf weeds

May:

Fertilizer: N/P/K 16-4-8 (Active Ingredient .50 Lb./1,000 Sq. Ft.) for color and heat tolerance Herbicide: (Active Ingredient 3 Pints/Acre) TruPower or similar product for selective broadleaf weeds and (Active Ingredient 4 Oz/Acre) Dismiss or similar product for selective grassy weeds

August:

Fertilizer: N/P/K 16-4-8 (Active Ingredient .50 Lb./1,000 Sq. Ft.) for color and heat tolerance Herbicide: (Active Ingredient 8 Pints/Acre) Quincept or similar product for broadleaf weeds like clover and crabgrass and (Active Ingredient 4 Oz/A) Dismiss or similar product for selective grassy weeds and sedge

October:

Fertilizer: N/P/K 25-0-5 (.75 Lb./1,000 Sq. Ft.) for root development Pre-emergent: (Active Ingredient 0.50 LB/Acre) Barricade or similar product for broadleaf and grass weed control

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Herbicide: (Active Ingredient 8 Pints/Acre) Quincept or similar product for broadleaf weeds like clover and crabgrass and (Active Ingredient 4 Oz/A) Dismiss or similar product for selective grassy weeds and sedge

Because the results of a turf management program can be adversely affected by weather, the Service Provider will provide service calls and diagnosis between applications at no additional charge to the County. If additional or specialized turf applications are needed because of insects and/or disease, the Service Provider will recommend treatments and provide those as described in Section I.C.

Approximate application requirements: The County does not intend to specify a specific brand of product, and any products listed are for reference only to determine the expected level and intent of each service. Applications must be applied at the following or a reasonably similar rate with a product that provides the results that the County expects.

V. Weed Management of Ornamental Shrubs, Trees, Landscaped Beds, and Hardscapes

The Service Provider will provide as part of its basic service for the management of the ornamental shrubs and trees in the various bed areas, median strips and islands. This program is an intended to support the health and growth of the plant material, keep it free of damage by insects, fungi and disease, and to control weeds, vines, and ivy.

Weed control will be accomplished through application of pre-emergent and post-emergent herbicides as needed as part of basic service. The Service Provider shall make three scheduled pre-emergent herbicide application in all bed areas as part of its basic service, in March, June, and September, and use an appropriate herbicide such as Pendulum or Snapshot.

It is accepted that not all beds can be treated with chemicals due the variety of shrubs and trees, and chemical treatment schedules may be disrupted by weather conditions. Beds with ground cover that may be damaged by pre-emergent applications shall be excluded from this scheduled application. Weed control will be accomplished through cooperation between the Landscaping Maintenance Service Provider and the Grounds Chemical Applications Service Provider.

At minimum, during regular monthly visits, the Service Provider will assess the need for post-emergent weed control in all landscaped areas, sidewalks, and driveways. Appropriate post-emergent herbicide such as Fusilade or Cheetah Pro will be applied on a weekly basis where pre-emergent has failed. Failure of pre-emergent herbicides to prevent weeds does not relieve the Service Provider’s responsibility from eliminating weeds regularly. Weeds that reach 6” in length will be considered non responsive to pre-emergent application and the Service Provider will be required within one week to eliminate those weeds by other means. If a preponderance of weeds fail to react to post-emergent weed control within one week, the County may deem that service was not provided and will withhold monthly payment for basic services per property until a preponderance of weeds are controlled.

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A. Insect, Fungus and Disease Control

As part of basic monthly service, the Service Provider shall monitor all shrubs and trees on each property to visually check for insects, fungus, and disease and communicate with the Landscaping Maintenance Service Provider and recommend preventive planting and maintenance practices.

While not directly responsible for managing larger trees, it is expected that the Service Provider will notify the County of any observable problems with all trees on the property. Complete removal of trees, if necessary, may be suggested by the Service Provider but will be determined solely by the County and will be performed by a tree removal contractor.

VI. Fertilization of Ornamental Shrubs, Trees, and Landscaped Beds

Fertilization of landscaped beds, shrubs, and ornamental trees (up to 12 ft. high) will be completed once in the spring, March through May. The County does not specify a required method of application, and the Service Provider may make recommendations for fertilizer application rates for specific plants. The general requirement is an application of N/P/K 17-2-5 (1.5 Lb.

Nitrogen/1,000 Sq. Ft.) or similar rate of granular, or else a County approved alternative (7.5 Gal./1,000 Sq. Ft.) injection for mature plants or 6 fl. oz. injection, or an 8 fl. oz. drench per 2.5 Sq.

Ft. of landscaped beds. This fertilization shall be documented in service reports, must be coordinated with the Landscaping Maintenance Service Provider, and scheduled with and signed by the Designated Department Representative.

A. Optional Services

Lime Application: Where turf areas are determined to have a pH of 6.0 or less the Service Provider, at the County’s directive, will apply lime. Lime applications typically will be at a rate of 25 pounds per 1000 square feet of turf. Compensation will be on a square feet basis. Applications shall be documented in service reports, must be coordinated with the Landscaping Maintenance Service Provider, and scheduled with and signed by the County Representative.

Pesticide/Fungicide Applications and Disease Control As a part of its basic services, the Service Provider will have responsibility for thoroughly inspecting properties for disease, fungus and insect infestations on laws, shrubs, and trees. Treatment to control disease, fungi, and insects will be only upon the Service Provider’s recommendation and County’s approval. The County prefers such treatments be executed through integrated pest management practices, but recognizes that use of pesticides or fungicides may be necessary as a last resort. Compensation will be on a square feet basis for pesticide and fungicide applications.

Disease control will be implemented based on a written proposal from the Service Provider for comprehensive control and authorized by the County on an individual case basis, and compensation will be handled on an itemized time & materials basis. All treatments shall be documented in service reports, must be coordinated with the Landscaping Maintenance Service Provider, and scheduled with and signed by the County Representative.

Other Services: The County may request that the Service Provider complete additional services, such as herbicide application on properties not covered under this contract. These services will be

BL018-25 Page 11 compensated on a time and materials basis at a rate comparable to contracted services only upon approval of a written quote and authorization to proceed by the County.

B. Additional Services on a Time and Material Basis

The County may request the Service Provider to replace or add to the quantity of existing plant material; or to design, specify, purchase and install landscaping enhancements at various properties. These enhancements may include permanent installations and the installation and maintenance of seasonal color. Enhancements also may include labor and equipment for “bush hogging” lots, clearing and removing undergrowth, and removing ground cover and shrubs.

Aeration of lawns will be as recommended by the Service Provider to reduce soil compaction common in clay soils, and will be treated as an enhancement service. Aeration and overseeing may also be requested on properties not covered by basic services. It is expected that these services will be provided during normal County working hours.

To initiate Enhancement Services, the County will solicit from the Service Provider written quotes that describe the scope of services and detail projected costs with breakdowns for plant materials, equipment usage, labor hours/rates as provided in this bid, and miscellaneous items. The Designated Department Representative will provide written authorization for the Service Provider to implement Enhancement Services work items. The Service Provider should purchase no plant material until after a written authorization is received. The County reserves the right to solicit quotes from and approve other Service Providers to complete the work. The County may purchase plant materials from other sources if it deems such is in the County’s best interest. In these instances, the Service Provider will be required to install the material at the hourly rates and material mark ups as stated in Bid Document.

If the County determines to utilize the Service Provider for installation and maintenance of seasonal color, the Service Provider shall provide the following scope of services:

• Remove any previously planted materials

• Prepare existing beds by loosening soil to a depth of at least 8 inches: spread organic matter over the bed to a depth of at least 1 inch; and apply a time released high phosphate fertilizer at a rate of 3# per 100sqft.

• Install seasonal color in accordance with landscape specifications for the local area.

• Mulch bed to a minimum of 3 inches with shredded pine bark or pine straw.

• Provide horticultural management to ensure seasonal color is maintained in a healthy, vigorous condition throughout its normal flowing period.

• Monitor mulch levels and add materials to maintain a fresh manicured appearance. Remove weeds manually if needed. Remove spent blossoms on a weekly basis in warm season or twice per month in cold season to maintain plants in most attractive forms.

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• Compensation for Enhancement Services typically will be on a time and material basis, utilizing the hourly labor rates within this bid and actual market costs of plant material, equipment and miscellaneous items. No mark-ups above these costs will be paid by the County. Invoicing will be under the terms and procedures described elsewhere in this Request for Bid.

VII. Service Locations

The following facilities will receive either comprehensive or partial Landscaping Maintenance Services. Determine the level of service from review of the Bid Schedule for each category of work.

A property boundary map is included in the appendix for reference only, and the Service Provider is responsible for visiting each site and identifying the actual boundaries, landscape features, landmarks, barriers and difficulties related to accessing the entire property.

LANDSCAPE MAINTENANCE LOCATIONS

Gwinnett Justice & Administration Center 75 Langley Drive Lawrenceville, GA 30046 (Includes Fallen Heroes Memorial & Bicentennial Trail along Constitution Blvd.)

One Justice Square 446 West Crogan Street Lawrenceville, GA 30046

Gwinnett Central Services 455 Grayson Hwy Lawrenceville, GA 30043

Gwinnett County Courts Annex 115 Stone Mountain Street Lawrenceville, GA 30046

Gwinnett County Government Annex 750 South Perry Street Lawrenceville GA 30046

Gwinnett Entrepreneur Center 405 N. Perry St.

Lawrenceville, GA 30045

DOT Maintenance and Supply Facility 620 Winder Highway Lawrenceville, GA 30045 (Roadway shoulders and area in the front of main building)

Georgia Department of Drivers Services 310 Hurricane Shoals Road Lawrenceville, GA 30046

Gwinnett Medical Examiner’s Office 320 Hurricane Shoals Road Lawrenceville, GA 30046

Snellville Tag Office 2845 Lenora Church Road Snellville, GA 30078 (Excludes Fire Station #12 & Fuel Site)

Mall of Georgia Tag Office 2735 Mall of Georgia Boulevard Buford, GA 30519 (Excludes Fire Station #24)

Bill Atkinson Animal Welfare & Enforcement Center 884 Winder Hwy Lawrenceville, Ga 30045

Gwinnett County Senior Services Center 567 Swanson Drive Lawrenceville, GA 30043

Centerville Branch Library & Community Center 3025 Bethany Church Road Snellville, GA 30039

Centerville OneStop and Senior Center 3075 Bethany Church Rd Snellville, GA 30039

Buford One Stop Center 2755 Suwanee Avenue Buford, GA 30518

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Hooper Renwick Themed Library 56 Neal Blvd Lawrenceville, GA 30046

Duluth Branch Library (New) 3180 Main St.

Duluth, GA

Norcross One Stop Center 5030 Georgia Belle Court Norcross, GA 30093

Collins Hill Branch Library 455 Camp Perrin Road Lawrenceville, GA 30043

Buford-Sugar Hill Branch Library 2100 Buford Highway Buford, GA 30518

Duluth Branch Library (former) 3480 Duluth Park Lane Duluth, GA 30096

Dacula Branch Library 265 Dacula Road Dacula, GA 30019

Grayson Branch Library 700 Grayson Parkway Grayson, GA 30017

Five Forks Branch Library 2780 Five Forks Trickum Road Lawrenceville, GA 30044

Lawrenceville Branch Library 1001 Lawrenceville Highway Lawrenceville, GA 30046

Hamilton Mill Branch Library 3690 Braselton Highway Dacula, GA 30019

Mountain Park Branch Library 1210 Pounds Road Lilburn, GA 30047

Lilburn Branch Library and City Hall 340 Main Street Lilburn, GA 30047

Peachtree Corners Branch Library 5570 Spalding Drive Norcross, GA 30092

Norcross Branch Library 5735 Buford Hwy Norcross, GA 30071

Suwanee Branch Library 361 Main Street Suwanee, GA 30024

Records Management Warehouse 1050 Grayson Hwy.

Lawrenceville, GA 30046

VIII. Basis of Compensation

All invoices shall be submitted using the County Work Order number issued for that particular job.

Compensation to the Service Provider for Comprehensive Services in Sections II & III will be based on the monthly fees provided in the Bid Schedule for the specific services at each designated facility. If comprehensive services under Sections II & III are found to be deficient, the weekly calculated basic service fees per property will be deducted from the monthly invoices. Additionally, the remaining payment may be withheld until all properties are brought into compliance if the County determines that the deficiency has not been corrected. For all other services, the Service Provider will only be compensated for services scheduled with and verified by the designated department representative through a signed statement detailing the services completed. Invoices for monthly services for Sections II & III must have a corresponding service report. For Sections II, III and IV, payments shall be made for work in place per property at the end of each month that service is provided.

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Compensation for Enhancement Services in Section IV will be based on the unit prices provided for these work items in the Bid Schedule and must be verified by the Designated Department Representative and may be withheld until all requested documentation is submitted.

Compensation to the Service Provider for additional requested services beyond the Comprehensive Programs will be based on the hourly rates in the Bid Schedule, the actual cost of equipment, parts and materials plus the percentage mark-up indicated in the Bid Schedule (not to exceed 20%). Hours will be calculated from the time the Service Provider’s personnel arrive at a service location until they leave the site. Travel time to and from the service location will not be compensated on an hourly basis, so the Service Provider should include in its hourly rates an allocation adequate to cover these periods.

Compensation to the Service Provider for Enhancement Services will be based on hourly labor rates provided in the Bid Schedule and on the actual cost of sod, shrubs, trees, topsoil, mulch, and other materials used in the installation. Hours will be calculated daily from the time the Service Provider’s personnel arrive at the service location until they leave the site. Travel time to and from the location and travel time away from the site will not be compensated on an hourly basis, so the Service Provider should include in its hourly rates an allocation adequate to cover these periods.

In all of its service reports and invoices, the Service Provider will clearly and thoroughly describe and itemize all labor hours, equipment, parts, and plant materials associated with its time and material work. The Service Provider agrees to provide documentation of all costs upon the request of the County.

Invoicing

For all of the services described in this bid document, the Service Provider shall submit its invoices electronically (e-mail) directly to both the Designated Department Representative and to disbursements@gwinnettcounty.com.

Invoices shall include the applicable Purchase Order Number and shall state the locations, services, and rates from the Bid Schedule. Invoices are required to be on company letterhead indicating date, company address, contact information, a unique invoice number, itemized list and cost of services, and total cost. The County is exempt from paying sales tax.

Monthly basic service invoices will list all properties and be split based on the appropriate Purchase Order. It is expected that all Libraries will be on one Purchase Order and all other buildings will be on a second Purchase Order for both General Grounds Care and for Irrigation System Maintenance.

Additional Purchase Orders will be issued for mulch application and all authorized work outside of basic services.

For all of the Service Provider’s services provided outside of basic services, the Service Provider shall document its services through a Contractor Work Order Report. This Work Order Report shall be provided upon completion of the applicable services, shall be signed by a Service Provider representative, and shall provide the comprehensive information provided below.

mailto:disbursements@gwinnettcounty.com

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• County Purchase Order Number

• Location of Services – Facility Name/Address/Date of Service

• Description of Services Performed

• Calculation of Personnel Cost

• Equipment, Parts & Materials Utilized/Costs/Mark-up

• Itemization and Bid Number

• Costs of Plant Materials with Copies of Supporting Invoices

• Total Cost of Services

The Service Provider shall submit the Work Order Reports by e-mail within 5 calendar days of the completion of the services (exceptions will be made for larger scale Irrigation Repairs and for Enhancement Services requiring more than a day of work) to the County’s Contract Representative.

The County’s Contract Representative will review the Work Order Report and respond by e-mail to the Service Provider within 5 calendar days to either confirm the services and costs or direct modifications.

The Service Provider shall not invoice the County until it has received this confirmation. If changes are required by the County, the final invoice should reflect these modifications. The Service Provider shall submit these invoices to the same email address as noted above. The invoices shall include the applicable Purchase Order Number and shall be formatted according to the terms and rates in the Pricing Schedule. The total monetary amount on the invoice and Work Order Report shall correspond, and the Work Order Report should be attached to the invoice.

IX. Performance Standards and Quality Assurance

A. Protection, Cleaning and Restoration of Work Sites

In providing landscaping maintenance and irrigation repair services, the Service Provider shall keep work sites clean, neat and free of debris. When services are complete, Service Provider shall clean the work site and in all areas disturbed by its activities, of materials, rubbish and waste; shall remove all tools, equipment, and surplus materials from the site, and remove any temporary protection or facilities installed during its services. During regularly scheduled maintenance, the Service Provider will remove all trash, debris, equipment, and tools at the end of each service day.

Yard waste may not be placed in the County property dumpsters. Blowing must be done starting at building and blowing outward or away from structure. Building surface contaminated with debris from blowers must be cleaned with blower.

B. Safety Precautions and Requirements

Service Provider shall take precautions to prevent accidents due to physical hazards. Service Provider shall provide barricades and signage as required to protect Service Provider’s personnel and public from hazards and to inform them thereof. The Service Provider is responsible for blocking off parts of the property as needed to ensure safety to visitors and vehicles. However, the facilities must remain accessible to the public during operating hours. Operating hours of each facility are subject to change at any time. Barricades and warning signs shall comply with safety regulations. Service Provider shall provide and require use of safety equipment, clothing, and

BL018-25 Page 16 accessories as required by its work activities and safety regulations. High visibility safety vests must be worn at all times by landscaping crewmembers when working on County property.

C. Special Requirements

1. Financial Recordkeeping

The Service Provider is required to maintain a complete set of records, including all supporting cost documentation and service correspondence for all work performed under this agreement for the life of the Contract and one (1) year thereafter.

2. Subcontracting The County requires that all services herein be performed by the directly contracted Service Provider. If for some reason during the course of the Contract it becomes necessary for the Service Provider to sub-contract any services, this sub-contracting shall be done only with approval of the County, which shall have final approval of any subcontractor and the scope of services assigned to said subcontractor.

3. Modifications in Contract Scope The County reserves the right to add or delete facilities in the Scope of Services or to modify the range of services provided at any particular facility. When changing the range of services or adding a facility to the Scope of Services, the County will solicit from the Service Provider a cost quote, which the Service Provider shall develop with costs comparable to similar facilities under the Contract. The County may delete properties for any reason and will give the vendor 30 days’ notice to discontinue service. When the County approves these new services (or deletes existing services) the Contract will be modified to incorporate these added or deleted costs in the Contract.

4. Site Visits

It is imperative that Service Providers submitting a bid visit the sites listed for Landscaping Maintenance Services. It shall be the prospective Service Provider’s responsibility to determine the approximate areas of lawn, parking lots, and mulched beds; and the number of ornamental shrubs and trees and irrigation systems to be maintained under this Contract. If clarification of property boundaries or areas of maintenance responsibility are unclear, the proposing entity shall request specific clarification and the County will respond with clarifications through addendum. A property boundary map is included for reference only, and the Service Provider is responsible for visiting each site and identifying the actual boundaries, landscape features, landmarks, barriers and difficulties related to accessing the entire property.

BL018-25 Page 17 FAILURE TO RETURN THIS PAGE AS PART OF THE BID DOCUMENT MAY RESULT IN REJECTION OF BID.

Company Name

BID SCHEDULE

ITEM #

DESCRIPTION

APPROX

ANNUAL

QTY.

Monthly Cost

Annual Cost

Part I - General Grounds Care: Inclusive of Lawn Mowing, Trimming and Edging, Removal of Trash and Debris, and Management of Ornamental Shrubs, Trees and Landscaped Beds

Section A. – General Grounds Care

1. Animal Welfare & Enforcement 12 Month $ $

2. Buford One Stop Center 12 Month $ $

3. Norcross One Stop Center 12 Month $ $

4. Centerville Branch Library, Community & Senior Center 12 Month $ $

5. Buford-Sugar Hill Branch Library 12 Month $ $

6. Collins Hill Branch Library 12 Month $ $

7. Dacula Branch Library 12 Month $ $

8. Duluth Branch Library 12 Month $ $

9. Five Forks Branch Library 12 Month $ $

10. Grayson Branch Library 12 Month $ $

11. Hamilton Mill Branch Library 12 Month $ $

12. Lawrenceville Branch Library 12 Month $ $

13. Lilburn Branch Library and City Hall 12 Month $ $

14. Mountain Park Branch Library 12 Month $ $

15. Norcross Branch Library 12 Month $ $

16. Peachtree Corners Branch Library 12 Month $ $

17. Snellville Branch Library 12 Month $ $

18. Suwanee Branch Library 12 Month $ $

19. Government Courts Annex 12 Month $ $

20. DOT Maintenance Facility 12 Month $ $

21. County Annex 12 Month $ $

22. Central Services 12 Month $ $

23. Medical Examiner 12 Month $ $

24. Mall of Georgia Tag Office 12 Month $ $

25. Gwinnett Entrepreneur Center 12 Month $ $

26. Snellville Tag Office 12 Month $ $

27. Georgia Department of Driver Services 12 Month $ $

28. Duluth Branch Library (New) 12 Month $ $

29. Norcross Library 12 Month $ $

30. Records Management 12 Month $ $

31. Hooper Renwick Library 12 Month $ $

32. Courts Annex 12 Month $ $

33. Government Annex 12…