Cedar_Ridge_MSBU_Landscape_Maintenance_Services.pdf

INVITATION FOR BID

IFB-5249-26/AES

CEDAR RIDGE MSBU LANDSCAPE

MAINTENANCE SERVICES

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: June 4, 2026

DEADLINE FOR QUESTIONS: June 26, 2026

RESPONSE DEADLINE: July 8, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/seminolefl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Seminole County

IFB #IFB-5249-26/AES

Cedar Ridge MSBU Landscape Maintenance Services

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Bidders IV. Maintenance Services Additional Terms & Conditions V. Instructions for the Preparation of Bids VI. Bid Form

Attachments:

A - IFB-5249-26 Draft Agreement

B - Sample Purchase Order

C - Map and Description of Property

D - Insurance Requirements

E - Billing Sheet

F - Tracking Sheet

Title: Cedar Ridge MSBU Landscape Maintenance Services

1. Introduction

The Bidder is expected to completely analyze the information contained in this Invitation for Bid

(IFB) as guidance for the preparation of their written submittal. The Bidder’s written bid should be specific, detailed, and complete to demonstrate the Bidder’s understanding of the requested work clearly and fully and/or delivery requirements.

Public Records:

Article 1, Section 24, Florida Constitution, guarantees every person access to all public records, and Section 119.011, Florida Statutes, provides a broad definition of “public records.” As such, all responses to this competitive solicitation are public records. Any Bidder or Respondent claiming any portion of its response to the solicitation contains information that is exempt from the public records law shall review and strictly follow the procedures set forth herein

1.1. Summary

Seminole County BCC (County) is soliciting the services of a landscaping service contractor to provide landscaping services for the Cedar Ridge subdivision, located at the northwest corner of the intersection of Howell Branch Road and Dike Road in Winter Park, Florida.

1.2. Background

An assessment district [AKA: Municipal Services Benefit Unit (MSBU)] to provide funding for landscaping and grounds maintenance of common areas was established on behalf of the owners of residential property within Cedar Ridge by the Seminole County Board of County

Commissioners by Ordinance No. 97-20 in 1997. The landscape maintenance services provided through the Cedar Ridge MSBU are coordinated through a partnership between the Seminole

County MSBU Program and the Parks and Recreation Department.

1.3. Contact Information

Amber Spears Senior Procurement Analyst 1301 E. Second St Sanford, FL 32771 Email: aspears@seminolecountyfl.gov Phone: (407) 665-7125

Department:

Parks and Recreation

1.4. Timeline

Release Project Date June 4, 2026 mailto:aspears@seminolecountyfl.gov tel:(407)665-7125

Pre-Proposal Meeting (Non-

Mandatory)

June 17, 2026, 10:00am

Agenda

121 Bush Loop, Sanford, Florida 32773

File attached as "Agenda" also contains a map to the building where the meeting is held.

Question Submission Deadline June 26, 2026, 5:00pm

Proposal Submission Deadline July 8, 2026, 2:00pm

Attend bid opening via Microsoft Teams https://teams.microsoft.com/meet/2375787075

45?p=S3tsxHJlPhNVKw6uG0

Meeting ID: 237 578 707 545 Passcode: By9VR7oV https://government-project.s3.amazonaws.com/267950/ca9460b8-3ee6-4956-ad42-99e3e9cb9b1d_RFP-5245_-_Meeting_Agenda.pdf https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0 https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0

2. Scope of Services

2.1. PERFORMANCE OF WORK STATEMENT

A. GENERAL DESCRIPTION OF WORK

1. The Contractor shall provide all necessary management, supervision, personnel, materials, transportation, general and specialized tools and equipment required to accomplish all services for Seminole County Board of County Commissioners, as specified in the Scope of Services.

2. The Contractor shall implement all necessary work control procedures to ensure the timely accomplishment of work requirements and to permit tracking of work in progress.

3. The Contractor is responsible for adequately planning and scheduling work to assure material and labor availability to complete work requirements within the response times and quality standards established herein.

4. The contractor will follow the current Florida-Friendly Best Management Practices for the Protection of Water Resources by the Green Industry BMP.

B. PERSONNEL REQUIREMENTS

1. County Representative - All work in this contract will be under the supervision of a designated County Greenways Contract Coordinator from the Trails and Parks

Division, 121 Bush Loop, Sanford, Florida 32773, (407) 665-2001.

2. Contractor Representative

a. The Contractor will staff a full-time representative (Operations Manager) who will coordinate with the County’s Contract Coordinator.

b. The work schedule shall include the route to be followed and the work location for each day.

c. The Contractor shall notify the County’s Contract Coordinator prior to any schedule variance. The notification shall be issued before 8:00 a.m. on the day of the scheduled variance. This should be coordinated with the County’s Contract

Coordinator, who will perform inspections and verify that the work has been completed as scheduled, and handle problems that may arise.

3. Other Personnel Requirements

a. The Contractor shall furnish supervisory, administrative and direct labor personnel to accomplish all work required.

b. The Contractor employees performing the services required by the contract shall have specialized training, prior work experience or demonstrated technical skills required to fulfill the specific contract requirements.

c. Contractor must hold a current pest control license pursuant to F.S. Chapter

482.071 and all pest control applications shall be done under the supervision of the licensed applicator.

d. Applicator’s licenses must be always kept current. Contractor shall provide a copy of all appropriate state and local licenses with the bid. A current photocopy of the applicator’s license shall be submitted to the County Representative or his designated representative.

e. Each person who applies fertilizers and /or pesticides for the Contractor shall be certified with the Florida Green Industries Best Management practices (BMPs).

Contractor shall provide a copy of all BMP certificates to the County Project

Coordinator.

f. The Contractor shall submit daily reports to the County’s Project Coordinator, via email in spreadsheet format, containing the location of work in progress and the percentage of work completed to date. Failure to submit daily reports of completed work shall result in non-payment for scheduled services. For this contract, all cyclical scheduled work must be completed by that respective

Saturday.

g. Contractor shall have a dedicated program manager to supervise the performance of the company’s workforce to the scope of work and to coordinate with the County.

h. All above-licensed staff shall have been employed by the company for over a year.

4. Prohibition against hiring off-duty County employees – The Contractor shall not hire off-duty nor utilize under contract any person whose employment under the contract will, or appear to, result in a conflict of interest or violation of the standards of conduct. In instances of doubt, the Contractor shall refer the matter to the

County’s Contract Coordinator.

5. Employee Physical Capabilities – There shall be no discrimination against employees on the basis of handicaps or other disabling conditions; however, employees shall only be assigned to duties that they can perform without endangering the health, safety, and welfare of themselves or others. The Contractor shall have a duty to reasonably accommodate any handicap.

6. Standards of Conduct for Contractor Personnel

a. All Contractor personnel or representatives shall obey all regulations in effect during the contract period.

b. The Contractor shall be responsible for maintaining satisfactory standards of employee competency and conduct and for taking disciplinary action against his/her employees as necessary.

c. The County Contract Administrator will require the Contractor to remove from the job site any Contractor employee found under the influence of alcohol, drugs, or any other incapacitating agent during the tour of duty.

d. The Contractor shall also remove any employee whose conduct or appearance reflects disgrace or dishonor upon the County.

e. The County reserves the right to require removal from the job site of any employee who endangers persons or property, whose continued employment is inconsistent with the interests of government security, or whose presence deters the accomplishment of work.

f. The County reserves the right to refuse to permit any Contractor employee who is not in compliance with the contract requirements to perform services under the contract. In such cases, the County’s Contract Coordinator will advise the

Contractor of the reason for requesting an employee’s removal or withdrawing his/her authorization to be in the facility. The removal from the job site of a

Contractor employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the work specified in the contract.

7. Employee Identification – All Contractor employees shall wear a Contractor-furnished identification uniform with logo, which shall be visible on the outside of their clothing.

8. Contractor & Personnel Availability

a. The Contractor shall provide a local telephone number, which is not a toll call from Seminole County, where he/she or the designated representative may be reached during normal duty hours. The Project Manager and Alternate shall carry a telephone, and the number shall be provided to the County Contract

Administrator or designated representative, prior to contract performance and immediately upon any change, throughout the term of this contract.

b. The contractor shall also provide sufficient personnel when required for additional services, to include special events, so that the services are completed in a reasonable amount of time.

9. Control of Personnel

a. The County will not exercise any supervision or control over Contractor personnel performing services under the contract.

b. Contractor personnel shall not be placed under the supervision, direction, or evaluation of County personnel, or become an integrated part of the County organization in connection with performance under the contract, nor shall

Contractor personnel be used in administration or supervision of County activities.

10. Personnel Selection – The Contractor shall be responsible for selecting personnel who are well qualified to perform the required services, for supervising techniques used in their work, and for keeping them informed of all improvements, changes, and methods of operation.

C. QUALITY CONTROL PROGRAM

1. The Contractor shall establish and maintain a quality control program that identifies and results in the correction of potential and actual problem areas throughout the entire scope of the contract.

2. The Contractor’s quality control program shall include processes for corrective action independent of County direction and shall include a customer complaint feedback system for the correction of validated complaints and for informing the customer of corrections. At a minimum, the customer complaint shall include procedures for customers to file complaints with the Contractor, forms to be used by customers, procedures for investigating the complaint, and feedback to customers and the

County on the results and actions taken on the complaint.

D. REWORK

1. Services that are not performed to the County’s satisfaction or to the required specifications shall be performed or re-performed (reworked).

2. Rework is solely at the option of the County. Rework shall be accomplished within two (2) calendar days of notification by the County at no additional cost to the

County.

3. Contractor shall notify the County’s Contract Coordinator or designated representative when rework requirements have been completed.

4. Any areas deemed incomplete and not appropriate for rework by the County

Contract Coordinator will be deducted from billings.

E. QUALITY ASSURANCE

1. The County’s Contract Coordinator or designee will monitor the Contractor’s performance under this contract by conducting a minimum of two (2) inspections per month, at all areas under contract with the Contractor Representative present.

2. Inspection dates and times will be scheduled by the County’s Contract Coordinator, and the Contractor will be notified of the inspection location not less than sixty (60) minutes prior to the inspection time. Any area determined to be incomplete during inspection and near or at the end of the current service cycle will be an automatic full deduction from billings with no opportunity for rework.

F. PERFORMANCE EVALUATION MEETINGS - The Contractor’s Account Manager may be required to meet at least bi-weekly with the County Management Team during the first month of the contract. Meetings will be as often as necessary thereafter, as determined by the County Management Team.

G. PERFORMANCE ANALYSIS AND STANDARDS - Performance analysis assigns a performance requirement to the tasks, which involves determining how a service can be measured and what performance standards and quality levels apply. The performance standard establishes the level of performance required by the County. Correspondingly, the acceptable quality level establishes a maximum allowable error rate or variation from the standard.

1. Monthly payments to the Contractor will be reduced for incomplete performance using the following methods:

a. Contractor’s performance will be compared to contract standards and acceptable quality levels as stated in the contract.

b. The Contractor will be notified of any deficiency identified during the term of the contract. Contractor shall take appropriate corrective action upon notification. In the event of such notification, the Contractor shall explain in writing within five (5) days of receipt why performance was unsatisfactory, how performance will be brought into compliance with contract specifications and standards and how the problem will be prevented.

c. Contractor will have two (2) days including weekends to rectify any deficiencies identified by the County’s Contract Coordinator. Failure to rectify within two (2) days shall result in non-payment for the area in question.

d. Tracking Sheet submittal to the County on a daily basis of each workday’s location work is required.

H. SAFETY

1. The Contractor shall comply with the most current edition of the FDOT Accident

Prevention Procedures Manual pertaining to employee safety when working adjacent to roadways. The Contractor will be responsible for obtaining a copy of this manual by contacting the FDOT Maps and Publications Department in Tallahassee.

2. The Contractor shall also abide by all applicable OSHA standards.

I. SMOKE FREE ENVIRONMENT - Smoking is prohibited in County buildings except for designated smoking areas. Smoking is not permitted in offices or common areas such as hallways, stairwells, restrooms, elevators, entryways, lobbies, conference rooms, or classrooms. Permissible areas will be designated.

J. NO WORK WILL BE PERFORMED ON LEGAL COUNTY HOLIDAYS OR SUNDAYS,

UNLESS AUTHORIZED BY THE COUNTY CONTRACT ADMINISTRATOR.

1. Days designated by Seminole County as legal holidays. These days are:

a. New Year's Day

b. Martin Luther King's Birthday

c. Memorial Day

d. Independence Day

e. Labor Day

f. Veteran's Day

g. Thanksgiving Day

h. Day after Thanksgiving Day

i. Christmas Day

2. When such holidays fall on Saturday, the preceding Friday shall be considered a holiday.

3. When such holidays fall on a Sunday, the succeeding Monday will be considered a holiday.

K. SECURITY - The Contractor shall be responsible for the security of his/her property and the property of the Contractor’s employees.

L. OFFICE AND STORAGE AREA - The Contractor shall furnish his/her own office and storage area off-post.

M. VEHICLE REGISTRATION - All vehicles operated in support of the contract, including

Contractor and Contractor employees’ privately owned vehicles or subcontractor vehicles, shall be properly registered, insured, licensed, and safety inspected in accordance with applicable Federal, state, and local government requirements.

N. CIRCUMSTANCES TO BE REPORTED - The Contractor and the Contractor’s employees shall report any circumstances of repairs needed for the facility or unusual soiling of an area which may affect the performance of the work, unhealthy or hazardous conditions, damage caused by the Contractor's employees, and any delays or interference with the work caused by County employees. Such items shall be reported to the County’s Project Coordinator immediately upon discovery by the

Contractor. Emergency repairs must be notified immediately to EOC at 407-665-6650.

O. REPORTING CRIME OR SUSPICIOUS ACTIVITIES - The Contractor shall report any crime to the EOC at 407-665-6650 and law enforcement personnel immediately upon learning of the crime. The Contractor shall also report all suspicious activities or conditions conducive to crime immediately.

P. DAMAGES DUE TO FIRE, THEFT, ACCIDENT OR OTHER DISASTER - The County will not be responsible for damage due to fire, theft, accident, or disaster to the

Contractor’s supplies, materials, equipment, or Contractor’s personal belongings brought into the County buildings or onto the government grounds.

Q. EQUIPMENT/SUPPLIES - The Contractor shall furnish all equipment and supplies necessary to perform the required services.

R. HAZARDOUS CHEMICALS - When a substance is determined to be hazardous, the

Contractor shall perform in accordance with regulations such as OSHA.

S. SAFETY DATA SHEETS(SDS) - The Contractor shall submit, at the request of the

County’s Project Coordinator, any or all Safety Data Sheets for hazardous materials proposed for use in the performance of the contract. In addition, the Contractor shall maintain copies available for review by the Contractor employees.

T. PREMISES - Contractor shall assume full responsibility for any damage to any County, other contractors, or homeowner’s property caused or alleged to have been caused by or incident to the execution of this Work.

U. MAINTENANCE OF TRAFFIC

1. During work on roadways, the Maintenance of Traffic shall conform to the Florida

Department of Transportation's (FDOT) most current editions of "Roadway and

Traffic Design Standards" for Design, Construction, Maintained Systems, and the

"Manual on Uniform Traffic Control Devices for Streets and Highways." These documents can be ordered from the State of Florida Department of Transportation, Map and Publications Department, 605 Suwannee Street, Tallahassee, Florida, 32399-0450, Phone: (904) 488-9220.

2. A proposed traffic control plan shall be submitted to the County Representative for approval prior to starting work.

3. Lane closures will be limited to non-peak traffic hours and will be approved only by the County Traffic Engineering Division.

V. PAYMENT AND BILLING

1. Payments for the services will be processed monthly.

2. It is the contractor's responsibility to submit invoices to the County Project Manager via email.

3. The invoice shall have the Company Name, Date, Purchase Order Number, Contract

Title, and IFB# printed on the company letterhead.

4. Along with the Invoice, a Billing Sheet and Tracking Sheet shall be submitted.

a. The Tracking Sheet lists the contract properties and the dates they were serviced for each month.

b. The Billing Sheet lists the properties, the costs associated with the tasks, and the frequencies of site visits.

c. The County Project Manager will supply electronic copies to the contracted vendor.

2.2. LANDSCAPED BED MAINTENANCE

A. INTENT - Landscaped Bed Maintenance constitutes professionally maintaining all landscape areas within designated county properties. Bed maintenance shall include, but not be limited to, edging, shearing, pruning, mulching, weeding, fertilizing, chemical applications of insecticides/fungus, straightening, and all other care required for property health and vigorous growth of the plants. Prior to the removal of deceased/dying plant material, the Contractor shall obtain County authorization.

B. METHOD OF OPERATION - All mulched areas shall have all grass, weeds, litter, terminally diseased or damaged plants, and undesirable growth removed to maintain the landscape in a healthy, attractive condition. Removal of dead shrubs and ground cover shall be included in routine Landscape Bed Maintenance. The Contractor shall notify and obtain approval from the County’s Project Coordinator prior to removing dead material.

1. The Contractor shall prune all plants from the edges of sidewalks, roads, driveways, fences, and structures to ensure the safety of citizens and the protection of the property. Prune all plants to encourage a healthy, natural growth pattern and to develop the eventual branching structure for each variety. All incidental pruning to keep pedestrian clearance at no less than 6 inches back from the edge of pavement from encroaching shrubs shall be done according to the International Society of

Arboriculture (I.S.A.). Standards. Pruning shall provide a neat and well-manicured appearance. Pruning for site distance at intersections shall occur on all shrubs according to local Engineering and I.S.A. standards.

C. QUANTITY AND FREQUENCY – The Contractor shall complete 37 Bed Maintenance cycles per calendar year. The breakdown per month of service is as follows:

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D. PRUNING - Pruning shall be provided to encourage a healthy, natural growth pattern for each specific plant variety. Flowering shrubs shall not be pruned until after the bloom cycle. If a plant species blooms year-round, then pruning shall be performed in the spring after the first flush of blooms.

1. Grouped plantings shall be allowed to form masses appropriate to the species. Or shrubs can be kept in individual plantings.

2. Power-shearing and hard-cut pruning are not permitted without the County

Representative's or their designated representative's prior approval.

3. Pruning shall include, but not be limited to, the removal of vegetation that is dead, damaged, or diseased. Removal of dead or faded flowers shall be performed on an as-needed basis.

4. The contractor must remove all pruned materials and debris from the site after each service.

5. Plant Growth Regulators can be applied only if approved by the County

Representative or his designated representative.

6. Contractor will be required to follow current recommended sterilization practices for pruning tools, as needed, to prevent the spread of disease.

7. Beds damaged by accidents or public functions shall be trimmed, and broken plant material shall be removed and graded back to a maintained condition.

8. Shrubs that die back due to normal weather conditions will be pruned at the end of winter.

9. Pruning for site distance at intersections will be performed on all shrubs in accordance with local Engineering and I.S.A. standards.

10. Hedges shall be maintained at specific heights in certain locations. All shrubs within a clear sight zone shall be kept at a 24” minimum height or less if directed by the

County for safety reasons from the roadway.

E. QUALITY

1. Shrubs, groundcovers, and materials damaged by the Contractor or neglected diseased plants left untreated shall be replaced or reworked by the Contractor at his/her expense. Replacement plants shall conform to the species/variety, grade, standard, and size to match existing plants. Replacement material, which is smaller or otherwise different from the original plants, must have prior County approval.

2. All replacement material must have prior County approval. Contractor shall not be responsible for acts of Nature, such as freezing damage or heavy storms that create unusual cleanup, pruning or replacements more than the normal scope of these services.

3. After mowing occurs, grass clippings shall be removed from the planter bed and tree rings.

F. PEST CONTROL/WEEDING

1. All areas within landscape beds must be mulched and maintained weed free.

2. Ornamental beds, hedge areas, and tree basins will be kept weed free by such mechanical means as hoeing or hand pulling, and/or by herbicide applications.

3. Where chemical weed control is deemed necessary, contractors are encouraged to use the least toxic, target-specific materials and methods.

4. Contractor shall practice Integrated Pest Management (I.P.M.) to control insects, disease, and weeds on and around perennials, ground covers, shrubs, vines, and trees. This will include constant monitoring and spot treatment, as necessary, using the least toxic methods available, per industry best management practices.

5. Weeds and grass in beds or mulched areas will be removed each ordered cycle by hand or selectively with chemicals, if chemicals will not damage plants or leave an unsightly appearance.

6. Machine-edge all beds and power-blow any clippings from impervious areas.

7. IPM is the coordinated use of pest and environmental information and available pest control methods to prevent unacceptable levels of damage by the most economical means with the least possible hazard to people, property and the environment. This will include constant monitoring and spot treatment as necessary using least toxic methods available per industry best management practices.

8. All litter and debris must be removed on the day of service, with no exceptions.

G. APPLICATION OF INSECTICIDES AND FUNGICIDES

1. Planting beds attacked by or showing signs of disease or pests shall be properly remedied immediately and cared for by the Contractor.

2. The Contractor shall notify the County's Representative prior to the application of insecticides and fungicides.

3. The Contractor shall also treat any shrubs or trees deemed infested by the County

Representative, per the consultant's recommendations.

4. The Contractor shall abide by the manufacturer's specifications for all chemicals or chemical compounds used and provide a S.D.S. for each chemical prior to application.

5. The Contractor shall abide by all rules, laws, ordinances, and statutes of the Federal, State, and County, as well as any other governmental agencies having jurisdiction pertaining to the handling, storage, and application of pesticides or fungicides.

6. The cost of all work and materials for the application of insecticides and fungicides shall be included in the unit price bid for Landscape Bed

Maintenance.

7. Disease and other pests

a. Disease and other pests shall be identified and reported to the County, with a recommendation for remedial treatment, within hours of the site visit.

b. If directed by the County’s Contract Coordinator, work shall be completed within two (2) days from the time of notification.

c. Upon County approval, the Contractor shall be responsible for carrying out the remediation plan, including, but not limited to, application of insecticides and fungicides.

d. The written results of work completed, along with the reporting sheet and S.D.S.

sheets for any proposed chemical, shall be sent to the County’s Contract

Coordinator within twenty-four (24) hours of the completion of each cycle.

8. Fertilization

a. The Contractor shall utilize the formulas and amounts for fertilization indicated below.

b. Prior to application, the Contractor is required to supply the County’s Project

Coordinator with the fertilizer label and a sample of the fertilizer to be spread. Areas to be fertilized will coincide with areas specified in the Pre-App meeting.

c. Shrubs and ground covers shall be fertilized with granular slow-release fertilizer at the rate of the label. The fertilizer shall contain both nitrogen and potassium, in slow-release form. A soil test should be used to determine whether magnesium

(Mg) and minor elements, such as iron and manganese, are needed. If the soil test indicates that these elements are needed, fertilizer should contain 3% - 5% magnesium (Mg) and 1% - 2% of iron and manganese.

d. Fertilizer type depends on soil conditions. Nutritional deficiencies may develop due to soil conditions, such as alkaline pH or compacted soils, or damaged and diseased root systems. Deficiencies of specific nutrients shall be treated with applications of the needed nutrient in accordance with UF/IFAS recommendations until deficiencies are corrected.

e. Fertilizers shall be broadcast uniformly around plants, but shall never directly contact stems or trunks. Fertilizers shall be spread evenly.

f. The cost of monitoring and correcting these problems may be included in contract maintenance.

g. Fertilization scheduling shall not exceed the recommendations from the UF/IFAS

Extension Service and should comply with the Green Industries Best

Management Practices and state and local ordinances.

h. Local fertilizer regulations prohibit the use of nitrogen fertilizers during the summer months.

i. Two applications of fertilizer to all county property landscape beds shall be applied in the spring/ fall.

j. The cost of all work and materials for fertilizing shall be included in the unit price for the proposal for landscape beds maintenance.

H. HERBICIDE

1. Quantity and Frequency of Herbicide Treatment - The total number and timing of the cycles depend upon the type of herbicide used and growth conditions during the season.

2. Limitation of Operations - Herbicide treatment will be on an as-needed basis during the cycles for Landscape Bed Maintenance. The Contractor shall abide by all rules, laws, ordinances and statutes of the State and County having jurisdiction pertaining to the handling, storage and application of herbicides. Plants, grass and trees damaged by the improper use of herbicides will be replaced by the Contractor at this/her expense. Replacements will be of the same size and type and originally planted quality of those damaged.

3. Quality - If at any time the herbicide treatment is not in accordance with the specifications, the services will be performed again at no additional cost to the

County. Overspray of herbicide resulting in plant or turf mortality will result in replacement at no additional expense to County.

4. Constitutes pre-emergent and post-emergent treatment of undesirable grass, weeds, vegetation, and plant material growing in, along, and around landscape areas with an approved herbicide to maintain these areas in an attractive and manicured condition.

5. Herbicide use shall be limited to specific sites or undesirable growth in the landscape areas identified by the Contractor and authorized by the County’s Project

Coordinator.

6. The Contractor shall keep all planted areas free of weeds. Weeds in the landscape

(turf and ornamentals) shall be controlled by mechanical removal and /or with pre-emergent and post-emergent herbicides.

7. Herbicides shall not be applied when there is a danger of winds that could cause spray drift and damage to the surrounding landscape areas.

8. The non-selective post-emergent herbicides, if used, shall need County approval and be applied in conformance with the manufacturer's instructions. The application of pre-emergent herbicide should be considered and incorporated into the schedule.

Selective herbicides shall be approved by the County’s Contract Coordinator.

9. The cost of all work and materials for herbicide shall be in the unit price bid for

Landscape Bed Maintenance.

10. Herbicides shall not be used as a substitute for planter bed edging.

I. MULCHING - Mulching constitutes providing and placing Mini-Pine Bark Nuggets mulch or brown shredded mulch in designated areas

1. Quantity and Frequency of Mulching

a. Mini-Pine Bark Nugget or brown shredded mulch (as determined by site through

County’s Project Coordinator) shall be installed two times per year (spring and fall) as directed in all designated Landscaped Beds in a settled manner to a depth of three (3) inches - each time (2x/year).

b. All bed line edges will be trenched to help contain the applied mulch.

c. One application of mulch to all landscape beds shall be applied in the spring.

d. All tree rings shall be installed with mulch at a depth of 3 ".

e. All fence lines shall be mulched.

f. The cost of all work and materials for mulch for a single 3” inch level application for all the beds and tree rings shall be in the unit price for mulch for the entire property.

2. Method of Operations - Mulch shall be supplied by the Contractor, delivered to the site, and applied in the areas specified. Mulch shall be placed by hand to a settled but not tightly compacted consistency.

3. Quality - Mulch shall be free of insects, disease, debris, trash, seeds, etc., and placed in such a manner as to provide a neatly groomed, settled appearance in accordance with industry standards.

4. Maintenance - Mulch shall be kept spread out evenly in all beds and tree rings; no mounding shall occur in the landscape material.

5. Locations – The areas where mulch is to be placed include all tree rings, planter beds, any type of structure, fence lines, signs, light poles, and any other designated areas.

J. ANNUALS

1. Contractor will install 325 four-inch (4”) annuals in April, July, and November each year.

2. Annuals will be allocated appropriately between the entrance on Dike Road, the entrance on Howell Branch Road, and at the intersection of Howell Branch and Dike

Roads. Contractors will arrange and monitor irrigation requirements for annuals.

3. The variety of annuals will be discussed and coordinated with the MSBU Program in advance of ordering.

4. Should annuals fail to thrive for a minimum of four months, Contractor will replace annuals at no charge.

5. The cost of all work and materials for Annuals will be a separate unit cost.

K. ANNUAL PLANTINGS

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2.3. TURF MAINTENANCE

A. INTENT

1. Landscaped Turf Maintenance constitutes professionally maintaining all grass landscape areas within designated county properties.

2. Sod maintenance shall include, but not be limited to Mowing, edging, mulching, weeding, fertilizing, irrigation, chemical applications of insecticides/fungus, straightening, and all other care required for property health and vigorous growth.

3. Turf damaged by accidents shall be corrected by removal of debris, graded back, and repaired to a maintained condition. Maintain weed-free turf.

B. EDGING

1. All properties shall be edged with a power edger to control encroachment of grass on sidewalks (of any surface), curbing, tree rings, roadways, valve boxes, landscape beds, and parking lots.

2. Edging shall occur with each mowing service.

3. Edging shall not be considered complete until all undesirable material has been removed from over the above-mentioned areas. Failure to do so will result in non-payment for the entire area.

4. Hand-held or walk-behind edgers will be the only approved edging method.

C. HERBICIDE

1. Is to be used for spot spraying of expansion joints of curb gutters, sidewalks, and

Curb Inlets.

2. Herbicide along walls and fence lines will be permitted, but only in a narrow pattern.

3. The type of herbicide that can be used will require approval by the County’s Contract

Coordinator.

4. The Rate of herbicide applied is in accordance with the manufacturer’s label.

5. Herbicide shall not be used as a replacement for string trimming, edging, or in areas susceptible to erosion.

D. WEED TRIMMING

1. All areas that are inaccessible to mowing machinery, such as slopes, ditches, berms, fencing, steep shoulders, etc., shall be weed trimmed.

2. Weeds along and at the pavement edge of curb lines of hardscaped medians/walkways containing landscape materials shall be addressed each service cycle to discourage rapid, recurring growth within the expansion joint areas.

3. All amenities such as kiosks, power poles, benches, trees, etc., shall be weed-trimmed unless approved by the County Contract Coordinator.

4. Herbicide controls may be used along fence lines and kept to a width of 4” to 6”.

E. MOWING

1. All turf areas shall be cut to a uniform height of no less than 3.5” (three and one half inches).

2. The vendor shall make every effort not to cause "scalping” while mowing any area.

3. Any turf or hard-scape area that has been damaged by equipment shall be fixed or replaced at no cost to the County.

4. Mower blades will be sharp at all times to provide a quality cut.

5. It is not necessary to remove grass clippings as long as no readily visible clumps remain on the grass surface 24 hours after mowing. Otherwise, the contractor will distribute large clumps of clippings by mechanical blowing or by collecting and removing them.

6. During fungal disease outbreaks, the contractor will collect clippings until the disease is controlled.

F. LITTER REMOVAL

1. All litter and debris are to be removed during each mowing cycle.

2. Litter and debris removal includes the pickup, removal and disposal of any item not permitted such as but not limited to; cigarette butts, wood, landscape debris, signs, tires, cans, bags of trash, used staking and guy wires, newspapers, magazines, food containers, boxes, sheets of paper, etc., which will result in an objectionable appearance.

3. The cost of all work and materials for litter removal shall be included in the unit price bid for mowing.

4. The following shall be “power blown” at the conclusion of each mowing cycle: sidewalks, surfaces, parking lots, concrete medians, and building entrance ways.

G. CUTTINGS AND TRIMMINGS

1. It shall be the responsibility of the Contractor to remove or disperse any vegetative clippings from hard surfaces following mowing.

2. Under no circumstances are drainage structures to be used as disposal sites.

3. Clippings will be swept, blown, or vacuumed from sidewalks, patios, curbs, and roadways immediately after mowing or edging.

4. Clippings will not be blown into storm drains, tree rings, or planter beds.

5. Any damage to vehicles, including damage from vegetative debris and grass clippings, is the responsibility of the contractor.

6. Mowing must be directed away from water bodies and impervious surfaces.

7. No plant material is allowed in Florida landfills.

8. No readily visible clumps shall remain on the grass surface after mowing. Large clumps of clippings will be raked into the turf or immediately collected and removed by the contractor. Turf grass clippings are a source of slow-release nitrogen.

Leaving the clippings, rather than removing and bagging them, reduces both fertilization needs and the amount of plant material that must be disposed.

H. APPLICATION OF INSECTICIDES AND FUNGICIDES

1. Turf attacked by or showing signs of disease or pests shall be properly remedied immediately and cared for by the Contractor.

2. The Contractor shall notify the County’s Contract Coordinator prior to the application of insecticides and fungicides.

3. The Contractor shall also treat any turf deemed infested by the County

Representative, per the consultant's recommendations.

4. The Contractor shall abide by the manufacturer's specifications for all chemicals or chemical compounds used and provide an S.D.S. for each chemical prior to application.

5. The Contractor shall abide by all rules, laws, ordinances, and statutes of the Federal, State, and County, as well as any other governmental agencies having jurisdiction pertaining to the handling, storage, and application of pesticides or fungicides.

6. The cost of all work and materials for the application of insecticides and fungicides shall be included in the unit price bid for Landscape Turf

Maintenance.

7. Disease and other pests shall be identified and reported to the County, with a recommendation for remedial treatment, within hours of the site visit.

8. If directed by the County’s Contract Coordinator, work shall be completed within two

(2) days from the time of notification.

9. Upon County approval, the Contractor shall be responsible for carrying out the remediation plan, including, but not limited to, application of insecticides and fungicides.

I. FERTILIZATIONS

1. The Contractor shall utilize the formulas and amounts for fertilization indicated below.

a. Formula - The formula to be used on all the turf shall be 15-0-15 with micronutrients, or any other comparable fertilizer approved by the County’s

Contract Coordinator.

b. Rate - This fertilizer shall be applied in turf areas at the rate of 6.6 pounds per

1000 square feet.

c. Application - Two applications of fertilizer to all county properties in the common turf areas shall be fertilized; both St Augustine and Bahia turf shall be applied in the spring/ fall.

2. Prior to application, the Contractor is required to supply the County’s Contract

Coordinator with the fertilizer label and a sample of the fertilizer to be spread.

3. Areas to be fertilized will coincide with areas specified in the Pre-App meeting.

4. Turf shall not be fertilized when heavy rain is expected.

5. A "Ring of Responsibility" will be left around or along water bodies. The Ring of

Responsibility shall extend at least 10 feet from the edge of the water.

6. Fertilizers must contain slow-release nitrogen and will be applied at the rate of no more than one pound of nitrogen per 1,000 square feet. This is calculated by dividing the percentage of nitrogen by 100. (Example: If the ratio 15-0-15 is used, then 6.6 pounds of the fertilizer will be spread over 1,000 square feet of lawn area).

7. Fertilization should comply with the Green Industries Best Management Practices and state and local ordinances. Local fertilizer regulations prohibit the use of nitrogen fertilizers during the summer months.

8. The cost of all work and materials for fertilizing shall be included in the unit price proposal for turf landscape maintenance.

J. QUANTITY AND FREQUENCY OF MAINTENANCE OF SOD

1. The Contractor shall complete 37 mowing cycles per calendar year for areas of sod.

2. The County reserves the right to adjust mowing frequency at any time.

3. The breakdown per month of service is as follows:

2.4. LITTER/ DEBRIS MAINTENANCE PORTER SERVICE

A. INTENT

1. The contractor shall complete 37 Litter/Debris Maintenance cycles per calendar year for the entire property.

2. All litter and debris are to be removed during each maintenance service cycle from landscape beds, tree rings, turf areas, curbs, and concrete medians. Litter and debris removal includes the pickup, removal, and disposal of any item such as cigarette butts, wood, landscape debris, signs, tires, cans, bags of trash, used steaking and guy wires, newspapers, magazines, food containers, boxes, sheets of paper, etc., which will result in an objectionable appearance.

B. PAVEMENT/WALKWAY/CURB DEBRIS REMOVAL

1. All debris is to be swept, scraped, power-blown, cleaned, and removed during each maintenance service cycle.

2. Litter and debris removal includes the pickup, removal, and disposal of any non-permitted items, such as leaves, sticks, branches, cigarette butts, wood, and landscape debris, that result in an objectionable appearance.

2.5. IRRIGATION MAINTENANCE

A. INTENT

1. The contractor shall be responsible for the operation and maintenance of the

Common area irrigation system, and for setting and adjusting the time clocks to ensure proper watering of all plant material and turf in the landscape.

2. The contractor shall be responsible for the labor and supervision needed to make minor irrigation repairs to the lateral lines, risers, and sprinkler heads of the irrigation system up to three (3”) inches in diameter as required to keep the system operating.

This cost shall be in the unit cost for turf maintenance.

3. All Major repairs to main lines, valves, pumps, and intake piping shall be reimbursed by the County/Division. Reimbursable repair work shall require authorization by the

County’s Project Coordinator prior to commencement.

B. METHOD OF OPERATIONS

1. Prior to the commencement of the maintenance program, the contractor shall have forty-five (45) days from the start of the contract to inspect the irrigation system and report existing damage or incorrect operation and coverage to the

County/Division. The contractor shall be responsible for the integrity of the system after this initial inspection report and subsequent repairs.

2. Time clocks shall be checked once a week or as may be required.

3. The contractor shall check the system twice per month and fully operate all irrigation zones and replace, repair, or clean all irrigation heads, lines, valves, valve boxes, and controllers as needed.

4. Any equipment damaged by traffic accidents or the contractor’s operation shall be replaced with the same equipment and by the same manufacturer unless otherwise approved by the County’s Contract Coordinator.

5. The irrigation shall be capable of providing ½” of water to all turf and shrub beds each week or as often as required to provide a uniform, lush green landscape appearance. The system shall be adjusted during the various seasons.

6. The contractor shall be required to make all repairs within a minimum of 24 hours, or sooner upon request by the County’s Contract Coordinator.

7. Any form of damage to the irrigation system must be reported to the County’s representative immediately upon discovery.

8. Irrigate as necessary during periods of little or no rainfall unless there is an automatic irrigation system in place.

9. Supply supplemental watering as needed to ensure the proper amount of water is applied to keep the plant material in optimal health. Supplemental watering may require a large portable watering tank, impact sprinklers, or additional hose to be supplied by the contractor.

10. If plant material dies due to the lack of water, the contractor shall be responsible for replacement at no cost to the county.

11. A written irrigation inspection schedule shall be provided by the contractor to the

County’s Project Coordinator.

12. The contractor shall be responsible for controlling the amount of water used for irrigation and for any damage resulting from over-watering or insufficient watering.

2.6. PERFORMANCE ANALYSIS AND STANDARDS

A. INTENT - Performance analysis assigns a performance requirement to the tasks, which involves determining how a service can be measured and what performance standards and quality levels apply. The performance standard establishes the performance level required by the County. Correspondingly, the acceptable quality level establishes a maximum allowable error rate or variation from the standard.

B. Monthly payments to the Contractor will be reduced for incomplete performance using the following methods:

1. Contractor performance will be compared to contract standards and acceptable quality levels as stated in the contract.

2. The Contractor will be notified of any deficiency identified during the term of the contract. Contractor shall take appropriate corrective action upon notification.

a. In the event of such notification, the Contractor shall explain in writing within five

(5) days of receipt, why performance was unsatisfactory, how performance will be brought into compliance with contract specifications and standards and how the problem will be prevented.

3. Contractor will have two (2) days including weekends to rectify any deficiencies identified by the County’s Contract Coordinator. Failure to rectify within two (2) days shall result in non-payment for the area in question.

3. Instructions to Bidders

3.1. Contact

All prospective Bidders are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, Amber Spears, regarding this IFB or their written bid at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your bid.

Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

Seminole County Purchasing and Contracts Division will conduct a Non-Mandatory Pre-

Proposal Conference on Wednesday, June 17, 2026 at 10:00 am. The meeting will take place at

121 Bush Loop, Sanford, Florida 32773 File attached as "Agenda" also contains a map to the building where the meeting is held..

3.3. Public Opening

Electronic bids shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7125.

Attend bid opening via Microsoft Teams at https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0.

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Join the meeting now

Meeting ID: 237 578 707 545

Passcode: By9VR7oV

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Bid Submission and Withdrawal

The COUNTY will accept bids electronically via the COUNTY’s e-Procurement Portal until 2:00 pm on Wednesday, July 8, 2026. Bids received after the scheduled due date and time for submission shall not be considered. Bids submitted in any other format other than via the

COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0…