Citywide_Grounds_Maintenance_&_Landscaping_Services_-_Facilities_&_Neighborhood_Parks_(Addendum_#5_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/coopercity

CITY OF COOPER CITY

REQUEST FOR PROPOSAL

CITYWIDE GROUNDS MAINTENANCE &

LANDSCAPING SERVICES - FACILITIES &

NEIGHBORHOOD PARKS

RFP2026-2

For information, contact the Purchasing Division:

The Purchasing Division

954-434-4300 Ext. # 268

Purchasing@CooperCity.gov

RELEASE DATE: May 19, 2026

RESPONSE DEADLINE: July 1, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

mailto:Purchasing@CooperCity.gov

Request For Proposal #RFP2026-2 Title: Citywide Grounds Maintenance & Landscaping Services - Facilities & Neighborhood Parks

Table Of Contents

1. PROJECT OVERVIEW AND GENERAL INFORMATION

1.1. INTRODUCTION

1.2. GENERAL PROPOSAL INFORMATION

1.3. CONE OF SILENCE

1.4. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

1.5. CONTRACT TERM

1.6. PRE-PROPOSAL MEETING

1.7. SITE INSPECTION

1.8. INFORMATION OR CLARIFICATION

1.9. ELIGIBILITY AND COMPETENCY OF PROPOSERS

1.10. SUBCONTRACTING

2. SCOPE OF SERVICES

2.1. GENERAL INFORMATION

2.2. MINIMUM REQUIREMENTS

2.3. SCOPE OF SERVICES

2.4. LOCATIONS/SITES

2.5. WARRANTY

2.6. MANAGEMENT AND REPORTING REQUIREMENTS

2.7. SUPERVISION OF WORK

2.8. PERSONNEL REQUIREMENTS

2.9. UNIFORM/APPEARANCE

2.10. STANDARDS OF CONDUCT

2.11. TRAINING

2.12. VEHICLES AND EQUIPMENT

2.13. DEFECTIVE OR NON-COMPLIANT WORK/UNSATISFACTORY WORK

3. RESPONSE REQUIREMENTS

3.1. FORMAT, CONTENTS AND DOCUMENTS

3.2. COMMUNICATIONS AND SUBMITTAL OF ADDITIONAL INFORMATION

3.3. SUBMITTAL REQUIREMENTS FOR INITIAL SUBMISSION AND SECOND TIER ADDITIONAL

INFORMATION, WHEN APPLICABLE

3.4. POSTPONEMENT/CANCELLATION/IRREGULARITIES

3.5. COSTS INCURRED BY PROPOSERS

4. EVALUATION PROCESS

4.1. REVIEW OF PROPOSALS

4.2. EVALUATION COMMITTEE

4.3. EVALUATION CRITERIA

4.4. ORAL PRESENTATIONS

4.5. PRICE PROPOSAL EVALUATION

4.6. NEGOTIATIONS

4.7. CONTRACT AWARD

4.8. PROTEST

5. GENERAL CONDITIONS

5.1. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

5.2. ADDENDUM OR AMENDMENT TO SOLICITATION

5.3. ANTI-DISCRIMINATION

5.4. ASSIGNMENT

5.5. AUDITS

5.6. BID/PROPOSAL ACKNOWLEDGEMENT

5.7. BID/PROPOSAL TABULATIONS

5.8. BONDS

5.9. CANADIAN COMPANIES

5.10. COLLUSION

5.11. COMPLIANCE WITH APPLICABLE LAWS

5.12. CONFIDENTIALITY

5.13. CONTRACTOR'S COSTS

5.14. DAMAGE TO PUBLIC OR PRIVATE PROPERTY

5.15. DEFAULT

5.16. DEFAULT & EARLY TERMINATION

5.17. DISCLAIMER

5.18. DISPUTES

5.19. E-VERIFY

5.20. ELIGIBILITY

5.21. ESTIMATED QUANTITIES

5.22. EVIDENCE

5.23. FORCE MAJEURE (UNCONTROLLABLE CIRCUMSTANCES)

5.24. GOVERNING LAW AND VENUE

5.25. INDEMNIFICATION

5.26. INDEPENDENT CONSULTANT

5.27. INSURANCE

5.28. INVOICES/METHOD OF PAYMENT

5.29. LEGAL REQUIREMENTS

5.30. MISTAKES

5.31. MODIFICATION OF SERVICES

5.32. MODIFICATIONS

5.33. NO PARTNERSHIP OR JOINT VENTURE

5.34. NO PROPOSAL

5.35. NON-CONFORMANCE TO CONTRACT CONDITIONS

5.36. NON-DISCRIMINATION, EQUAL EMPLOYMENT OPPORTUNITY, & ADA

5.37. NON-EXCLUSIVE

5.38. OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA)

5.39. ORGANIZATIONAL CONFLICT OF INTEREST

5.40. PATENTS AND ROYALTIES

5.41. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS

5.42. PROHIBITION AGAINST LOBBYING

5.43. PROPERTY

5.44. PROPOSER DUE DILIGENCE AND PROFESSIONAL ADVICE

5.45. PROPRIETARY INFORMATION

5.46. PROTESTS, APPEALS AND DISPUTES

5.47. PUBLIC ENTITY CRIMES

5.48. PUBLIC ENTITY PARTICIPATION/PIGGYBACKING/ACCESSING CONTRACT

5.49. PUBLIC RECORDS

5.50. RECORDS RETENTION

5.51. REQUESTS FOR ADDITIONAL INFORMATION BY CITY

5.52. SCRUTINIZED COMPANIES

5.53. SELLING, TRANSFERRING OR ASSIGNING CONTRACT

5.54. TAXES

5.55. TERMINATION

5.56. TERMINATION FOR DEFAULT

5.57. WRITTEN CONTRACT

6. SPECIAL CONDITIONS

6.1. SPECIAL CONDITIONS

6.2. PRICING/PRICE ADJUSTMENTS

6.3. POST AWARD KICK-OFF MEETING

6.4. EQUITABLE ADJUSTMENT

6.5. CHANGES

6.6. WORK ORDERS

6.7. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

6.8. INSPECTION OF THE WORK

6.9. FIELD DIRECTIVE

6.10. SITE ISSUES

6.11. REMOVAL OF UNSATISFACTORY PERSONNEL

6.12. PAYMENT REDUCTIONS

6.13. LIQUIDATED DAMAGES

6.14. NOTIFICATION OF ADJUSTMENT

6.15. DISPUTES AND MEDIATION

7. ATTACHMENTS & EXHIBITS

7.1. EXHIBITS AND ATTACHMENTS

8. PROPOSER INFORMATION

8.1. PROPOSAL SUBMITTAL FORM

Attachments:

B - RFP2026-2 - Site Maps

C - RFP2026-2 - Performance Standards

D - Performance Bond

E - RFP2026-2 - QASP

F - RFP2026-2 - Price Proposal Spreadsheet (revised)

G - RFP2026-2 - Reference Form

I - RFP2026-2 - List of Equipment and or Vehicles Document

M - RFP2026-2 - Forms--Affidavits

O - Sample_Agreement

1. PROJECT OVERVIEW AND GENERAL INFORMATION

1.1. INTRODUCTION

NOTICE IS HEREBY GIVEN that the City of Cooper City, Florida, hereinafter referred to as the City, will be accepting sealed proposals until 3:00 pm (EST) on Wednesday, July 1, 2026, from qualified firms capable of providing Citywide Grounds Maintenance &

Landscaping Services - Facilities & Neighborhood Parks. Proposers shall comply with all rules and regulations for these services and follow the terms, conditions, and specifications contained in this solicitation. The Awarded Proposer shall provide all labor, materials, insurance, and incidentals for the solution to the City of Cooper City.

Citywide Grounds Maintenance & Landscaping Services - Facilities & Neighborhood Parks RFP RFP2026-2

The detailed solicitation shall be obtained online at https://procurement.opengov.com/portal/coopercity.

All questions must be submitted in writing via the OpenGov Procurement Portal by Wednesday, June 17, 2026at12:00 pm. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click

“Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

Proposals must be submitted via the OpenGov Procurement Portal no later than 3:00 pm (EST), Wednesday, July 1, 2026.

The City Commission of the City of Cooper City reserves the right, for any reason, to reject any and all proposals/proposals and to make awards in the best interest of the City.

Request for Proposal Advertisement Date: May 19, 2026

Pre-Proposal Meeting (Mandatory): June 1, 2026, 8:30am

City Hall Auditorium, 9090 SW 50th Place, Cooper

City, FL 33328

Questions & Answer Deadline: June 17, 2026, 12:00pm

Proposal Due Date: July 1, 2026, 3:00pm

Review of Proposals & Selection of Candidates for

Presentations:

July 3, 2026, 12:00pm

Presentations & Final Ranking: July 15, 2026, 12:00pm

Recommendation of Award/Agenda Item Request: July 21, 2026, 12:00pm

Anticipated Award of Contract by City Commission: August 3, 2026, 12:00pm

The Cone of Silence is hereby imposed, prohibiting communication regarding this Request for Proposal between a potential vendor, service provider, proposer, lobbyist, or; consultant and the City Commissioners, City’s professional staff including, but not limited to, the

City Manager, Staff, and any member of the City’s selection or evaluation committee. See Sec 2-269.5 of Cooper City Procurement

Code for further information about the Cone of Silence.

https://procurement.opengov.com/portal/coopercity/projects/254198

1.2. GENERAL PROPOSAL INFORMATION

This solicitation may include the words "bid", "proposal" and “offer”. These words are used interchangeably in reference to all offers submitted by prospective respondents in response to Requests for Quotes, Requests for Qualifications, Requests for Proposals and

Invitations to Bid.

The City may, at its sole and absolute discretion, reject any and all or parts of any or all proposals; accept parts of any and all proposals; further negotiate project scope, terms, and fees; postpone or cancel at any time this Solicitation process; or waive any irregularities in this Solicitation or in the proposals received as a result of this process. In the event that a Proposer wishes to take an exception to any of the terms of this Solicitation, the Proposer shall clearly indicate the exception in its proposal. No exception shall be taken where the Solicitation specifically states that exceptions may not be taken. Further, no exception shall be allowed that, in the

City’s sole discretion, is deemed to constitute a material deviation from the requirements of the Solicitation. Proposals taking such exceptions may, in the City’s sole discretion, be deemed nonresponsive. The City reserves the right to request and evaluate additional information from any Proposer regarding Proposer’s responsibility after the submission deadline as the City deems necessary.

The Proposer’s proposal will be considered a good faith commitment by the Proposer to negotiate a contract with the City, in substantially similar terms to the proposal offered and, if successful in the process set forth in this Solicitation and subject to its conditions, to enter into a Contract or Lease substantially similar to the terms herein. Proposer’s proposal shall be irrevocable until

Contract award unless the proposal is timely withdrawn in accordance with the terms of this Solicitation. A proposal may be withdrawn in writing only, addressed to the City contact person for this Solicitation, and only prior to the proposal due date and time, or upon the expiration of one hundred eighty (180) calendar days after the opening of proposals.

As further detailed in the Submittal Form, Proposers are hereby notified that all information submitted as part of, or in support of proposals, will be available for public inspection after opening of proposals, in compliance with Article X of the Cooper City, Florida

Code of Ordinances and Chapter 119, Florida Statutes (the "Public Record Law”).

Any Proposer who, at the time of proposal submission, is involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law, may be found non-responsible.

1.3. CONE OF SILENCE

Pursuant to Sec 2-269.5 of Cooper City Procurement Code:

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding this Request for

Proposal/Invitation to Bid/Proposal between:

1. a potential vendor, service provider, Proposer, lobbyist, or consultant, and;

2. the City Commissioners, City’s professional staff including, but not limited to, the City Manager and his/her staff, any member of the City’s selection or evaluation committee.

B. Restriction; Notice: A Cone of Silence shall be imposed upon each solicitation after its advertisement. At the time of imposition of the Cone of Silence, the City Manager or his/her designee shall provide for public notice of the Cone of Silence by posting a notice at City Hall. Additional notice thereof shall be provided to the affected departments, and to each City Commissioner.

The City may include a statement disclosing the requirements of this section in any public solicitation for goods or services.

C. Termination of Cone of Silence: The Cone of Silence shall terminate at the beginning of the City Commission meeting

(whether regular or special meeting) at which the City Manager makes a written recommendation to the City Commission for the award of the Contract. However, if the City Commission refers back to the City Manager or staff for further information, the

Cone of Silence shall be re-imposed until such time as the Manager makes a subsequent written recommendation.

Exceptions to Applicability: The provisions of this section shall not apply to:

1. Oral communications at pre-solicitation meetings;

2. Oral presentations before selection or evaluation committees;

3. Public presentations made to the City Commissioners during any duly noticed public meeting; Communications in writing at any time with any City employee, unless specifically prohibited by the applicable solicitation documents; in which case the Proposer shall file a copy of any written communication with the City Clerk. The City Clerk shall make copies available to any person upon request;

4. Communications regarding a particular solicitation between a potential vendor, service provider, Proposer, lobbyist or consultant and the City’s Purchasing Division or City employee designated responsible for administering the procurement process for such solicitation, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document.

D. Penalties: Violation of this section by a particular Proposer shall render any award to said Proposer potentially void by the City

Commission or City Manager. Any person who violates a provision of this section may be prohibited from serving on a City selection or evaluation committee. In addition to any other penalty provided herein, violation of any provision of this section by a City employee may subject said employee to disciplinary action.

E. Clarification: Please contact the City’s Purchasing Division or the City employee designated responsible for administering the procurement process for this solicitation for any questions concerning “Cone of Silence” compliance.

1.4. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

Proposers are hereby notified that direct communication regarding this Solicitation, written or otherwise, to individual Evaluation

Committee Members or, to the Evaluation Committee as a whole, are expressly prohibited. Any oral communications with Evaluation

Committee Members other than as provided in Sec 2-269.5 of the Cooper City Procurement Code are prohibited.

1.5. CONTRACT TERM

The resultant Contract shall commence upon approval by the City Commission and shall remain in effect through the last day of the thirty-sixth (36th) month thereafter.

The City, at its sole discretion, may renew the resultant Contract for one (1) additional twelve (12) month term, subject to the same terms, conditions, and pricing contained herein, unless otherwise negotiated and approved by the parties in writing.

As an additional incentive for the Successful Proposer(s) to consistently satisfy the City’s service expectations and Performance

Standards, the City may, at its sole discretion, grant an additional one (1) month extension of the Contract for each consecutive three

(3) month rolling period during which the Successful Proposer(s) meets or exceeds the City’s established Performance Standards. Any such extension shall be cumulative; however, the total aggregate extension period awarded pursuant to this provision shall not exceed twelve (12) months.

The City reserves the right to exercise its option to extend this Contract for up to one hundred-eighty (180) calendar days beyond the current Contract period. If this right is exercised, the City shall notify the Proposer, in writing, of its intent to extend the contract for a definitive period of time prior to the effective date of the extension. By affixing its authorized signature to this Proposal Form, the

Proposer hereby acknowledges and agrees to this right of the City. This Contract may be extended beyond the initial one hundred-eighty (180) calendar day extension period by mutual agreement between the City and the Contractor, upon approval by the City

Commission.

1.6. PRE-PROPOSAL MEETING

The City will hold Mandatory Pre-Proposal Conferences and Site Visits for this solicitation on Monday, June 1, 2026, at 8:30 AM and

Wednesday, June 3, 2026, at 8:30 AM. Proposers are required to attend at least one (1) of the two mandatory Pre-Proposal

Conference & Site Visit. Proposals will not be accepted from Proposers who did not attend at least one of the Mandatory Pre-Proposal

Meeting & Site Visit.

Each Pre-Proposal Conference will take place at the City Hall Auditorium, located at 9090 SW 50th Place, Cooper City, FL 33328. The

Site Visit will take place immediately after the Pre-Proposal Conference. The City will transport attendees to each site via bus. The City requests that attendees RSVP by sending an email with the name of their firm, the names of attendee(s), and their phone number to purchasing@coopercity.gov. The anticipated time for the Pre-Proposal Conference and mandatory Site Visit is from 8:30 AM - 4:00 PM with a one (1) hour lunch.

Mandatory Pre-Proposal Conferences:

Monday, June 1, 2026 | 8:30 AM - 4:00 PM

City Hall Auditorium

9090 SW 50th Place, Cooper City, FL 33328

OR

Wednesday, June 3, 2026 | 8:30 AM - 4:00 PM

City Hall Auditorium

9090 SW 50th Place, Cooper City, FL 33328

1.7. SITE INSPECTION

Proposers are encouraged to inspect the location(s) with respect to its current condition, its overall suitability for the solicitation, potential limitations, and proximity to other adjacent properties. Proposers shall visit the Premises during the scheduled Pre-Proposal

Conference/Site Visit (see front cover for date and time).

The submission of a proposal shall be considered evidence that the Proposer has either completed the preliminary inspection as described above or has otherwise independently determined that the inspection is not necessary and is satisfied as to each location's suitability for all elements of the solicitation and in connection with all matters and conditions that may be encountered in performing the services and requirements contemplated under this Solicitation.

1.8. INFORMATION OR CLARIFICATION

All questions must be submitted in writing via the OpenGov Procurement Portal by Wednesday, June 17, 2026at12:00 pm. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click

“Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

1.9. ELIGIBILITY AND COMPETENCY OF PROPOSERS

mailto:purchasing@coopercity.gov

To be eligible for award of a contract in response to this solicitation, the Proposer must demonstrate that they, or the principals assigned to the project, have successfully completed services, as specified in the Scope of Services/Technical Specifications section of this solicitation, are normally and routinely engaged in performing such services and are properly and legally licensed to perform such work.

1.10. SUBCONTRACTING

The Successful Proposer(s) shall perform all Work/Services with their own personnel. Successful Proposer(s) shall not subcontract, assign, transfer, convey, or otherwise dispose of any portion of the Work/Services to be performed under the resultant Contract. The

City may permit subcontracting for specialized grounds maintenance services that are not within the basic scope of this solicitation or resultant contract. The Successful Proposer(s) shall obtain written approval from the City, prior to utilizing subcontractors for specialized services, as may be determined within the City's sole discretion. Any violation of this provision shall constitute a material breach of the resultant Contract and may result in termination for cause, in addition to any other remedies available to the City.

2. SCOPE OF SERVICES

2.1. GENERAL INFORMATION

The City of Cooper City (the "City") is seeking qualified Bidders/Proposers to provide comprehensive grounds maintenance and landscaping services at City facilities and neighborhood parks. The Awarded Bidder(s)/Successful Proposer(s) shall furnish all supplies, materials, equipment, machinery, tools, supervision, labor, and services necessary to perform the work specified herein, except where materials are specifically identified as City-furnished.

2.2. MINIMUM REQUIREMENTS

Proposers shall satisfy each of the following requirements cited below. Failure to do so may result in the proposal being deemed non-responsive.

A. Minimum Qualifications

Proposers shall be regularly engaged in the business of providing grounds maintenance services.

a. Proposers shall possess a minimum of three (3) years of experience performing landscape and grounds maintenance services under its current business name and ownership under contracts with a similar size, scope, and complexity to the City of Cooper City. The City will consider a Bid as responsive where a Bidder has less than the stipulated minimum number of years of experience solely where the Bidder has undergone a name change and such change of name has been filed with the State of Florida.

b. Proposers shall provide proof that it has successfully provided grounds maintenance services for five (5) accounts of similar magnitude to those specified within this solicitation over the last ten (10) years. Should the proposer have provided service in the past 5 years for the City of Cooper City or be a current service provider, the proposer must indicate what work was performed, the contract number, if available, and the contract/project value of the work performed.

c. Proposer's assigned Field Supervisor must have a minimum of three (3) years of experience in grounds maintenance services. Proposer shall submit a resume for the assigned Field Supervisor.

d. Be appropriately licensed to perform the services listed in this solicitation. Proposers shall submit a copy of these licenses with their submittal. Proposers and/or shall hold the following license(s) at a minimum:

a. current and active Pest Control Business License issued by the Florida Department of Agriculture and Consumer

Services (FDACS) pursuant to Chapter 482, Florida Statutes

e. Proposers shall provide a list of all equipment that will be used on City of Cooper City properties. Proposers shall provide the year, make and model of all equipment and state whether the equipment is leased or owned. If leased, Proposers shall provide the name of the lessor.

f. Proposers shall demonstrate managerial and financial ability to successfully perform the work. The City shall consider any available evidence regarding the financial and technical qualifications and abilities of a Proposer as well as past performance (experience) with the City and any and all other evidence the City deems pertinent in making the award in the best interest of the City.

g. Prior to the award of this solicitation, Proposers performing tree services/arborists work within the limits of the City shall be registered to do so with the City Manager or the City Manager's designee pursuant to Sec. 18-3 of the

Cooper City Code of Ordinances.

Before awarding a contract, the City reserves the right to require that a Proposer submit such evidence of qualifications as the City may deem necessary. Further, the City may consider any evidence of the financial, technical, and other qualifications and abilities of a firm or principals, including previous experiences of same with the City and performance evaluation for services, in making the award in the best interest of the City.

Firm or principals shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and not have any conflicts of interest that have not been waived by the City Commission. Neither firm nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

2.3. SCOPE OF SERVICES

2.3.1. Scope of Services

The scope of work includes, but is not limited to, mowing, string trimming, edging, blowing, litter and debris removal, weed and vine removal, pruning, plant maintenance, herbicide application, fertilizer application, mulch installation, and pest/disease identification and reporting. Services shall be carried out through planning, assignment, coordination, inspections, quality control, field operations, reporting, and other administrative management functions required to optimize services and support, in compliance with the terms of the solicitation.

Proposers shall perform all services in a professional and workmanlike manner, acceptable to the City, and shall maintain the facilities in a consistently attractive, clean, orderly, organized, and safe condition throughout the term of the contract.

2.3.2. Grounds Maintenance Services

A. Mowing

1. Properly maintained grass and vegetation provide a pleasing appearance and proper ground cover for recreational areas, essential elements of a healthy community. All turf must remain at a uniform height. Turf cutting is to be accomplished free of scalping, rutting, bruising, uneven and rough cutting. If this occurs, the Proposer may be asked to re-cut the area(s), as determined by the City's designee, at no additional cost to the City. Proposers shall address leaves on the ground at the time of mowing, and the associated cost must be included in the cost of the service. Proposer’s

Grounds Maintenance Plan must include the grass cutting and mowing schedule, including the minimum number of mowing cuts listed within the solicitation. The standards for mowing are:

a. Upon arriving at a job site, the Proposer shall inspect the area and remove all litter, including litter bags from garbage cans, glass, metal, rocks, or other debris subject to become a projectile if engaged by a mower.

b. Mowing shall be performed in a manner that ensures a smooth surface appearance without scalping or leaving any

“missed” uncut grass. Proposer shall remove all grass clippings from the mowed area and those areas adjacent https://library.municode.com/fl/cooper_city/codes/code_of_ordinances?nodeId=CH18TRPRCO_S18-13TATRVA https://library.municode.com/fl/cooper_city/codes/code_of_ordinances?nodeId=CH18TRPRCO_S18-13TATRVA to those mowed, including but not limited to plant beds, walkways, curbs, driveways, roadways, buildings, fences, etc., immediately after each mowing.

c. Bidders/Proposers shall utilize rotary mowers on St. Augustine.

d. Turf Height Standards:

i. Winter Months (November 1st – February 28th): 4 inches

ii. Summer Months (March 1st - October 31st): 3.5 Inches

e. Mowers shall be set at 3-4 inches, depending on the time of year, unless otherwise designated by the City. All mowing equipment must be equipped with adjustable and functional discharge chutes. Discharge chutes shall be angled downward as necessary to prevent the discharge of clippings or other generated debris into pedestrian areas, roadways, or other areas that may cause damage or injury to persons or property. Mower blade height adjustment is to be measured from a level floor surface to the parallel and level plane of the mower blade.

f. All mower blades shall be sharp enough to cut, rather than to tear grass blades.

g. Mowing shall be done carefully so as not to nick or damage trees or shrubs, intrude into ground cover beds, damage sodded berms, or cause damage to sprinkler heads, valves, manifolds, pump houses, curbs and/or all other City property. Should any of the above-listed damage occur, the Proposer shall be held financially responsible for replacement or repair.

h. Mowing shall not be done when the weather or conditions will result in damaged turf. Proposer shall notify the City's designee when such conditions exist and coordinate rescheduling of the service. Areas not serviced due to wet conditions, standing water, flooding, or other adverse site conditions shall be serviced as soon as conditions permit, as approved by the City's designee. This may require the Proposer to utilize alternative methods and/or equipment to perform the Work. For example, string trimmers may be required in areas that are normally maintained with mowing equipment. Failure to perform mowing services in accordance with the requirements of this Solicitation and the applicable Performance Standards may result in the assessment of payment reductions. Any deviation from the required service schedule must be approved in writing by the City's designee.

B. String Trimming

1. String trimming must be performed concurrently (same day) as mowing. Trimming may be accomplished by nylon "fish line" cutting machines. Grass will be trimmed at the same height as the adjacent mowed turf. Trimmings must be removed or raked out from around all obstacles in the turf, such as posts, trees, walls, and signs, etc. Care must be taken not to nick or damage trunks of trees and shrubs, fencing, fence posts, poles, dog park amenities, plastic playground borders, and other fixed objects with the string trimmer.

2. Trimming around trees should be done to leave a neat tree ring appearance. Trees or shrubs damaged because of line trimming must be replaced or repaired by the Bidder/Proposer. Vegetation replacement must occur within seven (7) days of notice of damage. Bidders/Proposers will also be responsible for repairing or replacing damage to fixed objects, including chipped paint due to string trimming.

3. SPECIAL NOTE: Berms and narrow areas shall not be trimmed with a string trimmer. A small trim mower shall be used.

C. Edging

1. Mechanical edging of all turf edges shall be done during each service. Sidewalks, driveways, curbs, and other concrete, asphalt edges must be edged concurrently (same day) with each mowing cycle. Edging heights must match surrounding area turf heights and must be neat and clean, providing a clear zone free of scalping, rutting, bruising, uneven or rough cutting.

2. Turf edging at shrub beds, flower beds, ground cover beds, valve boxes, around tree rings and all hard surface areas shall be edged with a mechanical edger to a neat vertical uniform line. Turf shall be edged 12 inches out from drip line of shrubs, groundcovers and flowerbeds.

3. Edging shall not damage paver blocks, dyed/decorative concrete or any other hard surface. Proposers shall be responsible for repairing damage to any of these items caused by maintenance operations.

4. Edging shall be done along sidewalks, walkways, asphalt paths, curbs, concrete utility pads and road edges during each visit. Edged material shall be swept and collected for proper disposal.

D. Blowing & Bagging

1. Grass clippings or debris caused by mowing, string trimming, hedge trimming or edging shall be immediately removed from adjacent walks, curbs, beds and roadway areas on the same day as turf is mowed, trimmed or edged. Grass clippings or debris shall not be blown or allowed to drift into roadways, adjacent properties, or blown onto vehicles.

Proposers can bag and dispose of clippings and debris.

E. Non-Selective Herbicide Application

1. Proposers shall apply all non-selective herbicides required for performance of the services under the resulting Contract at no additional cost to the City. Costs associated with such applications shall be included in the Bidder’s/Proposer’s proposed pricing.

2. The Bidder/Proposer shall furnish and apply all non-selective herbicides required for performance of the services under the resulting Contract at no additional cost to the City. Costs associated with such applications shall be included in the

Bidder’s/Proposer’s proposed pricing.

3. The Bidder/Proposer shall provide selective herbicide applications, as necessary, to control weeds and foreign grasses in all areas included within the scope of services. All herbicides shall be applied in accordance with the manufacturer’s label instructions and all applicable industry standards.

4. The Bidder/Proposer shall use only herbicides registered and approved by the U.S. Environmental Protection Agency

(EPA) and the Florida Department of Agriculture and Consumer Services (FDACS), Bureau of Pesticides. All pesticide and herbicide use, handling, storage, and application shall comply with all applicable federal, state, and local laws, regulations, and requirements, including, but not limited to, Chapter 487, Florida Statutes, and Chapter 5E-2, Florida

Administrative Code.

F. Litter & Debris Removal

1. Litter and debris control is to be completed as a maintenance function before each service.

2. Upon arriving at a job site, the Proposer shall inspect the area and remove all litter, including litter bags from garbage cans/pet disposal trashcans, glass, metal, rocks, or other debris subject to become a projectile if engaged by a mower.

3. Litter removal shall apply to all areas, such as, but not limited to, turf areas, hardscape maintenance areas, paver blocks , and concrete walks. Litter removal is required with every service.

4. Litter to be removed includes but is not limited to paper, glass, trash, undesirable material, dead animals, dead vegetation or debris, etc. deposited or blown onto the sites. Palm fronds and tree limbs shall also be removed. Palm fronds and vegetative debris shall not be mowed over.

5. The Proposer shall also remove dead leaves and branches, fallen branches, palm fronds, etc., from the ground and throughout the beds. Dead plants shall be reported to the City in writing. The City may require the Proposer to remove a small number of dead plants as part of the service.

6. Litter and debris shall be completely removed off-site from all contract areas. City dumpsters or other City containers are not to be used for the disposal of any litter, debris, or turf trimmings. Proposers shall properly dispose of all litter and debris at off-site locations in accordance with existing local, state, and federal regulations.

G. Weed & Vine Removal

1. A weed is defined as any plant that is not desired in each location as defined by the existing landscape plan. A weed-free condition means a total absence of weeds.

2. A vine is defined as any plant with a long, slender stem that trails along the ground or climbs up a support (like a wall, fence, or other tree). Vines can be any woody, semi-woody, or herbaceous climbing/trailing plant (such as kudzu, English ivy, wild grape, or poison ivy) that uses tendrils, aerial roots, or twining stems to attach to structures or other plants.

3. The Selected Proposer(s) shall perform weed removal service during every service. The Selected Proposer is responsible for keeping all areas weed-free.

4. Weeds are to be completely removed from non-turf play areas, courts, tree rings, paver blocks, concrete areas, and other hard surface areas. Areas shall remain weed-free using manual or chemical methods.

5. There shall be no evidence of dead weeds. Damage to sod or other plant material due to chemical overspray must be repaired within 72 hours of notification. Proposers shall remove all dead weeds during the next service.

6. There shall be no run-off of chemicals into adjacent roadways, gutters, storm drains, planting areas or other hard surfaces. The use of dye is required to clearly indicate where spraying has occurred. Dye is not to be used on concrete, white sand, sidewalks or pavers.

7. Plant materials shall always be kept free of vine growth. These areas are to be inspected and addressed by

Proposers with each service. Chemical applications may not be used to kill vines in and around plants.

H. Pest Identification and Disease Control

a. During performance of the work, Proposers shall identify pest infestations and disease conditions and report such findings to the City's designee in writing. Proposers are not authorized to apply insecticides or fungicides without prior written authorization from the City via work order.

b. Should Proposers fail to report any pest infestation(s) or disease condition(s) that result in damage to the City's grounds or landscaping, the Proposer shall replace or repair such damage, including but not limited to re-sodding of areas, replacement of shrubs or other plant material, at no additional cost to the City.

Grounds Maintenance Summarized Work Schedule:

Number of Services Per

Month

Months of Service Maximum Calendar Days

Between Cuts

3 May - October 9 - 11

2 November - April 13 - 15

Work Performed Description and Frequency

Mowing Estimated 30 cycles per year.

String Trimming Each cycle, all turf areas not capable of being cut by mower.

Edging Each cycle on all hard surface areas and non-turf play areas directly bordered by turf.

Blowing/Bagging Each cycle on all non-turf areas within and bordering work site.

Non-Selective Herbicide Application Each cycle, as applicable

Litter & Debris Removal Each cycle, prior to mowing.

Weed & Vine Removal Each cycle, as applicable

Pest Identification and Disease Control Each cycle, as applicable

2.3.3. Plant Maintenance Services

A. Pruning

1. Trimming eight (8) times per year. Trimming shall be performed at the beginning of the following months: February, April, June, July, August, September, October, and December. The City reserves the right to increase or decrease the frequency as deemed necessary due to climatic conditions.

2. Each plant and shrub shall be maintained in accordance with standard horticultural practices to preserve the natural character of the plant in the manner fitting its use in the landscape design.

3. All plant material removed during the pruning operation shall be cut off cleanly. All walks, pavements and roadways shall be swept or blown clean upon completion of the work. Under no circumstances is debris to go into roadways or walkways.

4. All dead, dying, broken, and/or diseased plant material shall be removed as needed. Branches that protrude over walkways, have grown through fences, or obscure roadway visibility or clearance shall be removed as needed.

5. All tree and palm pruning shall only be performed by employees holding a Broward County Tree Trimming "B" License.

Suckers shall be removed from the base of all trees. A 10-foot clearance shaIl be maintained.

6. Proposers are responsible for the removal of water-sprouts/suckers growing from trees in areas where ground maintenance is being conducted, up to a height of 10 feet.

7. Shrubs shall be cut narrower at the top than at the bottom to allow sunlight to reach the base of the shrub.

8. Plants must always appear orderly and neat.

9. Each pruning occurrence must commence on schedule and last no more than 2-3 days per frequency to complete.

10. Palm pruning shall be performed in accordance with ISA standards and Florida Best Management Practices. Proposers shall maintain proof of licensing and insurance throughout the term of the Contract and shall provide copies upon request by the City's designee.

B. Pruning Tools & Equipment

a. Proposers shall furnish all tools, equipment and labor required to perform pruning services. All tools shall be clean, sharp and in good repair. Tools that cut, rip or tear plant material will not be allowed. Tools shall include but not be limited to hand pruners, loppers, handsaws and power hedge shears.

b. Proposers shall carry and apply a disinfectant agent to disinfect tools so as not to infect healthy species with pathogens transmitted by infected tools. Tools and equipment are subject to inspection prior to and during a pruning activity. The City reserves the right to stop any activity that jeopardizes the health of the designated plant material.

2.3.4. CHEMICALS & FERTILIZER

The City shall furnish all chemical/fertilizer materials, to include herbicides, insecticides, fungicides, etc. Proposers shall be responsible for picking up City-furnished fertilizer from the City's designated location and performing all application labor. Fertilizers shall be applied in accordance with the manufacturer's instructions. The type and amount of fertilizer applied shall be based on the results of soil test(s). Proposers shall notify the City's designee one (1) week in advance of fertilizing so that the City can make any necessary changes to operations or activities. Proposers shall maintain records of all fertilizer usage and all entries must be available for inspection upon request.

Proposers shall mix and apply all chemicals in accordance with the manufacturer's recommendations. All work involving the use of chemicals shall follow all federal, state, and local laws and shall be accomplished by a Florida Certified Pesticide Applicator.

Proposers shall submit Safety Data Sheets (SDS) for all products to be used to the City's designee prior to use.

2.3.5. CLEAN-UP

All unusable materials and trash shall be removed from the jobsite at the end of each workday and disposed of in an appropriate legal manner, off City property. Upon completion of the work, Proposers shall thoroughly clean up all areas affected by the work performed that day. No leaves or trash resulting from the performance of the service are to be blown onto vehicles. All hard surfaces shall be blown (bagged).

2.3.6. ADDITIONAL/AS-NEEDED SERVICES

Services under this section will be utilized on an as-needed basis.

A. As-Needed Weed and Vine Removal

1. Proposers shall provide an hourly rate for weed and vine control to areas that cannot be reached without the aid of a ladder or lift truck such as retaining walls, bridges, buildings, roofs, and overhangs. The hourly labor rate quoted shall be inclusive of all costs, such as, but not limited to, labor, vehicles, equipment, hand tools, motorized tools, safety gear, and appurtenances to perform the required tasks.

B. Installation of Mulch

1. Mulch shall be installed and maintained at a uniform depth of three (3) inches after settlement. Mulch shall not be piled against tree trunks or plant stems.

C. Stump Removal

1. Proposer shall furnish all labor, supervision, equipment, tools, materials, transportation, disposal, restoration, and incidentals necessary to completely remove tree stumps and associated surface roots from City properties.

D. Chemical & Fertilizer Application

1. Chemical & fertilizer application shall mean the application of fertilizer, selective herbicides, insecticides, and/or fungicides used in the performance of this contract.

2. Upon issuance of a work order from the City's Designee, Proposers shall apply City-furnished selective herbicides, insecticides, and/or fungicides in accordance with manufacturer specifications and all applicable federal, state, and local regulations. Any individual applying fertilizers, selective herbicides, pesticides, insecticides and/or fungicides must possess a valid Florida Commercial Landscape Maintenance (LCM) License or other applicable FDACS certification. The type and amount of fertilizer applied shall be based on the results of soil test(s).

3. The City shall furnish all chemical & fertilizer materials. Proposers shall be responsible for picking up City-furnished fertilizer from the City's designated location and performing all application labor.

4. Proposers shall notify the City's designee one (1) week in advance of fertilizing so that the City can make any necessary changes to operations or activities. Proposers shall maintain records of all fertilizer usage and all entries must be available for inspection upon request.

The City may request the Proposer to perform Additional Services for which prices are not established within this solicitation. In such circumstances, the City will provide a written request to the Proposer that will include the work to be performed and the information to be provided by the Proposer.

Proposer will provide the Project Manager with a work order proposal (“Work Order Proposal”) for review. Upon acceptance of the

Work Order Proposal, which may be revised through negotiations, an Amendment, Modification, Change Order or Work Order shall be issued for the Proposer to perform the additional Work.

Additional Services may be utilized for grounds maintenance services not covered as Basic or Supplemental

Services. Additional services will be requested in writing.

2.4. LOCATIONS/SITES

Proposers shall provide grounds maintenance services, plant maintenance services and fertilizer application services at the following locations within the City of Cooper City:

Group A - Facilities

Location: Address:

1 9070 Maintenance Yard 9070 SW 51st St, Cooper City, 33328

2 City Hall/Cooper City Community Center/Memorial Park 9000 - 9090 SW 50th Place, Cooper City, FL

3 Cooper City Pool & Tennis Center 11600 Stonebridge Parkway, Cooper City, FL

4 East Storage Lot 9070 SW 51st Street, Cooper City, FL

5 Fleet Maintenance Facility 11221 SW 49th Street, Cooper City, FL

6 Pine Island Booster Plant 2650 Pine Island Road, Cooper City, FL

7 Suellen H. Fardelmann Cooper City Sports Complex (Outside of Fencing)/Fire

Department/Police Department

10300 - 10580 Stirling Road, Cooper City, FL

8 West Storage Lot 2650 S Pine Island Road, Cooper City, FL

9 West Utilities Plant/ Bill Lips Sports Complex 11791 SW 49th Street, Cooper City, FL/ 11600 SW 49th Street, Cooper

City, FL

Total:

Group B - Neighborhood Parks - East

Location: Address:

1 Chase Park 9100 SW 49th Street, Cooper City, FL, 33328

2 Christie Schafale Park 4900 SW 87th Avenue, Cooper City, FL 33328

3 Coopers Pointe Park 8963 SW 58th Court, Cooper City, FL, 33328

4 Dawn Park 5725 SW 99th Lane, Cooper City, FL, 33328

5 Diamond Head Park 3699 NW 89th Way, Cooper City, FL, 33328

6 Ellie Kozak Park 5601 SW 88th Avenue, Cooper City, FL, 33328

7 Jerry Morgan Park 5500 SW 100th Avenue, Cooper City, FL, 33328

8 Pine Lake Park 10001 SW 49th Street, Cooper City, FL, 33328

9 Stirling Palm Estates Park 5879 SW 102nd Terrace, Cooper City, FL, 33328

10 Ted Ferone Park 5090 SW 106th Avenue, Cooper City, FL, 33328

Group C - Neighborhood Parks - West

Location: Address:

1 Flamingo West Park 6201 S Flamingo Road, Cooper City. FL 33330

2 Forest Lake Park 5700 SW 113th Avenue, Cooper City. FL 33330

3 Forest Lake Park Jr. 5926 SW 112th Drive, Cooper City. FL 33330

4 Michael D. Riordan "City Mike" Park 5300 SW 122nd Ave, Cooper City, FL 33330

5 Natalie's Cove Park 12107 Natalie’s Cove Road, Cooper City. FL 33330

6 Poinciana Park 11601 SW 59th Street, Cooper City. FL 33330

7 Tamarind Park 5475 SW 115th Avenue, Cooper City. FL 33330

The locations identified within each Group are based on the City’s current operational needs and are can be changed throughout the term of the resultant Contract. The City at its sole discretion, reserves the right to add locations, remove locations, or otherwise modify the locations assigned to any Group during the term of the Contract, as deemed necessary.

Any additions or deletions of locations may result in a corresponding adjustment to the compensation payable under the resultant

Contract, as mutually agreed upon by the parties and approved through a written Contract Modification, if applicable. The Successful

Proposer(s) shall provide services for any added locations in accordance with the terms, conditions, specifications, and pricing methodology established under the resultant Contract.

The City does not guarantee any minimum number of locations, acreage, square footage, or volume of work under any Group.

2.5. WARRANTY

Proposers warrant that all work will be performed in accordance with the requirements of this solicitation. Where the City determines that the work has not been performed in accordance with the requirements of this solicitation, Proposers shall correct the work at no cost to the City. The City may also reduce payments in accordance with performance standards and payment reduction provisions.

2.6. MANAGEMENT AND REPORTING REQUIREMENTS

A. Maintenance and Service Plan (M&S Plan)

1. Proposers shall prepare and submit a Maintenance and Service Plan (M&S Plan) for the first twelve (12) months of the contract term to the City's designee within fourteen (14) days of award of the solicitation, for review and acceptance.

Should the Project Manager recommend or require revisions, the Proposer shall make the necessary revisions and resubmit a revised M&S Plan to the Project Manager within seven (7) days. Thereafter, the Proposer shall submit another

M&S Plan to the Project Manager sixty (60) days prior to the start of each twelve (12) month period. The M&S Plan shall:

a. outline the Proposer's overall strategy for providing grounds maintenance services, establish the program of inspections and maintenance, and document the basis for the Annual Execution Plan.

b. establish the Proposer’s program of inspections and maintenance for each yearof the solicitation, to include a month-to-month breakdown by task;

c. project a level of unscheduled work (including re-work);

d. document basis for the Proposer’s Annual Execution Plan – i.e., the Proposer’s schedule of activities and resources

(labor and material) to accomplish the Proposer’s program;

e. provide the Proposer’s standard operating procedures, emergency operating procedures, safety plan, and contingency plans, when applicable;

f. identify any Project Sites that cannot be brought to the Performance Standards without replacement of the Turf; and

g. propose the areas at the location(s) considered to need re-sodding to be brought to the Performance Standards and the associated cost for completing the Work.

2. Once the M&S Plan is accepted, it will provide the baseline for tracking the Work and expenditures against the solicitation and for evaluating performance in accordance with the solicitation. Upon approval of the M&S Plan, the re-sodding must be incorporated into the Annual Execution Plan.

B. Annual Execution Plan (AEP)

1. The Annual Execution Plan (AEP) shall include a breakdown of the work to be performed monthly by task and location, including a breakdown of the labor force and equipment to be used. The AEP shall reflect when the fertilization, mulching, and any re-sodding will occur, if applicable.

2. The initial AEP must be submitted within fourteen (14) days of execution of the contract. Each subsequent AEP must be submitted one month prior to the start of the new contract year.

C. Quality Control Plan (QCP)

1. Within fourteen (14) days of execution of the contract, the Proposer shall submit a Quality Control Plan (QCP) to the

City's Project Manager for review and acceptance. The rationale underpinning the QCP is that the Proposer is responsible for Quality Control. All methods, procedures, and forms must support this rationale.The QCP must clearly identify how the Proposer will monitor its own work to ensure that the work is performed and meets the performance standards established within this solicitation.