D1 Landscaping-Snow Removal RFQ.pdf

State of Idaho

Request For Quote

RFQ Tit le: Landscaping, Lawn Care, and Snow & Ice Removal: ISP District 1 Office RFQ Number: 5760

1. Purpose: The Idaho State Police (“ISP”) is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Bidders”), that can provide comprehensive year-round property maintenance; specifically routine mowing, landscape maintenance, snow and ice removal to ensure a safe, professional, and well-maintained exterior environment at the ISP District 1’s Office and grounds.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation.

All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead.

Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

Name Olivia French Title & Agency Contracts Officer, Idaho State Police

Phone 208-884-7033 Email Olivia.French@isp.idaho.gov

3. Timeline: Quotes are due by the date and time listed in IPRO.

Late Quotes will not be accepted or considered.

Optional Facil ity Walkthrough: An optional facility walkthrough is scheduled for bidders to visit the ISP District 1 Office and review the areas requiring services. Failure to attend the optional facility walkthrough must not relieve the Bidder of meeting the requirements of this RFQ. A maximum of two (2) representatives per interested party will be allowed to attend in-person. Details are as follows:

3.1 Date and Time: Between normal weekly business hours (Monday-Friday, 8am-5pm) from October 27th, 2026 through November 6th, 2026.

3.2 Location: 615 W. Wilbur Ave. Coeur d’Alene, ID 83815

3.3 Contact: Contact information will be provided upon RSVP.

3.4 RSVP: Parties interested in attending a walkthrough must notify the RFQ lead via email by 3:30 p.m. MST the day prior to the requested walkthrough.

3.5 Instructions: Official questions about the walkthrough must be submitted in writing to the RFQ Lead; verbal questions may be answered during the walkthrough but are considered unofficial and will not be included in this document.

4. Required Submittals: Bidders must complete and submit the following Submittal Forms as part of their

Quote:

4.1 Submittal Form A – Background, Declarations, & Certifications

4.2 Submittal Form B – Price Sheet

4.3 Attachment 1 – Reference Sheet

4.4 A copy of a Professional Pesticide Applicator license provided by the Idaho State Department of Agriculture

(ISDA)

5. Basis of Award: Award will be made to the responsive responsible Bidder with the lowest Fully Burdened

Total Cost, as provided on Submittal Form B. The RFQ Lead may, in the State’s sole discretion, require the Bidder to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder not being considered for an award.

6. Submission Instructions The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed in Section 4). Enter your Fully Burdened Total Cost in IPRO.

https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho%20

Table of Contents

Exhibit 1 – Background Information Page 4 Exhibit 2 – General Requirements Page 5 Exhibit 3 – Scope of Work (SOW) Page 8

Submittal Form A - Background, Declarat ions, and Cert if ications Page 12 Submittal Form B - Price Sheet Page 13 Attachment 1 – Reference Sheet Page 14

EXHIBIT 1

Background Information

1. Background Information

The Idaho State Police (ISP) is soliciting quotes to provide year-round grounds maintenance services for the District 1 Office located at 615 W. Wilbur Avenue in Coeur d’Alene, Idaho. The intent of this solicitation is to establish a contract for routine landscape maintenance during the growing season and snow and ice removal services during the winter season. These services are necessary to maintain a safe, accessible, and professional environment for employees and members of the public while preserving the appearance and functionality of the facility grounds. The successful contractor shall furnish all labor, equipment, materials, tools, supervision, and transportation necessary to perform the services described in the Scope of Work.

2. Current Challenges

The current contract has expired.

EXHIBIT 2

General Requirements

1. Summary of Scope

The Idaho State Police (ISP) is seeking quotes from qualified contractors to provide year-round grounds maintenance services for the District 1 Office located in Coeur d'Alene, Idaho. Services include routine landscape maintenance during the growing season and snow and ice removal during the winter season to maintain safe, accessible, and professional-appearing grounds.

2. Objectives and Expectations The objective of this solicitation is to obtain reliable, cost-effective grounds maintenance services that preserve the appearance, safety, and functionality of the District 1 property throughout the year. The selected Contractor shall provide timely, professional services that minimize disruptions to Agency operations and ensure safe access for employees and visitors.

3. Contract Term

The term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

4. Contractor Responsibilities

3.1 The Contractor and all personnel must be trained in industry-standard landscaping techniques and procedures, with knowledge of local area soil and climate requirements for all grass, shrubs, and plants; proper use of chemicals and insecticides; and proper procedures for cutting, trimming, watering and cultivating shrubs and trees.

3.2 Contractor must furnish all labor, equipment, supplies, tools and materials necessary to perform the required landscaping services. The Contractor must provide all personal protective equipment (PPE) including, but not limited to, gloves, protective eye wear, masks, and any other safety gear which must be Occupational Safety and Health Administration (OSHA) compliant to perform the landscaping services required below. General landscaping services will be mowing, edging, trimming, weed control, pest control, pruning, monitor sprinkler systems, debris control, snow removal, and overall landscape care for the ISP District 1 Office as identified in Exhibit 3, Scope of Work.

3.3 Contractor must immediately notify the ISP District 1 Maintenance Craftsman and/or designated staff of any issues or concerns with any of the facilities on the ISP District 1 premises. Contractor must address problems including, but not limited to, damaged sprinkler heads and issues related to the sprinkler system, watering issues, pest infestation, damaged or destroyed shrubbery, any damage to the buildings, and any other facilities maintenance or repair concerns that arise. Contractor must replace or repair the property to its original condition, at the Contractor’s expense, any property damaged by the Contractor or any of the Contractors employees.

3.4 Contractor must provide detailed records of all services performed to the ISP District 1 Maintenance Craftsman or designated staff by email (service records will be provided to the Contractor by ISP prior to Contract start date) after each weekly service. All records must be submitted in a format designated by ISP post-award.

3.5 Contractor’s Supervisor must schedule a monthly inspection of all areas designated for landscaping, together with the ISP District 1 Maintenance Craftsman or designated staff. The purpose of the inspection is to verify the landscaping services are being performed in accordance with ISP’s quality standards.

3.6 Contractor must maintain and keep the Safety Data Sheet (SDS) current on all chemicals (hazardous or non-hazardous substances) used at this location. A copy must be provided to the ISP District 1 Maintenance Craftsman or designated staff prior to first initial application of chemical.

3.7 All Contractor personnel must wear a “uniform” shirt while performing landscaping services at this location. The “uniform” shirt must clearly identify the individual as an employee of the Contractor.

3.8 No persons, other than the Contractor or employees of the Contractor, shall accompany the Contractor’s personnel while performing work under the Contract.

3.9 The Contractor must report any service discrepancies by email indicating why the service was not performed. This includes but is not limited to illness, injury, and equipment failure. The Contractor must also document and report any damage, site issues, or abnormalities related to the landscape and grounds upon first observation. All emails must be sent to the ISP District 1 Maintenance Craftsman or designee within twenty-four (24) hours of the occurrence.

3.9.1 If the Contractor or their delegates, subcontractors, or otherwise become injured while on site for the work described below, notification must occur within a reasonable and practical amount of time, but no less than two (2) hours after the event.

5. Contractor Personnel and Security Requirements The Contractor shall ensure that all personnel assigned to perform services under this contract comply with the following requirements:

1. Background Investigation o Prior to performing any work at an Idaho State Police (ISP) facility, each contractor employee assigned to this contract must complete a detailed background questionnaire and submit fingerprints for an ISP background investigation.

o Background questionnaire forms will be provided by ISP.

2. Approval to Perform Work o Contractor personnel shall not begin work or access ISP facilities until the background investigation has been completed and written approval has been granted by ISP.

o ISP reserves the right to deny access to any individual who does not successfully meet the agency's background investigation requirements.

3. Personnel Changes o The Contractor shall notify ISP of any new or replacement personnel assigned to this contract.

o Background information for new or replacement personnel must be submitted to ISP at least five (5) business days prior to the individual performing work under this contract.

o New or replacement personnel shall not begin work until approved by ISP.

4. Professional Conduct o Contractor personnel shall be professionally trained and qualified to perform the required services.

o Training of contractor personnel shall not occur at ISP facilities.

o Contractor personnel must be readily identifiable by company uniform and/or visible company identification while on ISP property.

5. Facility Access o Contractor personnel shall comply with all ISP security policies and directions while on site.

o Children, pets, or other unauthorized individuals are not permitted in ISP facilities during the performance of contract duties.

6. Professional Conduct The Contractor shall ensure that personnel assigned to this contract:

• Are professionally trained and qualified to perform the required services.

• Wear company uniforms or display visible company identification while on ISP property.

• Conduct themselves in a professional manner while performing services.

• Comply with all applicable ISP security procedures and instructions.

7. Personnel Changes

The Contractor shall notify the Agency of any new or replacement personnel assigned to this contract. Required background documentation shall be submitted to the Agency a minimum of five (5) business days before the individual is scheduled to perform work. Replacement personnel shall not begin work until approved by ISP.

8. Facility Access Contractor personnel shall access only those areas necessary to perform the required services. Children, pets, or other unauthorized individuals are prohibited from entering ISP facilities while contract services are being performed.

9. Response Requirements

To respond to this RFQ, the Bidder must supply with their quote the following submittal documents, which will be assessed on a pass/fail basis. Any response from a Bidder that does not include all of the required documents may cause their bid to not be considered for award.

4.1 Provide a minimum of three (3) references from companies or agencies (See Attachment 1, Reference Sheet) for whom your company has performed services that are similar in scope and size within the last five (5) years (ISP must not be used as a reference).

4.1.1 ISP reserves the right to call and verify each reference that is provided.

4.1.2 Vendors who do not provide at least three (3) references will not be considered for award.

4.2 The Bidder must have a Professional Pesticide Applicator license provided by the Idaho State Department of

Agriculture (ISDA). A copy of the license must be submitted with the Bid and kept current throughout the contract term. If the Professional Pesticide Applicator license is renewed during the term of the contract, the Contractor must notify ISP of the renewal and email a copy of the renewed license to the ISP District 1 Maintenance Craftsman or designee within forty-eight (48) hours. In the event of a licensed applicator change, ISP must be notified and provided with an updated license within forty-eight (48) hours.

4.3 Submittal Form B – Price Sheet

10. Billing Contractor must invoice monthly, preferably on or before the 15th day of each month, for work performed. Any invoices submitted without the below-listed information will be rejected until a corrected invoice is submitted.

The invoice must include, but not limited to:

- Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, and a description of the work performed)

- Dates of Service

- Total amount billed for the billing period

- Contractor name, address, phone number, and e-mail address

- Contract Number

- Invoice Date

Invoices must be submitted by United States Mail to:

Idaho State Police Attn: Accounts Payable 700 South Stratford Drive Meridian, Idaho 83642

Or sent as an Adobe PDF e-mail attachment to:

Purchasing@isp.idaho.gov

**Final invoices must be submitted to ISP no later than thirty (30) calendar days after the contract expiration date.

EXHIBIT 3

Scope of Work

1. Summary of Scope

The Idaho State Police (ISP) is seeking quotes from qualified contractors to provide year-round grounds maintenance services for the District 1 Office located in Coeur d'Alene, Idaho. Services include routine landscape maintenance during the growing season and snow and ice removal during the winter season to maintain safe, accessible, and professional-appearing grounds.

2. Objectives and Expectations The objective of this solicitation is to obtain reliable, cost-effective grounds maintenance services that preserve the appearance, safety, and functionality of the District 1 property throughout the year. The selected Contractor shall provide timely, professional services that minimize disruptions to Agency operations and ensure safe access for employees and visitors.

3. Budgetary Expectations ISP will award a contract based on competitive pricing and available funding. Offerors shall provide firm, fixed pricing for all services identified in this RFQ, including routine landscape maintenance, seasonal services, and snow and ice removal.

4. Schedule & Timeline Services shall commence upon execution of the resulting contract or as otherwise coordinated with the Agency.

Landscape maintenance services shall be performed on a routine schedule during the growing season as mutually agreed upon by the Contractor and the Agency. Snow and ice removal services shall be performed on an as-needed basis in response to weather conditions and in accordance with the performance requirements identified in this RFQ.

5. Contract Term The term of the resulting contract will be one (1) year, with three (3) optional renewals of one (1) year each, upon mutual agreement of the parties.

6. Delivery Requirements Contractor shall provide all services at:

Idaho State Police, District 1 615 W. Wilbur Ave Coeur d’Alene, ID 83815

Delivery coordination contact:

• Agency Contact: Captain Paul Berger

• Phone: (208) 209-8620

• Email: allen.ashby@isp.idaho.gov

7. Unique Considerations The District 1 Office remains operational year-round and must remain safe and accessible during normal business hours. The Contractor shall schedule routine landscaping activities to minimize disruption to Agency operations. During winter weather events, prompt snow and ice removal is critical to ensure safe access for employees, visitors, emergency responders, and Agency vehicles.

8. Requirements

The Contractor must perform the services below and meet the requirements as identified for each service.

8.1Mowing

8.1.1 Grass must be cut between one and one half (1 1/2”) inches to two (2”) inches in the spring and fall and between one and one half (1 1/2") inches to two and one half (2 1/2”) inches in the summer.

8.1.2 The only exception to the height stated above is during extreme heat and little rainfall. If such conditions occur, the ISP District 1 Maintenance Craftsman or designee will notify the Contractor in writing of any changes to grass height.

8.1.3 Any bare ground areas that may become populated with grass or weeds through natural spread (i.e. not artificially planted), these areas must be cut.

8.1.4 Grass cutting must be done such that it is free of scalping, rutting, bruising, uneven and rough cutting.

8.2 Trimming

8.2.1 All grass under and around trees, shrubbery, fences, poles, walls, sprinkler heads, valves, asphalt or concrete paved areas including sidewalks, walkways, shrubs or any other permanent structure must be trimmed to match the height and appearance of the surrounding mowed grass.

8.2.2 Trimming must be done on the same day that mowing occurs. Mowing will not be considered complete until all trimming operations have been fully completed.

8.3 Fertilization

8.3.1 Fertilization must be done in accordance to the predominant grass type for that area.

8.3.2 An application rate must be selected that will prevent the grass from damage due to over fertilization.

8.3.3 Contractor must mitigate and/or repair any damage caused by over fertilization. Mitigation and/or repair must begin immediately upon identification of the damage, at no cost to the State.

8.4 Weed Control

8.4.1 Pre-emergent herbicide must be applied in accordance with all label directions to control both annual and perennial grassy and broadleaf weeds.

8.4.2 If weeds appear, control must be provided with post-emergence herbicides in accordance with all label directions.

8.4.3 The Contractor must use non-selective and/or pre-emergent herbicides as necessary for expansion joints and cracks of paved surfaces.

8.4.4 The Contractor must remove all annual grasses and weeds from expansion joints and cracks of hard surfaces once they have been sprayed and are dead.

8.4.5 Tree collars, flowering beds, and any additional bed areas must be maintained in weed free condition using herbicides and hand labor.

8.4.6 Where commercial herbicides may cause damage to sensitive plants including seasonal color, bulbs, ground covers, the Contractor must pull weeds by hand to minimize plant loss or damage.

8.5 Pruning (less than 15 ft. in height)

8.5.1 The Contractor must prune deciduous trees and shrubs during their dormant season to promote open framework in the crown and to remove suckers, dead branches and leaves.

8.5.2 Pruning must be performed in the appropriate season for each plant species to ensure that blooms are not removed or damaged.

8.5.3 Every effort must be made to maintain the natural growth form for each plant species during all pruning and maintenance activities.

8.5.4 New growth must be pruned to maintain the overall size and shape of each plant as needed during the growing season.

8.6 Sprinkler System Startup and Blow Out

8.6.1 The Contractor must perform spring sprinkler system startups and fall blow outs to prevent frozen water lines and to support the health and longevity of the natural vegetation.

8.6.2 Sprinkler system startups must be performed in the Spring once consistent freezing temperatures of thirty-two (32 F) degrees Fahrenheit have concluded.

8.6.3 Sprinkler system blow outs must be accomplished in the Fall prior to freezing temperatures of thirty-two (32 F) degrees Fahrenheit becoming consistent. All damage to the sprinkler system caused by the Contractor not performing the Fall blow out must be repaired or replaced at the Contractor’s expense.

8.6.4 Exact dates for sprinkler system start-ups and blowouts will be mutually agreed upon between Contractor and ISP.

8.7 Monitoring Sprinkler System

8.7.1 Sprinkler systems supporting natural vegetation must be monitored regularly for appropriate water application for the specific time of year.

8.7.2 If the Contractor determines that an adjustment of the sprinkler system is necessary such as increasing the duration of water application, the Contractor must notify the ISP District 1 Maintenance Craftsman or designee of the recommended modifications. Any adjustments must be approved, in writing, by the ISP District 1 Maintenance Craftsman or designee prior to implementing any changes.

8.8 Pest Control

8.8.1 The Contractor must apply approved pest control chemicals, as necessary, to evergreen trees, deciduous trees and shrubs in leaf, groundcovers, and perennials. All applications must be performed only as directed by the ISP District 1 Maintenance Craftsman or designee and must comply with all federal, state, and local regulations, including ISDA and EPA requirements.

8.8.2 All pest control chemicals used must be applied by, or applied under the direct supervision of, the on-site Certified Pesticide Applicator.

8.9 Debris Control

8.9.1 Debris generated from any landscaping service, including pruning, trimming, mowing, or similar activities, must be collected and removed from the site on the same day the work is performed.

8.9.2 All natural vegetation debris, including leaves, branches, grass clippings, trimmings, etc. must be removed from the maintained areas, including, but not limited to: sidewalks, parking areas, and any paved areas surrounding the location.

8.9.3 All inorganic debris including plastic, glass, metal, paper, loose rocks, etc. must be removed from the site during each service visit. This includes, but not limited to: sidewalks, parking areas, and any paved areas, as well as all other maintained areas.

8.9.4 All materials, trash, and debris generated from the landscaping services must be collected and discarded off-site at a proper solid waste or compost disposal facility meeting all applicable federal, state, and local requirements. The Contractor is responsible for all disposal costs and may not leave debris on-site overnight.

8.10 Snow and/or Ice Removal

8.10.1 Snow and/or ice must be removed using an ice melt product when accumulation on sidewalks and entrances reaches one half (½”) inch and parking lots and driveways reach one (1”) inch. Ice melt must be applied as needed to ensure safe pedestrian and vehicle access.

8.10.2 It is the Contractor’s preference to determine what kind of ice melt product, including liquid or granular, they will utilize.

8.10.3 Snow and/or ice removal must be performed when accumulation meets the thresholds in Section 2.10.1, snow and/or ice removal must be completed on weekdays prior to 8:00 a.m., with additional clearing performed as conditions require or requested by the ISP District 1 Maintenance Craftsman or designee.

8.10.4 Priority must first be given to keeping accessible spaces, ingress, egress, and fire lanes clear of snow and/or ice; second to customer and employee parking areas; and third to overflow parking areas.

8.10.5 Snow and/or ice must be moved to areas designated by the ISP District 1 Maintenance Craftsman or designee and may not be piled in locations that obstruct drainage, fire hydrants, signage, or visibility.

8.10.6 Snow and/or ice removal must be performed on sidewalks and parking lots at the ISP District 1 Office on the weekends and on State recognized holidays (State Holidays - Idaho Secretary of State) when accumulation reaches two (2”) inches.

8.10.7 Contractor response time must not exceed two (2) hours, defined as arrival on site, from the time the ISP District 1 Maintenance Craftsman or designee contacts the Contractor Supervisor.

https://sos.idaho.gov/state-holidays/

8.10.8 Any snow and ice melt chemicals which were allowed to get into contact with vegetation and cause any chemical ‘burns’ must be repaired or replaced during the growing season at no cost to ISP.

8.10.9 If the Contractor is unable to complete snow or deicing operations as scheduled, the Contractor must notify the ISP District 1 Maintenance Craftsman or designee immediately, and no later than two (2) hours after the scheduled start time, the Contractor must provide the reason and an updated estimated time of anticipated completion.

8.10.10 If the Contractor identifies that they cannot arrive and begin snow removal within the two (2) hour period or an earlier requested timeframe, and ISP determines that its snow removal services are emergent, ISP reserves the right to obtain snow removal services outside of this contract. (Determination of emergent needs is in the sole discretion of the ISP).

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote not being accepted.

PROJECT INFORMATION

RFQ Number: 5760 Project Name: Landscaping, Lawn Care, and Snow & Ice Removal: ISP District 1 Office

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

Legal Status: ☐ Corporation

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative Signature Date

SUBMITTAL FORM B

Price Sheet

Submittal Form B is an Excel document located in the Questions section of the event in IPRO.

ATTACHMENT 1

Reference Sheet

Reference #1

Project Length (EX: Apri l 2024- Oct 2025)

Contact Information:

Name:

Telephone:

Email :

Postal Address:

Reference #2

Contact Information

Telephone:

Reference #3

Contact Information

Telephone: