DMS-2526-098 Q&A.pdf
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- Attached to
- RFP DMS-2526-098 Lawn Care Services
- Solicitation number
- RFP-16572
- Issued by
- Leon County, Florida
About this file
DMS-2526-098 Lawn Care Services - Questions and Answers Summary
This document is an Addendum No. 1 containing questions and answers for RFP DMS-2526-098 issued by the State of Florida, Department of Management Services for lawn care services across multiple state facilities. The RFP seeks to establish contracts for lawn maintenance services at nine facilities across three regions: Pensacola, Tallahassee, and Tampa. Core services include weekly mowing May through October and bi-weekly November through April, mechanical edging and trimming, debris removal, and weed and fertilizer applications per IFAS guidelines performed twice annually. Additional services available on an as-needed basis include pressure washing, dethatching, tree trimming beyond 15 feet, and storm debris cleanup, all to be priced separately. The Department reserves the right to award multiple respondents per region, a single respondent per facility group, or consolidate all regions under one award based on state best interest. The contract term is one year with renewal options for up to three additional one-year terms, contingent on satisfactory performance and fund availability. The anticipated number of mowing cycles annually is 36 to 39 based on the prescribed schedule.
Key clarifications provided in this addendum address scope ambiguities and cost expectations for respondents. The Department confirmed that green technology options for weed, fertilizer, herbicide, and pesticide applications are optional and should not be included in base bid pricing; contractors should provide pricing separately upon request. Soil testing is required annually as a basic service and must be included in the base bid price, while soil correction work is priced separately at the time of need. Routine light pruning and branch elevation up to 15 feet are basic services, while major tree trimming, shaping, storm damage removal, or large-scale corrective pruning trigger separate purchase orders under optional services. Natural disaster cleanup is not included in the regular schedule; the contractor and Contract Manager must mutually agree on service pause duration, with debris removal quoted from the price sheet and approved via separate purchase order. The Department is not providing a budget reference and directs vendors to base pricing on the full scope of services outlined in the Statement of Work and Attachment C.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment C - Price Sheet.xlsx | XLSX spreadsheet | |
| RFP DMS-2526-098 - Lawn Care Tallahassee & Tampa.pdf | ||
| Attachment F - Technical Response.pdf | ||
| Attachment E - Responsiveness Technical Questionnaire.xlsx | XLSX spreadsheet | |
| Attachment I - PUR-7801.Vendor-Certification-Form.docx | DOCX document | |
| Attachment D - Performance Standards.pdf | ||
| Addendum No. 2 (2).pdf | ||
| ATTACHMENT J - PUR 2024.docx | DOCX document | |
| RFP DMS-2526-098 Addendum No. 1.pdf | ||
| Attachment H - Equipment List.xlsx | XLSX spreadsheet | |
| Attachment K - Draft Contract.pdf | ||
| Attachment G - Facility & Equipment Checklist.pdf | ||
| Attachment B - Monthly Summary Report.xlsx | XLSX spreadsheet | |
| Attachment A - Statement of Work - Lawn Care 2526-098.pdf |
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Text version
DMS-25/26-098, Addendum No. 1 Lawn Care Services
REQUEST FOR PROPOSALS NO. DMS-25/26-098
QUESTIONS AND ANSWERS
Note: All written questions are reproduced in the same format as submitted by the Respondent.
NO. QUESTION ANSWER
1.
Will there be multiple awards for the regions, or will one vendor be covering all areas?
Please refer to RFP Sections 1.1 and 5.
The Department intends to award contracts by facility group. However, the Department reserves the right to award to only one Respondent per Region, divide the work among Respondents by facility group, or to make no award, as determined to be in the best interest of the State.
2.
In case of a natural disaster, will they be responsible for cleaning up on the regular schedule? Will there be an exception for additional billing?
Natural disaster cleanup is not included in the regular lawn‑care schedule.
In the event of a natural disaster, the
Contract Manager and Contractor will come to a mutual agreement on how long to pause the regular service schedule.
If storm or disaster debris removal is needed, the contractor will be asked to provide a quote from the prices in Attachment C – Price Sheet, and if approved by the Department, a separate purchase order will be issued for payment.
3.
Will you please provide a previous bid tabulation for contractors to reference?
Please see attached for the previous bid tabulation.
Disclaimer: DMS-25/26-098 is a different procurement and is not beholden to anything within the previous tabulation.
4.
Will you please provide a current contract for contractors to reference?
Vendors may view the current contract for the James Building at the link below. The contract documentation is available to view on the “Documents” tab.
Contract Information
5.
Who is the current contractor? C & M Landscaping & Lawn, Inc.
https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=720000&ContractId=RE099
6.
Will you please provide a budget number for contractors to reference?
The Department is not providing a budget number for contractor reference. Vendors should propose pricing based on the full scope of services and deliverables outlined in the Statement of Work and
Attachment C – Price Sheet.
7.
Will you please provide boundary maps for each location?
Each awarded vendor will walk facilities with the facility manager.
8.
What is the cost associated with background checks, per employee?
Level 1 background checks are $25.00 per employee.
Level 2 is $53 per employee.
9.
Based on the mowing schedule provided in the scope of work section 2.1.1, is the anticipated total number of mowing cycles annually 36?
Based on the mowing schedule in Section
2.1.1 (weekly May–Oct, bi‑weekly Nov–
Apr), the anticipated number of mowing cycles per year is approximately 36–39.
10.
Please define “green technology” as used in section 2.4.1 Weed, Fertilizer, Herbicide, and Pesticide Applications Service of the scope of work. Also, is this something that should be included in our bid pricing or is this something to be priced separately upon request?
Green technology = environmentally friendly weed, fertilizer, herbicide, or pesticide options.
It is not required as part of basic services, and so pricing shall not be included for it at this time. Contractors shall only provide the options and separate pricing for these optional services upon the request of the
Contract Manager.
11.
How many soil tests per year will contractors be required to perform? Will these need to be included in our base bid price?
Contractors must perform one soil test each year. The annual soil test is part of basic services and should be included in the base bid price. Soil Correction is not part of the basic services and no pricing shall be included for it at this time. If the soil pH needs correction, that specific corrective work must be priced separately at that time.
The Department reserves the right to purchase the corrective service from a third party.
12.
Will you please provide the existing mulch type, per location?
Pine straw is the existing mulch type at the
CCOC, FDCA, DOR, EOC, FDLE
Tallahassee, BMC, Douglass, and Carr buildings.
Cypress Mulch is the existing mulch type at the James Building.
13. Will you please provide an irrigation zone count, per location?
FDLE Tallahassee – 24 zones on one controller, and 16 on the other controller.
James Building – 7 zones
BMC – just out front (not many, 1 zone)
Douglas and CARR buildings does not function.
CCOC – approx. 300
FDCA – 38
DOR – 88
EOC – 78
14. Are there any currently staked trees? If so, how many?
FDLE Tallahassee – None
James Building – None
Douglas/Carr/BMS - None
EOC - 60 Staked Trees.
15. Section 2.8.3 of the scope of work mentions a required site visit, but there is no scheduled site visits for bidders listed in the RFP document. Will you please clarify if a mandatory guided site visit will be held prior to the bid opening?
This RFP does not include site visits prior to the public opening. The site visits referenced in the scope of work refer to the date and time services would be performed by a Contractor as a result of this RFP.
16. Will you please provide a minimum number of broadleaf weed control applications contractors will be required to apply on both turf and landscaped bed areas per year?
The contract does not specify a set number of broadleaf weed control applications per year. The required frequency will be outlined in the contractor’s weed/lawn control maintenance program and must be approved by the Facility Manager.
17. Section 2.2.6 requires thinning and elevation of tree branches 15 feet or less from the ground as a basic service. Section 3.3 (Other Services) covers tree trimming at 15 feet or less as an additional/on-call service.
These appear to cover the same scope. Can the Department clarify the distinction between what is included in basic services
vs. what triggers a separate purchase order under Section 3.3?
Routine light pruning and elevating branches up to 15 feet are included in the basic services.
If more significant tree trimming is needed, such as major shaping, storm damage removal, or large‑scale corrective pruning, then Section 3.3 applies, and a separate PO is required.
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