DOT_714_FY_25_SPECS_D1_HQ_Lawn_Care.pdf

FACILITY SERVICES SCOPE OF WORK

EFFECTIVE JANUARY 1, 2025

A. LOCATION:

District 1 Headquarters Lawn Care

1705 and 1885 North McCullough Street

Lima, OH 45801

B. DATES OF SERVICE:

Vendor shall furnish all necessary personnel, supplies and equipment (unless otherwise noted herein) to provide the contracted scope of work five not more than thirty (30) occurrences annually between January 1 and

December 31, on normal work weekdays, not including the following state observed holidays:

New Year’s Day January 1st

Martin Luther King Day The 3rd Monday in January

Presidents Day The 3rd Monday in February

Memorial Day The last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day The 1st Monday in September

Columbus Day The 2nd Monday in October

Veterans Day November 11th

Thanksgiving Day The 4th Thursday in November

Christmas Day December 25th

C. WORKING HOURS:

1. Services shall normally be performed between the hours of 7:30 AM and 4:00 PM. The District Designated

Representative may approve other hours when deemed necessary to accomplish the specified work.

2. The Department reserves the right to discontinue service temporarily due to inclement weather. A minimum of four (4) hour notice must be given to the Contractor for a proportional amount to be reduced or suspended in the payment.

3. It shall be understood that, from time to time, facilities may be opened or closed during the life of the contract. The District designated representative will provide a minimum thirty (30) day notice to the vendor of the anticipated closure of site(s) serviced in accordance with this contract.

4. Vendor shall notify the District Designated Representative of staff absences and contingency plan not less than one (1) hour prior to start of regular work time.

5. Most ODOT Facilities operate on a Monday through Friday work schedule. When a holiday falls on a

Saturday, it shall be observed on the preceding Friday. When the holiday falls on a Sunday, it shall be observed on the following Monday.

D. DAS SPECIFICATIONS:

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 and Special

Terms and Conditions Rev. 04-2022, including any subsequent changes, shall govern this work.

E. SCOPE OF WORK:

The intent of this scope of work is to provide high quality facility services, furnishing adequate supervision, labor and supplies to accomplish all contracted services. All work shall be performed in accordance with the services to be provided as set forth herein. There shall be no exceptions or deviations to any part, or from approved schedule without prior written approval of the District designated representative. Contractor shall be deemed to have adequate knowledge of the nature of the contracted services.

F. MATERIALS AND SUPPLIES:

Vendors shall furnish, without additional cost, all materials and supplies required to perform the scope of work.

Vendor shall always keep adequate quantities of properly labeled supplies on hand in each facility to perform the scope of work.

G. SERVICES TO BE PROVIDED:

1. Comprehensive Lawn Care and Landscaping Services

Lawn care and landscaping services for the approximately 15.75 acres of property maintained. A site plan identifying the areas to be maintained follows these specifications

a. Pre-Season Cleanup

Execute a pre-season cleanup of each site in preparation for the growing season between March

1 and April 30. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

1. Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site

2. Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

3. Spot thatch apply topsoil and seeding of lawn as needed.

4. Level out, rake, and reseed area around roadways or parking area, as needed, which were damaged by snow removal operations the prior winter.

b. Edging

All sidewalks curb lines, concrete slabs and planting bed edges shall be mechanically edged to maintain a neat, clean appearance. Plant beds and tree rings shall be edged two times between

April 1 and August 31 of each year. Sidewalks curb lines and concrete slabs shall be edged once per month from April to October each year.

All edging debris shall be swept or blown clean and or otherwise disposed of. This shall be reflected in your unit price for edging.

c. Install Dark Hardwood Mulch

Vendor shall provide a labor only quote to install hardwood mulch, applied at a depth of 2-4 inches in all beds and tree rings on the property between April 15 and June 30 Annually. An allowance is indicated in the pricing spreadsheet to cover the material costs. Vendor shall present samples of mulch to the District Facilities Program Administrator or their designated representative for final selection prior to installation of hardwood mulch at the sites. Vendor will provide the Department with actual invoices for the product purchased to verify markup percentage. If the product selected by the Department is expected to exceed the allowance in the contract, the vendor shall provide a quote for the mulch materials to the District Facilities Program Administrator or their designated representative for approval prior to commencing work.

At the end of mulch installation, walks and curbs adjacent to work areas that are used for bulk storage are to be swept or blown clean.

d. Pesticide Application to Plant Materials, Trees and Shrubs

Prior to initiation of service, the contractor shall conduct a thorough initial inspection of each site and submit to the District Facilities Program Administrator or their designated representative, a written, systematic and comprehensive Pest Control Plan for each site within ten (10) working days following the initial inspection. Upon receipt of the Pest Control Plan, the District Facilities Program

Administrator or their designated representative will render a decision regarding its acceptability within ten (10) working days. If aspects of the Pest Control Plan are incomplete or disapproved, the

Contractor shall have five (5) working days to submit revisions. The Contractor shall initiate services outlined in the terms and conditions of the contract following notice of approval.

The Pest Control Plan shall, at a minimum, include:

1. Proposed methods for control, including labels and Material Safety Data Sheets (MSDS) for all pesticides to be used

2. A proposed pest population level referred to as a predetermined tolerance threshold, if thresholds exist for the targeted pest

3. A service schedule for each site

4. A copy of the Pesticide Applicator Certification for every Contractor's representative who will be performing on-site service under contract

5. Cost per recommended service including labor and materials required based on the bid hourly rates and material markup percentage

The Contractor shall not apply any pesticide product that has not been included in the Pest Control

Plan or approved in writing by the District Facilities Program Administrator or their designated representative. Pesticide application shall be according to need and not by schedule. As a rule, application of pesticides shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area.

Vendor shall remove all weeds in flower beds, tree rings, artwork, sidewalks, curbs, gutters and islands in the parking lot weekly or as the weeds emerge between April 1 and November 30 annually. Dispose of weeds off-site. Pre and post-emergent herbicides may be used at the vendor's option. Plant material, other than weeds, killed by application of herbicides will be replaced at the vendor’s expense. The cost of all weed control work shall be included in the Pest Control Plan pricing. This task will only be considered complete when weeds from all beds, tree rings, artwork, sidewalks, curbs, gutters and islands in the parking lot are removed. Inspections by the District

Facilities Program Administrator or their designated representative will be performed to determine if this task has been completed in accordance with the Pest Control Plan.

Preventive pesticide treatments of areas determined to be at high risk for infestation by weeds, insects or disease, through inspection at the onset of the program or as part of a maintenance program, are acceptable.

Products are to be applied by an applicator licensed by the Ohio Department of Agriculture in the appropriate category and in accordance with all applicable rules and regulations.

Vendor shall indicate the amount and location of all product(s) applied along with the name of the certified applicator on each daily service ticket for each day products are applied

e. Turf Management

1. Aeration

Vendor shall perform Aeration of turf surfaces to remove turf soil plugs to a depth of 2 to

4 inches over the entire lawn using a piston driven aerator with 5/8-inch diameter core cutters. Aerator shall have up and down coring motion leaving clearly defined holes by pulling the cores from the soil. This task is to be performed during the early fall.

2. Repair Grass Areas

At the direction of the District Facilities Program Administrator or their designated representative, the vendor shall provide and apply topsoil and seed to damaged areas of the lawn as needed. These areas may be the result of tree removals, unplanned excavations, vehicle damage, drought, etc. Repairs provided under this section are separate from those services provided in other sections of these specifications.

3. Mowing and Trimming

Vendor shall mow and trim lawn areas at all sites, at frequencies determined by vendor experience and actual turf growth, to assure the grass is maintained between three (3) and four (4) inches in height for approximately thirty (30) cuts per season between April 1 and November 30 annually. If conditions require more than the base thirty (30) seasonal cuts, the vendor shall provide additional cuts at the same bid rate upon prior approval from the District Facilities Program Administrator or their designated representative to provide the necessary service.

Keep all walkways, parking lots, entryways, courtyards and heliport areas free of grass cuttings and debris. Mow in direction to avoid blowing cuttings onto parked cars.

(Notify District Facilities Program Administrator or their designated representative of mowing schedule so cars can be moved if necessary).

Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat edge between the buildings, fences and the lawn. Fence line trimming may require the application of chemical treatment to control growth.

Vendor shall remove prior to and during mowing, all litter, fallen leaves and branches weekly during the period from April 1 to November 30 annually.

Rake leaves from all walkways, parking lots, entryways, and courtyards weekly during period of April 1 to November 30. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

Note: Mowing shall not be performed when it is raining or if the grass is still wet. Not more than 1/3 total blade shall be removed during any single mowing event. During droughts, lawns will not be mowed unless requested by this office.

4. Fertilizer Application to Turf

Upon request by the District Facilities Program Administrator or their designated representative, and prior to any application of fertilizer, contractor shall take representative soil samples from each site and have them professionally analyzed to establish baseline soil conditions. From the baseline soil condition reports, the vendor shall develop a written, systematic, comprehensive turf fertilization program that results in a hearty, weed, insect and disease-free lawn. Contractor shall submit same to the

District Facilities Program Administrator or their designated representative for review and approval.

The program shall, at a minimum, include:

a. Soil analysis reports for each site

b. Recommended soil amendment(s) frequency and schedule

c. Recommended fertilization frequency and schedule

d. Recommended fertilizer composition for each application

e. Cost per application including labor and fertilizer required based on the bid hourly rates and material markup percentage

Turf shall be fertilized at all sites as recommended by the results of the soil analysis and vendor experience and applied in accordance with all applicable rules and regulations, utilizing industry best practices by an applicator certified by the Ohio Department of

Agriculture.

Vendor shall indicate the amount and location of all product(s) applied along with the name of the certified applicator on each daily service ticket for each day products are applied.

f. Plantings Management

The Contractor will be expected to utilize best management practices for the management of all plantings on site. A licensed Arborist employed by the company will be expected to annually assess soil conditions to identify any potential problems that may cause harm to plantings such as soil compaction, contamination, trenching or digging near the plantings.

The Contractor shall develop a schedule of monitoring and maintaining plantings, using appropriate monitoring and maintenance techniques. Visual inspections should also be conducted during routine maintenance activities.

The Contractor will be responsible for removing pruned and/or fallen branches from the site.

The licensed Arborist shall be responsible for developing and implementing a written, systematic, comprehensive planting management program of pruning, hazard management, cabling, bracing and treatment of wounds that is appropriate for the long-term goals of the facility and consistent with accepted arboriculture practices that results in visually appealing, healthy, physically manageable, appropriately sized, insect and disease-free plantings. Prior to initiation of service, the contractor shall submit same to the District Facilities Program Administrator or their designated representative for review and approval. Pricing for management of plantings shall be bid and paid per month. All monthly required services as outlined in the program shall be executed to receive approval for payment.

g. Plantings

1. Perennial Plantings

Planting of Perennial flowers shall be performed in the fall of each year and completed no later than October 10 annually. A list of all perennials shall be provided to the District

Facilities Program Administrator or their designated representative for pre-approval before purchasing. Contract allowance of up to $1000 per year.

2. Annual Plantings

Planting of Annual flowers shall be performed in the spring of each year; no later than May

20 annually. A list of all annual plants shall be provided to the District Facilities Program

Administrator or their designated representative for pre-approval before purchasing.

Contract allowance of up to $1000 per year.

3. Shrub and Tree removal/replacement

Removal of existing dead trees and shrubs shall be completed on an as needed basis with replacement being minimum 2” caliber trees and 3-5-gallon shrubs. All replacement trees and shrubs shall be pre-approved by the District Facilities Program Administrator or their designated representative before purchasing and replacement. Contract allowance of $500 per year when needed.

h. End of Season Cleanup

Execute end of season cleanup of each site in preparation for winter between November 15 and

December 15. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

1. Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

2. Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

3. Spot thatch apply topsoil and seeding of lawn as needed.

4. Level out, rake, and reseed area around roadways or parking area, as needed, which were damaged by snow removal operations the prior winter.

2. Outside Scope of Service Identified Projects

Any work outside the scope of service of these specifications found to be necessary for the safety, operation, regulatory compliance or beautification of the facility shall be brought to the attention of the District

Facilities Program Administrator or their designated representative immediately. The vendor shall submit a proposal explicitly detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by

ODOT prior to repairs or services being performed. Non-contract work performed without the approval of

ODOT will be at the vendors’ expense.

Services provided in accordance with this section shall be performed between the hours of 7:00 AM and

4:00 PM, Monday through Friday, excluding state holidays. Fees for this service shall be paid at the Project labor rate(s) listed in the pricing section

a. Items Provided by the Vendor

If the Department requires or requests additional services from the awarded vendor in accordance with

Section 6 of these specifications, section 8.1 and 8.2 below shall be enforced. All equipment, materials and supplies required for the general lawn care services shall be included in the per occurrence fees for services rendered.

1. Materials and Supplies

All materials and/or supplies shall be specifically designed for the use. All materials and/or supplies must be installed according to recognized practices. The use of used materials and/or supplies shall not be permitted under any circumstance.

The Department acknowledges that vendors utilize thousands of materials and/or supplies that may vary between suppliers and manufacturers depending on the individual needs for each project. Therefore, all materials and supplies vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all materials and supplies utilized in the performance of this contract, plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendors actual cost for materials and/or supplies includes the following:

a. The vendor’s acquisition cost from the manufacturer or supplier

b. The shipping cost charged by the manufacturer or supplier to get the material or supply to the vendor’s location

c. The shipping cost incurred by the vendor to direct ship the material or supply to the ODOT location

For all materials and/or supplies costing more than one hundred ($100) dollars, the vendor shall include with its invoice, the vendors’ original invoice and the Department will pay for the materials and/or supplies including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%.

For materials and/or supplies costing less than one hundred ($100) dollars that have been taken from vendor stock, the vendor shall not be required to include the vendor’s original invoice for the materials and/or supplies. The Department will pay for the materials and/or supplies at the quoted cost, plus the vendor specified markup not to exceed 15%

2. Rental Equipment

3. All rental equipment used to complete identified projects will be reimbursed by the department at invoice cost with no vendor markup. Compensation for the time involved to pick up and return rental equipment shall be included in the labor breakdown portion of the approved project plan.

H. DRESS CODE:

Employees of the vendor shall wear at least one item with the vendor’s name and/or other identifying wording

(i.e., “Caretaker”, “Janitorial Staff”, etc.) to provide identification of themselves to anyone entering facilities or properties where they are providing services pursuant to these specifications.

I. SAFETY:

The vendor shall provide all required personal protective equipment and training and all employees of the vendor shall always wear safety vests when outside buildings performing work of any type pursuant to this scope of work.

J. BASIS OF PAYMENT:

Payment shall be made at price bid for unit price per day. The daily rate will be determined by dividing the annual cost (including all labor, supplies and equipment, plus 15% overhead) by the number of days the facility is serviced for the contract term.

Example: $12,000 Annual Cost / 120 Contract Days = $100 per Contract Day

Vendors shall complete contract audit sheets provided by the District Designated Representative to verify hours worked from sign in sheets. Should the vendor fail to provide full staffing hours equal to the number of hours per day times the number of working days per month, the vendor shall deduct, by detailed line item credit, the amount equal to the hourly rate for the employee plus taxes, benefits and 15% Overhead times the number of hours not provided in the month, to the nearest full hour from that month’s invoice. The sign in and sign out records may be used in the verification process for approval of any invoices for payment.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendor of record shall have a regular, ongoing inspection program for services provided and shall furnish the District Designated Representative with copies of inspection reports and follow-up for deficiency corrections.

L. CHEMICALS AND CLEANING SUPPLIES:

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be submitted at least annually to and approved by the District Designated Representative. This information shall also be kept and maintained in each facility. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

M. STORAGE AREAS:

ODOT will provide the vendor with a secure area for storage of cleaning supplies and equipment. This area will be designated during the initial walkthrough of the facility with the awarded vendor.

N. TELEPHONE USE:

Telephones are to be used by supervisor only for emergency and ODOT purposes only. The number of calls shall be kept to a minimum. All inappropriate calls made by the Vendor’s employees shall be deducted from compensation.

O. BACKGROUND CHECK SCREENING:

At each contract renewal date, by signing the contract, the awarded vendor verifies to the Department that the employees it is placing in ODOT facilities have successfully passed the vendor’s own background check screening.

P. OTHER PROCEDURES:

1. After all facility services have been completed the premises shall be left in a neat and orderly condition.

2. Vendor of record shall be responsible for disposal of all liquid and solid waste from performance of this contract. At no time shall the vendor of record bring items to or on ODOT properties for disposal. All chemicals utilized in performance of this contract shall meet with the approval of the District Designated

Representative and shall be in accordance with the rules of the Ohio Environmental Protection Agency. In no circumstance shall any chemical be disposed of improperly.

3. Vendor’s employees shall sign in and out with the designated representative, including arrival and departure times. Sign In/Out sheets shall be reviewed by the vendor and originals shall be submitted to

ODOT with monthly invoicing.

4. The vendor shall sign for the keys they receive for each facility maintained. In the event keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

5. Upon completion of daily contracted services, the vendor shall scan the facility for any unusual conditions and report as necessary.

-End of Scope of Work-