DOT-ITB-24-7018-EG - ITB PACKAGE.pdf

DOT-ITB-24-7018-EG

State of Florida Department of Transportation

INVITATION TO BID

LANDSCAPING AND

GROUNDS MAINTENANCE SERVICES FOR

DISTRICT SEVEN HEADQUARTERS

DOT-ITB-24-7018-EG

CONTACT FOR QUESTIONS:

Enrique Garcia Granados, Purchasing Agent III enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA GRANADOS AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid number: DOT-ITB-24-7018-EG

Title: Landscaping and Grounds Maintenance Services for District Seven Headquarters.

Bid due date and time (on or before): See Introduction Section 2, Timeline.

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia Granados, Purchasing Agent III at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (FDOT), hereinafter referred to as the "Department", is soliciting written bids from qualified bidders to establish a contract to provide Landscaping and Grounds Maintenance Services for District Seven Headquarters. It is anticipated that the term of the contract will begin on July 1, 2024, and will end on June 30, 2027.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the invitation to bid (ITB), including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notice of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

MANDATORY PRE-BID MEETING 4-9-2024 10:00 AM

Florida Department of Transportation Tarpon Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

DEADLINE FOR TECHNICAL QUESTIONS 4-11-2024 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 4-17-2024 5:00 PM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 4-18-2024 10:00 AM

Florida Department of Transportation Pelican Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

POSTING OF INTENDED DECISION/AWARD 4-23-2024 5:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-24-7018-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-24-7018-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents, and the signature line (text only, no graphics).

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda for Mandatory Pre-Bid Meeting

All pre-bid meetings are open to the public and will be conducted according to the following agenda:

- Opening remarks - Approximate time of two minutes by Department Procurement Office personnel.

- Review contract administrative requirements.

- Review scope of services, method of compensation, and bid sheet.

- Technical and administrative question and answer session.

Adjourn meeting.

Agenda for Bid Opening Public Meeting

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid meeting, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS AND ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia Granados at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the procurement agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS / CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment.

Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their bid sheet. The ontract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information, and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid for the original term of the contract: July 1, 2024, through June 30, 2027. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical bids, the Department shall determine the award by means of random drawing.

8) MANDATORY PRE-BID MEETING

A MANDATORY pre-bid meeting will be held at the date, time and location in the Timeline. The purpose of this meeting is to provide an open forum for the Department to review the scope of services and respond to questions from potential bidders regarding the scope of services, ITB requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, affect the work to be performed. Any changes and/or resulting Addenda to the ITB will be the sole prerogative of the Department.

Attendance at this pre-bid meeting is MANDATORY. Failure by a bidder to attend or be represented at this pre-bid meeting will constitute a non-responsive determination of their bid package. Bids found to be non-responsive will not be considered.

9) QUALIFICATIONS

9.1 GENERAL

The Vendor must meet the following minimum qualifications:

9.1.1 Have performed landscaping and grounds maintenance services for a minimum of five uninterrupted years.

9.1.2 Have performed landscaping and grounds maintenance services with a similar scope in a minimum of two other facilities of approximately 160,000 square feet of sod and approximately 68,000 square feet of trees and shrubs in the last five years. These should be listed in your references.

9.2 BIDDER QUALIFICATIONS

When submitting the bid, each bidder must submit a written statement (“Minimum Qualifications Statement” form), detailing their qualifications that demonstrate they meet the minimum qualifications contained in Special Condition 9.1 above. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

9.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out of state corporations, out of state limited liability companies, and out of state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than 90 days from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required

Certificates of Insurance (COI) to the Florida Department of Transportation, Procurement Office, MS 7-700, Enrique Garcia Granados, enrique.garcia@dot.state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A performance bond is not required for this project.

13) METHOD OF COMPENSATION

Details of the method of compensation are described in Exhibit “B”, Method of Compensation, attached hereto and made a part hereof.

14) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) BID SHEET

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

23) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet, for a three-year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor(s) shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contracts will be subject to annual appropriated funding.

24) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

25) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

26) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 24-7018-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless is resubmitted by the due date and time. Bidders may also send a change in separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

28) POSTING OF INTENDED DECISION/AWARD

28.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the Intended Award, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to 1% of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

28.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 28.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

28.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

29) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties.

30) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

31) ATTACHED FORMS

Exhibit “C”, Bid Sheet Minimum Qualifications Statement Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) MBE Planned Utilization (Form 375-040-24) E-Verify (Form 375-031-06)

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITB:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITB:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept _1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

33) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Method of Compensation Exhibit “C”, Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

A-1

EXHIBIT A

SCOPE OF SERVICES

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES FOR

DISTRICT SEVEN HEADQUARTERS

I. PURPOSE:

Provide landscaping and grounds maintenance services for the Florida Department of Transportation (FDOT), District Seven Headquarters, hereinafter, referred to as the Department, located at 11201 North McKinley Drive, Tampa, Florida. The site consists of approximately 160,000 square feet of sod and approximately 68,000 square feet of trees and shrubs.

II. SERVICES TO BE PROVIDED BY THE VENDOR:

A. GENERAL:

1. Landscape maintenance shall include the care of all trees, palms, shrubs, ground covers, turf, grasses, and irrigation system of the site to affect a viable, healthy, and attractive landscape always. To ensure proactive disease detection and to maintain optimum maturing of the landscape, the Vendor shall perform all services described herein.

2. The Vendor shall submit a written report by email, within 72 hours, after each service date or as agreed otherwise, between the Vendor and the Department Contract Manager, describing all services rendered and any signs of plant disease, irrigation problems, and general health of the landscape, in accordance with Attachment I, herein attached. The Vendor shall accompany the Department Contract Manager on a formal walk-through of the property once every month for evaluation. All damaged plants, shrubs, or turf shall be replaced at no cost to the Department if determined to be caused by the Vendor’s services.

3. The Vendor shall furnish all labor, materials, equipment, tools, and transportation required to perform all services provided under the contract.

4. All landscape maintenance debris shall be removed from the property after each visit.

B. SPECIFIC SERVICES:

1. Landscaping: Maintain all flower beds around the buildings from the sidewalk to the building. All parking areas islands and islands between the

A-2 north and south driveways. Beds around the west and south parking areas to include the flag area.

a. All clippings shall be collected and removed by the Vendor.

2. Mowing: Mow all turf areas once a week after-hours.

a. All turf areas shall be mowed so that no more than 1/3 of the leaf blades are removed per mowing. Mower blades shall always be sharp to provide a quality cut. Mowing height shall be according to grass type and variety. Mowing shall have to be done after-hours to have adequate access to the area.

b. All yard clippings shall be collected and removed by the Vendor.

3. Blowing and Pickup of Leaves: All parking areas, sidewalks, flower beds and turf areas shall be blown, and all leaves shall be picked up and removed from the Department property once a week after-hours.

4. Edging: Tree rings, plant beds, all buildings, walls, benches, sidewalks, fences, signs, poles, light standards, driveways, parking areas, and other surface areas bordered by grass shall be edged once a week. Edging in parking areas shall have to be done after-hours to have adequate access to the area.

5. Irrigation: Twice a year (March and July) the irrigation system shall be tested, and any heads broken or clogged shall be replaced and timer checked for proper operation. Turf surrounding sprinkler heads and control valves shall be trimmed so as not to interfere with or intercept water output and to allow easy identification of the control box.

6. Storm Drains: Clean and remove any debris from all storm drains in the parking areas and the east side back grass area.

7. Pruning: Shear and prune all hedges not to go above the bottom of the window ledge around buildings, and mass planting a minimum of twice per month and as needed to obtain a uniform appearance. Vendor shall maintain a minimum of a two-foot ring around each tree and shall maintain one foot between the shrubs and turf.

a. The height of the trees under the building eaves shall not exceed the height of the windows. A 12-inch clearance from the building shall be maintained for all trees. All trees shall be kept trimmed back so as not to overhang the edge of the planting bed, sidewalk, or curb.

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b. The Silverthorn hedge along the rear property line shall be allowed to grow to a mature height of four feet. It shall be trimmed to maintain a uniform overall height.

c. Prune/cut back the Crape Myrtles trees in the parking areas in January/February.

d. Prune / cut back any trees in the parking areas in January/February or as required to allow unobstructed passage for pedestrians and automobiles.

e. The free-standing Viburnum shall be maintained at a height of 24 inches.

When planted near other plants, such as Pygmy Date Palm, the Viburnum shall be trimmed sufficiently to allow clear visibility of the palms or other plants.

f. Planting beds and parking islands shall be kept trimmed so the plants do not extend beyond the edge of the planting bed.

g. Fountain grass shall be kept trimmed back four inches from the curb edge annually, in February, trimmed to a height of 24 inches.

h. Trim ground covers as required to present a uniform appearance and to encourage flowering.

i. Trim palm trees once a year in March/April or as needed. Any frond growing at a 45 degree or greater angle shall be trimmed. Otherwise, no green frond shall be removed. No pruning shall be done during or immediately following growth flushes.

j. Tree branches shall be pruned just outside the branch collar.

k. Sucker growth shall be removed by hand from the base of the trees.

Herbicides shall not be used for this purpose.

l. All trees shall be trimmed maintaining a 10-foot ground clearance with evenly cropped limbs.

m. Junipers in planting beds and parking islands shall be kept trimmed so the plants do not extend beyond the edge of the planting bed.

n. All invasive plants/trees when found or directed shall be removed including stumps i.e. (Brazilian Pepper).

o. Maintain a four-foot edge around the Sunguide and Department generator impound free of trees, branches, or shrubs.

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8. Weeding: Weed all planting beds weekly to maintain a weed free plant environment. Remove dead plant material when agreed by both parties and replace.

9. Clean-up: After each visit, inspect and vacuum the parking areas, walkways, lawns, and plant beds for litter, trash, tree limbs, leaves, and other debris to keep the grounds neat and attractive. The Vendor shall remove all clippings and other landscape debris from the sidewalks, curbs, roadways, and parking areas immediately after mowing and/or edging.

Clippings and other debris shall not be swept, blown, otherwise disposed of into plant beds or in sewer drains. Blowing of the parking areas and sidewalks and flower beds shall be done during non-business hours.

All leaves and lawn debris shall be vacuumed to include parking areas, along sidewalks, plant / flower beds, all storm drains and removed from premises. The Vendor shall remove from the premises and properly dispose of all landscape debris. Under no circumstances may this debris be dumped on Department property or into Department dumpsters.

C. ADDITIONAL SERVICES:

The Department may request, on an as-needed basis, the following services:

1. Planting: The Vendor shall supply and plant Department-approved shrubs, bushes, flowers, and trees and replace dead or damaged trees and plants as the Department deems necessary.

2. Mulching: The Vendor shall mulch plant beds and areas surrounding the facility as the Department deems necessary. Mulch shall be three-four inches of pine bark.

3. Irrigation inspection and repair: Vendor shall inspect irrigation system and repair broken pipping, damaged or clogged spray heads, timers, solenoid valves and low voltage lines.

For additional services, as defined in this section, the Vendor shall prepare a separate quote based on the unit rates established in Exhibit “C” and submit to the Department Contract Manager for approval.

III. VENDOR RESPONSIBILITIES:

A. The Vendor shall designate a landscape maintenance supervisor for this contract. The supervisor’s name and a daytime contact number shall be provided in writing to the Department Contract Manager prior to the start of this contract. The supervisor’s responsibilities include:

1. Supervising the Vendor’s personnel and equipment while on site.

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2. Providing the Department Contract Manager with a written report, as described in Section II, A. 2 (above). This report shall be in email format with the subject line to read: mm:dd:yyyy - Landscaping Statistics.

B. The Vendor shall provide reliable personnel properly trained and knowledgeable in the technical aspects of the services described herein and generally accepted professional landscape maintenance services. The Vendor shall rectify any personnel problems promptly upon notification by the Department Contract Manager.

C. The Vendor shall ensure continuity in personnel assignments, so maintenance is performed by workers familiar with the property and on-site procedures.

D. The Vendor shall maintain a crew of at least three workers onsite always during each service date.

E. All maintenance personnel shall be uniformed with clean, presentable, and easily identifiable clothing.

V. DAMAGES

A. The Vendor shall use care to prevent damage to Department vehicles and property as well as private vehicles. The Vendor shall be responsible for any damages caused by its personnel. The Department Contract Manager will provide written notice to the Vendor of assessment of Vendor caused damages.

When damages are assessed, they will be deducted from the next invoice submitted for payment.

B. In the event the Vendor fails to complete the authorized services by the completion date designated on the contract document, the Department shall exercise the remedy of liquidated damages against the Vendor as described in Exhibit “B”, Method of Compensation, Section V.

VI. DEPARTMENT RESPONSIBILITIES:

The Department will provide a Contract Manager to administer the terms and conditions of this contract. The Contract Manager will be:

Timothy Bash District Facilities Supervisor, MS 7-240, 11201 North McKinley Drive Tampa, Florida 33612-6456 Phone: 813-975-6732 Timothy.Bash@dot.state.fl.us

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The Department reserves the right to change the Contract Manager at any time.

VII. BEGINNING AND LENGTH OF SERVICES:

The performance period of this contract shall begin on July 1, 2024, and end on June 30, 2027.

VIII. TERMINATION ACTION:

Reference is made to Paragraph 6 of the Standard Written Agreement. Any necessary default action will be processed in accordance with Department of Management Services Rule 60A-1.006(3).

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ATTACHMENT I

Company Name:

Date Services Completed:

Mowing (IAW B-2) Yes ____ No ____

Edging (IAW B-4) Yes ____ No ____

Irrigation Tested / Inspected (IAW B-5) Yes ____ No ____

Pruning (IAW B-7) Yes ____ No ____

Weeding (IAW B-8) Yes ____ No ____

Clean Up (IAW B-9) Yes ____ No ____

Staff Names:

Comments:

*(IAW = In accordance with)

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EXHIBIT “B”

METHOD OF COMPENSATION

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES FOR

DISTRICT SEVEN HEADQUARTERS

I. PURPOSE:

This Exhibit defines the limits and method of compensation to be made to the Vendor for services set forth in Exhibit “A” and the method by which payments shall be made.

II. COMPENSATION:

For the satisfactory performance of services detailed in Exhibit “A”, the Vendor shall be paid up to a Maximum Amount of $TBD .

The Maximum Amount shall be made up of:

$_____________from Fiscal Year 2025 $_____________from Fiscal Year 2026 $_____________from Fiscal Year 2027

The Vendor shall not provide services that exceed the Fiscal Year amount(s) without an approved Amendment from the Department.

III. PROGRESS PAYMENTS:

The Vendor shall submit monthly invoices in a format acceptable to the Department. Payment shall be made at the unit billing rates in Exhibit “C”, for services provided, as approved by the Department. The contract unit rates shall include the costs of salaries, overhead, fringe benefits and operating margin. The invoice shall include documentation of man-hours provided and itemization of costs incurred (including receipts).

Invoices shall be submitted to:

Florida Department of Transportation Attn: Timothy Bash Facilities Management, MS 7-120 11201 North McKinley Drive Tampa, Florida 33612-6456 Phone: (813) 975-6732 Email: Timothy.Bash@dot.state.fl.us

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The Vendor has certified that ____% MBE/DBE utilization would be achieved for this contract. If MBE utilization was certified by the Vendor, an MBE payment certification form shall be submitted with each invoice to verify the MBE utilization.

IV. DETAILS OF COST AND FEES:

Details of unit rates for the performance of the Vendor’s services set forth in Exhibit "A" are contained in Exhibit "C", attached hereto, and made a part hereof.

V. LIQUIDATED DAMAGES:

The Vendor acknowledges that failure to complete the services by the completion date designated on the contract document may cause the Department to incur damages that, at present are, and upon the occurrence of the failure to timely complete the services may be, difficult to determine. Moreover, the parties wish to avoid lengthy and expensive litigation relating to failure to complete the services on time. Therefore, in the event the Vendor fails to complete the authorized services by the completion date designated on the contract document, the Department shall exercise the remedy of liquidated damages against the Vendor, in the amount of $100.00 per day for each calendar day after the designated completion date that the Vendor fails to complete the services. The parties agree that if the Department allows the Vendor to continue and finish the services, or any part of it, after the expiration of the time allowed, that the Department’s action shall in no way act as a waiver on the part of the Department of the liquidated damages due under this contract. The Vendor shall pay said sum to the Department not as a penalty, but as liquidated damages.

VI. TANGIBLE PERSONAL PROPERTY:

This contract does not involve the purchase of Tangible Personal Property, as defined in Chapter 273, F.S.

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EXHIBIT “C”

BID SHEET

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES FOR

DISTRICT SEVEN HEADQUARTERS

SERVICES TO BE PROVIDED AS SPECIFIED IN

EXHIBIT “A”, SCOPE OF SERVICES

FISCAL YEAR 2024 - 2025

July 1, 2024, to June 30, 2025 Description Quantity

(A) Unit of

Measure Unit Rate

(B) Total (AxB)

1 All services included in Section B, Specific Services. 12 Month $____________ $______________

2 Planting, as defined in Section C, Additional Services. 16 Hour $____________ $______________

3 Mulching, as defined in Section C, Additional Services. 16 Hour $____________ $______________

4 Irrigation inspection and repair, as defined in Section C, Additional Services.

40 Hour $____________ $______________

FISCAL YEAR 2025 - 2026

July 1, 2025, to June 30, 2026

5 All services included in Section B, Specific Services. 12 Month $____________ $______________

6 Planting, as defined in Section C, Additional Services. 16 Hour $____________ $______________

7 Mulching, as defined in Section C, Additional Services. 16 Hour $____________ $______________

8 Irrigation inspection and repair, as defined in Section C, Additional Services.

40 Hour $____________ $______________

FISCAL YEAR 2026 - 2027

July 1, 2026, to June 30, 2027

9 All services included in Section B, Specific Services. 12 Month $____________ $______________

10 Planting, as defined in Section C, Additional Services. 16 Hour $____________ $______________

11 Mulching, as defined in Section C, Additional Services. 16 Hour $____________ $______________

12 Irrigation inspection and repair, as defined in Section C, Additional Services.

40 Hour $____________ $______________

GRAND TOTAL (total of lines 1 through 12) $______________

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RENEWAL: See Special Condition No. 30 of the Invitation to Bid.

NOTE: Rates shall include the costs of salaries, overhead, fringe benefits and operating margin.

MFMP Transaction Fee: All payment(s) to the vendor resulting from this competitive solicitation WILLbe subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the bidder acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

*******RENEWAL*******

FISCAL YEAR 2027 - 2028

July 1, 2027, to June 30, 2028

13 All services included in Section B, Specific Services. 12 Month $____________ $______________

14 Planting, as defined in Section C, Additional Services. 16 Hour $____________ $______________

15 Mulching, as defined in Section C, Additional Services. 16 Hour $____________ $______________

16 Irrigation inspection and…