Exhibit_A-_Scope_of_Services.pdf
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- Solicitation number
- QTE 26-081
- Issued by
- Citrus County, Florida
About this file
This is a Scope of Services document for Citrus County, Florida's mowing and grounds maintenance contract for four library locations throughout the county. The contractor must provide comprehensive landscaping services including mowing, edging, line trimming, weed control, minor pruning, hedging, and debris cleanup at Central Ridge Library (5.02 acres), Coastal Region Library (5.35 acres), Homosassa Public Library (4.01 acres), and Lakes Region Library (9.93 acres). The scope specifies that services shall be performed approximately twenty-five times annually, with frequency determined by seasonal growing conditions and weather, potentially reducing to zero mowing visits during winter months. The county project manager establishes specific mowing dates and schedules, and all work must comply with OSHA safety standards, state and local certification requirements, and industry best practices throughout the contract term.
The contractor bears all costs for supervision, labor, materials, supplies, equipment, and must repair any damage caused by operations. Mowing must follow the one-third rule with cutting heights between 3.5 to 4 inches, include sharp blade maintenance with spare blades available, and result in professional groomed appearance with proper edging and debris removal. Contractors must submit weekly service summary emails and itemized monthly invoices by the tenth of each month for previous month services; payments are made within 45 days of invoice verification. The contract includes a performance-based liquidated damages structure where unsatisfactory work results in double the bid price for corrective actions, escalating to $500 plus county costs for repeat violations within six months, with termination possible on a third occurrence. No advance payments are permitted, locations are inspected prior to payment approval, and incomplete work invoices may result in contract termination.
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Text version
Exhibit “A”
SCOPE OF SERVICES
I. Contractor’s Responsibilities
A. Provide all supervision, labor, materials, supplies and equipment necessary to properly maintain all sites as described in these specifications.
B. Ensure the use of industry safety standards such as those set forth in OSHA for equipment operation and maintenance.
C. Repair all damage to buildings, vehicles, headstones, trees, shrubs etc. caused by the Contractor’s operations or employees.
D. Ensure that no activity shall be undertaken that will in any way disrupt, inconvenience, or endanger any member of the traveling public, either pedestrian or vehicle.
E. Comply with all State and Citrus County requirements regarding certification and licensure.
F. Compliance with the Scope of Services and performance standards must be met consistently throughout the term of the Agreement.
II. Mowing
A. In the event mowing occurs after excessive rainfall which results in an excessive accumulation of grass clippings after mowing that cannot be easily absorbed in the turf, then the excess shall be raked up and removed from the site.
B. All grass clippings shall be mulched small enough to expose all leaflets in the grass or removed from the site. No clumps shall be left.
C. Grass clippings which cannot be mulched shall be removed from the property at the Contractor's expense by the end of each workday.
D. All mowing should be done at industry speed and in a manner that provides a smooth cut without scalping and avoids damage to any trees or tree trunks.
E. A completed service visit shall include all grass mowing, blowing, line trimming, edging, and clean up.
F. All ditch areas within the prescribed area of responsibility shall be completed at the same frequency as all other tasks.
G. Upon completion of a service visit, each area shall have a completely well-groomed appearance.
H. Performance Standards-Mowing Practices & Aesthetics
• The 1/3rd Rule: Never remove more than one-third of the grass blade's height at any single mowing. This minimizes plant stress and promotes healthy root development.
• Mowing Height: Mow at a height of 3.5 to 4 inches to shade the soil, retain moisture, and strengthen the grass.
• Clean Cuts: Use sharp, balanced blades that provide a clean cut, reducing stress on the grass and preventing tearing. Spare blades shall be available at all times and changed as the cuts start to appear rough.
• Mowing Patterns: Maintain consistent line patterns and account for abnormal angles around structures to ensure a uniform and professional appearance.
I. Equipment Maintenance & Performance
• Deck & Tire Maintenance: Keep the mower deck clean to prevent clogging and ensure proper inflation of tires for even cutting.
• Belt Tension: Check and maintain proper belt tension to prevent uneven cutting.
• Appropriate Equipment: Select the right mower for the job, considering the property's size and terrain, to optimize efficiency and cut quality.
III. Edging/Line Trimming
A. Grass and weeds growing around trees, walls, walks, curbs, parts of buildings, bollards, electrical structures, dumpsters, bleachers, fence lines, ditches, berms, culverts, outpours, or other fixed objects, which are inaccessible to large mowing equipment shall be trimmed using hand-held line trimming equipment during each service visit.
B. Vining plants shall also be removed from fence lines, building walls, and bollards. Trimming may be accomplished by hand, machine, or other expeditious methods. Stems of plants or trunks of trees shall be protected from bark injury from weed trimmers.
C. All curbs, walks, trails, and edges of hardscapes shall be edged to not allow for growth over such edges.
D. All plant beds are to be maintained with a sharp and distinct edge that shall separate the plant bed from the adjoining grass areas, curbs or walkways, and other surfaces.
IV. Weed Control (Alternate Bid-contingent upon approval)
A. All landscape areas, planters, shrub beds, structures of any kind, and any item above ground shall be kept free of weeds or grass higher than specified unless specifically excluded.
B. Chemical weed controllers, liquid or granular, may be used with prior approval by the County and shall be used only as directed by the manufacturer.
C. Weeds shall be carefully (causing no damage to surrounding shrubs and trees) trimmed down to three (3) inches or below before spraying. The Contractor shall be responsible for damage to adjacent plants or turf due to chemical drift.
D. Where persistent weeds continue to grow in and around plant beds, the weeds are to be hand pulled to remove them.
E. All grass and weeds shall be removed from drainage systems to allow for better water flow.
F. When chemicals are used to kill the weeds, dead weeds must be removed by hand and the site cleaned up. Leaving dead weeds that have been killed by chemical treatment ruins the appearance of the area and is unacceptable.
V. Minor Pruning (Alternate Bid-contingent upon approval)
A. All plant material is to be pruned as determined by the County Project Manager or designated representative to maintain an orderly appearance or habit of growth. As opposed to shearing, natural pruning is recommended for plant species that do not respond, either aesthetically or health-wise to shearing (e.g., azaleas, thryallis, etc.). Never remove more than one-third of a plant's foliage at one time.
B. Proper pruning tools and techniques are expected when pruning is deemed necessary, including overgrowth, removing split and dead branches, or to improve the overall aesthetic while ensuring the best health of the tree. Minor pruning is for branches less than two (2) inches and tree canopy must be pruned up to eight (8) feet from ground level.
VI. Hedging (Alternate Bid-contingent upon approval)
A. Shall occur as needed or by Project Manager’s request in locations that have bushes or like shrubbery in order to prevent overgrowth and maintain an orderly and uniform appearance.
B. Shrubs, annuals, and ornamentals, where applicable, shall be maintained in a healthy, vigorously growing condition.
C. All hedges and shrubs shall be trimmed and maintained at the dimensions prescribed by the County Project Manager on a continuous basis. Shrubs shall be trimmed in a level and orderly manner, and all trimming shall be removed or mulched to under one (1)-inch pieces and incorporated into the bed.
VII. Clean up
A. Prior to mowing, the Contractor shall be responsible for picking up litter from all areas: lawns, planter boxes, shrub beds, etc. Debris such as paper, plastic, excessive amounts of cigarette butts and packages, cans, etc., shall be removed from areas before mowing and may be placed in the facility's solid waste containers.
B. All tree and shrub trimmings, fallen palm fronds, and shields must be removed from the grounds before mowing and removed from the site on every service visit.
C. All grass clippings, weeds, leaves, and tree debris shall be removed from curbing and removed from all drainage and curbing systems to facilitate water flow.
D. At the end of each mowing service visit, all roads, walks, drives and open space areas will be free of loose materials, trash, or debris shall be cleaned by blowing off the surface.
VIII. Mowing Frequency
A. A schedule of mowing weeks, Monday – Sunday, will be provided at the commencement of Services by the Grounds Maintenance Manager.
B. The County Project Manager shall establish the dates of mowing and related services. The services shall be pursued within the specific area until a service visit is complete.
C. All grass areas shall be mowed at intervals as determined by the County Project Manager, or designated representative, to meet seasonal requirements. Mowing frequency shall be determined by the County and may be reduced to zero mows during the winter months.
D. The number of mowing service visits per year is approximately twenty-five (25), however, service visits shall be dependent upon the weather and timing of the active growing season.
IX. Communication and Report Submission
A. Contractor must provide a designated point of contact to communicate with the Project Manager for the Grounds Management Department.
B. Contractor must communicate any issues or recommendations during the service period.
C. Contractor will provide service visit reports via email to the Grounds Maintenance Department detailing work completed and the overall assessment of the location serviced. These reports must be timely, and include all sites completed that day.
D. A service summary e-mail shall be sent to Grounds Management Department weekly (7 days) identifying the locations which were completed from the previous week as well as the schedule of locations to be serviced for the upcoming week.
E. More frequent reporting (such as daily) may be required at the discretion of the Project Manager or if compliance becomes an issue. Payments will not be processed for the work completed which does not have proper reporting and documentation.
F. An inspection of Contractor’s work will be conducted after the submission of each completion report.
X. Payments
A. Contractor shall submit an invoice monthly via email to the Grounds Maintenance Department.
The invoice shall be itemized detailing each location, the date of service, the service performed, and the charge associated with each location.
B. In accordance with Florida Statute Chapter 218.74 payments invoiced for services rendered will be made within 45 days after the date that the invoice is received and verified by staff.
C. Invoices should be received on or before the 10th day of the month for the previous month’s services.
D. No payments will be made in advance. Contractor can only invoice for complete work.
E. Locations will be inspected prior to approval of payment.
F. Submitting an invoice for incomplete work or for work not performed is subject for termination of the Agreement.
XI. Consequences for Nonperformance
It is the objective of Citrus County to obtain full performance in accordance with Scope of Services, and at the quality standards of work set forth in this Agreement. Deductions for nonperformance shall be made in accordance with the following:
1. If County deems the work provided unsatisfactory, the Contractor will be notified in writing
(email and/or certified mail) of the needed improvement(s). Failure to make corrections needed to improve the satisfactory level of service by the close of the third business day from notification will result in the following actions:
a. A liquidated damage of double the bid price of the location needing correction(s)
b. If not corrected within ten (10) business days, County staff will perform the work and a liquidated damage fee of $250 plus any costs incurred by County. County will adjust amount owed against any monies due to Contractor.
2. In the event there is a second occurrence of unsatisfactory work not being corrected in the designated time period within six months of a previous unsatisfactory performance, the liquidated damages noted above will double to $500 plus any costs incurred by County.
3. In the event of a third occurrence of unsatisfactory work not being corrected in the designated time period within a six-month period, the Contractor will be considered in default and procedures to terminate the Agreement may be initiated by County.
XII. Locations
A. Central Ridge Library (5.02 acres) 425 West Roosevelt Boulevard Beverly Hills, FL 34465
B. Coastal Region Library (5.35 acres) 8619 West Crystal Street Crystal River, FL 34428
C. Homosassa Public Library (4.01 acres) 4100 S. Grandmarch Avenue Homosassa, FL 34446
D. Lakes Region Library (9.93 acres to include overflow area) 1511 Druid Road Inverness, FL 34452
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