FAIRGROUNDS PLANTING AND MULCH.docx

PROJECT DESCRIPTON

DNR GENERAL SERVICES - FAIRGROUNDS – 632 E. 11TH AVENUE, COLUMBUS, OHIO

The Ohio Department of Natural Resources Office of General Services is seeking bids for flower planting and mulch for the DNR Park at the State Fairgrounds.

Specifications: General material for use and planting material noted below, along with information and requirements from the supplier

• 38 planter pots with materials to be placed in different areas as directed (see below)

• 2 areas (Raised bed) near pavilion with Red cannas, Blue salvia, white vinca, Red Dahlias, Red/White petunias (plant material open for discussion)

Flagpole bed requiring a mound of fresh topsoil, plants, and flowers to spell out ODNR using same plants and flowers mentioned/or in discussion

Entire existing flower bed to east and west of flagpoles to have mixed annuals (approx. 8 flats with full color/and 10-12 perennial grasses)

• Bed location across from Smokey the Bear determined for lettering to spell OHIO using same plants and flowers mentioned/or in discussion

• Supplier will fertilize, manicure, water, weed and maintain all beds and planter pots until August 1st, 2025

• Flower Care/bed weed maintenance of approx. 22-24 visits (2x week for 10-week period. Flower planting by May 31st,2025 while in supplier care. Delivery July 21/22 - State Fair start date while in DNR park

Planter/Pots (38 total) - These containers would consist of tropical planting and Petunia, Begonias, Coleus, Ageratum, Jasmine Tobacco, Million Bells, and Ohio Natives, (full bright colors). These planter/pots can be stored by the awarded bidder and maintained until DNR time frame of delivery to State Fair, July 21/22nd – 2025. The contractor would add topsoil, potting soil, and the above plant material to the existing and be ready for viewing and delivery on or around July 21st/22nd – 2025.

Pots - Pleated Planters (black)

• Material: Plastic/polystone type

• Color: Black containers

• Large size - 27” tall / 23’ wide approx.

• Medium size - 20” tall / 18” wide approx.

Mulch: 340 cubic yards of blown-in or manually spread triple processed brown mulch.

Delivery: 632 E. 11th Avenue, Columbus, Ohio

F.O.B. DESTINATION/PRE-PAID/ALLOWED. The Contractor must provide Deliverables under this Contract F.O.B. Destination/Pre-Paid/Allowed. The place of destination will be specified by the Ordering Agency on the agency’s purchase order or other ordering document. Cost of the freight must be borne and paid by the Contractor unless otherwise stated.

All risk of loss, regardless of the cause, will remain with the Contractor until title to the Deliverable passes to the State. Unless otherwise provided in this Contract, the State will determine whether the Contractor provided each Deliverable required in this Contract and has fully met all work requirements of this Contract. Title to any Deliverables will pass to the State on Acceptance of the Deliverable.

Evaluation: The contract will be awarded to the lowest responsive and responsible bidder as determined by the State.

Contract Award: The contract will be awarded to the lowest responsive and responsible bidder.

Preferences: The State will apply all preferences pursuant to Ohio Administrative Code 123:5-1-06.

Following the initial evaluation and scoring, all Proposals will be considered for preferences. Preferences will be calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third preferences. The preferences shall be combined and applied as a total percentage of the original Proposal to determine the score for evaluation purposes.

Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference. For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will be deemed as not qualifying for that preference.

(a) For the Buy American preference, if any Offeror offers a product that is not a domestic source end product, the State will add the applicable percentage of the total available points to the total score of each Offeror offering a domestic source end product.

(b) For the Buy Ohio preference, if any Offeror is a Buy Ohio Offeror claiming the preference, the State will add the applicable percentage of the total available points to each Buy Ohio Offeror’s total score.

(c) If claiming the preferences in (a) and (b) based on the product(s) offered, an Offeror is only eligible to receive the preference if the cost of the product(s) offered exceeds 50% of the total offered cost for products and services. A Buy Ohio Offeror is also eligible to receive the Buy Ohio preference based on its significant economic presence in Ohio or a border state.

(d) For the Veteran-Friendly Business preference, the State will add the applicable percentage of the total available points to any certified veteran-friendly business Offeror’s total score.

Contract Award:

The contract will be awarded to the lowest responsive and responsible bidder by line item.

Contracting Documents:

When purchasing services, the awarded supplier will be required to sign an Addendum to Bid Quote or Personal Services Agreement. You will also be asked to complete and sign an Affirmation and Disclosure form. Sample documents included.

Standard Terms and Conditions document(s) is also included for your review.

Site Visit: Prior to submitting a bid response, offerors are encouraged to visit the location.

A site visit is scheduled for contractor site visit will be available to any interested contractor wanting to bid on the flower and mulch project at the DNR Park at the State Fairgrounds. Please meet Jim Duty at the DNR PARK AT THE STATE FAIRGROUNDS @ 632 E. 11TH AVENUE, COLUMBUS, OHIO at 10:00 a.m.

Once a contract is awarded, the failure of the bidder to have visited the site to become familiar with the facility and requirements of the bid will be insufficient reason to support any request to be released from the contract.

Bill to information: Invoices Origin-DNR-488

All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are two options available to submit invoices to FSS:

· EMAIL the invoice to: invoices@ohio.gov

· MAIL the invoice to: Financial Shared Services, PO Box 182880, Columbus, Ohio 43218-2880 In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to FSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax. Tax Exemption #31-1334820.

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 2026.

11. Any goods/services received after June 30, 2026, will require a new PO.

All fields mentioned above are required to be considered as a correct invoice. Failure to provide this information will result in a returned invoice and delayed payment.

2 | Page image1.png