Final_RFB_605_2300000479_1_SO_FORM.PDF

Document ID: RFB 605 2300000479 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Landscape Maintenance District 5

Date Issued:

02/16/2023 Record Date:

02/16/2023

Solicitation Closes Date:

03/02/2023 Time:

13:30

Solicitation No:

RFB 605 2300000479

Online Bidding Prohibited: No For Information Call:

Amanda Lewis 502-782-4003

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 605 2300000479 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Provide and Install Mulch 20000.00000 SQFT

Comm Code Comm Description Manufacturer Model # Manuf Part #

98852 Landscaping (Including Design, Fertilizing, Planting, etc., Extended Description ***ONLY ONLINE BIDS WILL BE ACCEPTED FOR THIS RFB.*** Emailed and hard copies delivered by any method WILL NOT BE ACCEPTED.

See attached document "How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf".

Please enter contact person, phone number and email in the Comments Section.

Vendors should review and update if necessary all addresses and contact information for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

Mulching of Landscape Plants, Beds and Trees Provide a hardwood mulch product derived from deciduous trees with particle size less than 3" in length that has been aged a minimum of six (6) months and that is free of foreign materials and weed seed. Mulch derived from reprocessed wood or treated lumber will not be accepted.

Verification of where mulch was obtained needs to be given to KYTC prior to start of any mulching. Place and spread the mulch in a uniform manner around the individual landscape plantings, and throughout the landscape planting beds, and around the trees to a new mulch depth of four inches (4") and to a minimum distance of thirty-six inches (36") from the trunk (stem) of the landscape plantings, trees, and the perimeter of the landscape planting beds.

When creating the donut shaped mulch area around trees DO NOT stack the mulch up around the trunk touching outer bark of the tree. Pick up and dispose of all litter and branches from the area to be mulched.

The Department will approve all mulch materials prior to their use. KYTC inspector shall meet with vendor on site prior to mulch installation to inspect quality of product and reserves the right to randomly sample the material. The Department will direct the time and place for the placement of mulch materials. The areas where mulch is to be placed will be identified (marked) by stakes or with paint prior to any scheduled work.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions as incidental to this item of work.

Estimated usage quantity of 20,000 square feet is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

2 Install mulch provided by KYTC 250000.00000 SQFT

Place and spread the mulch in a uniform manner around the individual landscape plantings, and throughout the landscape planting beds, and around the trees to a new additional mulch depth of four inches (4") and to a minimum distance of thirty-six inches (36") from the trunk (stem) of the landscape plantings, trees, and the perimeter of the landscape planting beds. When creating the donut shaped mulch area around trees DO NOT stack the mulch up around the trunk touching outer bark of the tree. Pick up and dispose of all litter and branches from the area to be mulched.

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The Department will direct the time and place for the placement of mulch materials. The areas where mulch is to be placed will be identified (marked) by stakes or with paint prior to any scheduled work. KYTC inspector shall meet with vendor on site to inspect installation and approve of work provided by vendor. Mulch provided by KYTC will be derived from trees which were previously removed and processed through a chipper. Mulch provided by the Department will be accessed by the vendor at the KYTC Roadside facility located at 4334 Poplar Level Road and delivered to the mulching site by the vendor.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 250,000 square feet is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

3 Pre/Post-emergence Herbicide Application to Mulched Areas

250000.00000 SQFT

Provide and apply a preemergence herbicide to all mulched areas around the landscape plantings, the landscape planting beds, and the trees to prevent the germination and emergence of weed seed. Provide "Gallery" by Dow AgroSciences, Inc. and "Pendulum" by BASF Corporation or equal products (see the attached document for herbicide specifications) as the pre-emergent herbicides to be used on all areas. Apply the preemergent herbicides at the recommended label rate for landscape plantings unless otherwise directed by the Department. Apply the preemergent herbicide materials utilizing a "Teejet Lawn Spray Gun, Manufactured by Spraying Systems", or approved equivalent.

Provide a post-emergence herbicide and apply the herbicide to all mulched areas around the landscape plantings, the landscape planting beds, and the trees to prevent the growth of unwanted vegetation. All sucker vegetation shall be removed from trees immediately following an application. No new mulch shall be applied to landscape plantings, beds, or trees within one week of post-emergence application.

Provide "Roundup Pro" by Monsanto or equal product (see the attached document for herbicide specifications) as the post-emergent herbicide to be used on all areas, with the exception of those areas which contain junipers or ivy. Provide "Vantage" by Top Pro Specialties Corporation or equal product (see the attached document for herbicide specifications) as the post-emergent herbicide to be used on the areas containing junipers and ivy. Apply the post-emergent herbicides at the recommended label rate for each particular species of landscape plant, unless otherwise directed by the Department. Cut and remove any unwanted re-growth vegetation located within the mulched areas around the landscape plantings, the landscape planting beds, or the trees.

The Department will approve the herbicide materials prior to their use. The Department will direct the time and the place for the cutting and removal of unwanted vegetation and for the application of the post-emergent herbicides. The areas where the cutting and removal is to be performed and where the post-emergent herbicides are to be applied will be identified (marked) with stakes or with paint prior to any scheduled work. If pre-emergent and post-emergent herbicides are applied together in one tank mix the line item shall be billed as a single application and not as two separate applications. The Department reserves the right to direct whether applications shall be applied as one or two separate applications.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Provide pesticide applicators that have been certified and licensed by the Division of Environmental Services of the Kentucky Department of Agriculture as commercial applicators in Category 3 (Turf and Ornamentals).

Estimated usage quantity of 250,000 square feet is amount for one year. KYTC reserves the right to determine actual quantity needs of the

Document ID: RFB 605 2300000479 Page: 4

4 Trimming Around Landscape Plantings 150000.00000 SQFT

Trim the herbaceous and woody weedy vegetation on areas adjacent to and between landscape planting areas, utilizing hand-held trimming equipment where accessibility by vehicular mowing equipment may be difficult, to reduce the height of the vegetation from within the planting beds up to the stems and around the perimeter of the planting sites. Trim the vegetation to a uniform height that will be a maximum of one inch (1") from the ground.

The Department will direct the time and the place for the trimming of herbaceous and woody vegetation. The areas where the trimming is to be performed will be identified (marked) with stakes or with paint prior to any scheduled work.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 150,000 square feet is amount for one year. KYTC reserves the right to determine actual quantity needs of the

5 Pruning Shrub Hedges 100000.00000 SQFT

Prune landscape plantings (shrubs) as required. This will encompass the shortening of the branches of the shrubs in proportion to their growth for the purpose of making a well-proportioned plant with proper balance. Cut all branches with a slanting cut just above a live and healthy bud.

Remove branches that are dead, broken, diseased, or badly bruised, or branches that are interfering with or hindering the healthy growth of the plant with a clean cut made flush with the collar of the branch. Take care in pruning to preserve the natural character of the plant. See attached document for proper pruning procedures.

Provide trimming (pruning) and shaping of landscape shrub hedgerows utilizing powered hedge trimming equipment. The Department will approve the hedge trimming equipment prior to its use.

The Department will direct the time and the place for the application of the hedge trimming work. The areas where the trimming work is to be performed will be identified (marked) with stakes or with paint prior to any scheduled work.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 100,000 square feet is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

Document ID: RFB 605 2300000479 Page: 5

6 Prune Individual Shrubs 100.00000 EA

Prune landscape plantings (shrubs) as required. This will encompass the shortening of the branches of the shrubs in proportion to their growth for the purpose of making a well-proportioned plant with proper balance. Cut all branches with a slanting cut just above a live and healthy bud.

Remove branches that are dead, broken, diseased, or badly bruised, or branches that are interfering with or hindering the healthy growth of the plant with a clean cut made flush with the collar of the branch. Take care in pruning to preserve the natural character of the plant. See attached document for proper pruning procedures.

The Department will direct the time and the place for the pruning of landscape plantings (shrubs). The areas where the pruning is to be performed will be identified (marked) with stakes or with paint prior to any scheduled work.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 100 individual shrubs is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

7 Prune Trees 25.00000 EA

Prune trees as required. This will encompass the shortening of branches in proportion to their growth for the purpose of making a well proportioned tree with proper balance. Trees may be from twelve feet (12') to twenty feet (20') in height.

Cut all branches with a slanting cut just above a live and healthy bud. Remove branches that are dead, broken, diseased, or badly bruised, or branches that are interfering with or hindering the healthy growth of the tree with a clean-cut made flush with the collar of the branch. Take care in pruning to preserve the natural character of the tree. Prune evergreens only to the extent of removing broken or damaged branches. Do not perform under-trimming or heading-back procedures.

The Department will direct the time and the place for the pruning of the trees. The areas where the pruning is to be performed will be identified (marked) with stakes or with paint prior to any scheduled work.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 25 trees is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

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8 Planting Trees 50.00000 EA

Plant 2" caliper trees (or less) in locations designated by the Department. Trees that are damaged by the vendor in the installation process will be rejected and liquid damages will apply. Vendor shall follow "Tree Planting Specifications" included in the contract. Vendor shall not deviate from these specifications without prior written approval by the Department.

The Department will direct time and the place for installation of trees. The trees to be planted will be identified (marked) by the Department. Any damaged or wounded limbs that are not essential to the structure of the tree shall be removed after installation of the trees are complete.

Perform the required Maintain and Control Traffic work items as outlined in the Terms and Conditions and as incidental to this item of work.

Estimated usage quantity of 50 trees is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department

9 Pick-up and Delivery of Trees and/or mulch 200.00000 MI

Provide sufficient sized trailer and truck to transport a minimum of 20 trees per load or a minimum of 5 cubic yards of mulch, provided by KYTC, per delivery. Plants shall be covered with tarpaulin, or adequate protection, and secured to trailer prior to transit. Tree branches shall be tied with a gentle hand to prevent easily cracking or breaking. All precautions that are customary in the arboriculture trade shall be taken to insure the arrival of the plants in good condition. Vendor shall provide any wrap or other protection for the plant when handling, transporting or storing. Edges of machinery and/or trailer shall be padded to avoid wounding plants during handling and transit. KYTC reserves the right to reject any trees damaged by vendor.

Unit of measurement for this line item shall be per loaded mile. Estimated usage quantity of 200 miles is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

10 Miscellaneous Labor 1000.00000 MNHR

Miscellaneous labor charge for services such as dividing plant material (daylilies, liriope, etc.), hand-weeding wildflower plots, removing dead shrubs, invasive shrub removal and disposing of woody debris with branches less than 3" in diameter, and other duties as determined by the Department. If the Department determines a crew is needed, a minimum of 3 laborers and 1 foreman shall be required.

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Estimated usage quantity of 1000 man-hours for miscellaneous labor is amount for one year. KYTC reserves the right to determine actual quantity needs of the Department.

11 Brush Chipper 15.00000 DAY

Equipment to be used as requested by KYTC personnel.

Cost is per day used.

12 Skidloader 15.00000 DAY

13 Grapple bucket attachment 15.00000 DAY

Document ID: RFB 605 2300000479 Page: 8

14 Brush cutter attachment 15.00000 DAY

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 5 - Louisville District Office

8310 Westport Road

Louisville KY 40242

Document ID: RFB 605 2300000479 Page: 9

Submission Checklist

The following items will be required to be submitted with bid:

Item Price Response Time Section 1.00

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

Link: https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

***See attached document “How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf”***

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at https:// finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-

HELP (4357).

BID PRICES SUBMITTED ON COMPANY QUOTE FORMS ARE DISCOURAGED. COMPANY TERMS

AND CONDITIONS AND/OR SALES AND USE AGREEMENTS OFTEN CONFLICT WITH STANDARD

SOLICITATION REQUIREMENTS AND MAY RESULT IN REJECTION OF BID OFFER.

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

PUBLIC BID READINGS

In-person public bid readings have been discontinued by the KYTC Division of Purchases. We now offer public bid readings via telephone.

Any person wishing to hear a bid reading may call the conference line at 866-830-9434, Participant Code 21327950, at 3:00 pm, Eastern Time on the bid closing date.

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission. If the items below are not submitted with the bid, the Commonwealth MUST deem the bid non-responsive and SHALL NOT be considered for award.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

All other items MUST be submitted prior to award however, vendors are strongly encouraged to include with bid submission.

Document Description Page 10

2300000479 Landscape Maintenance District 5 https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY FOREIGN

ENTITY (See Section 2.26)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

_____ CERTIFICATE OF INSURANCE (See Section 1.01)

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

The General Conditions and Instructions for Solicitations and Contracts shall be incorporated by reference in each solicitation and resulting contract. Therefore, it is the bidder's responsibility to access and read these General Conditions at: : https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx scroll down to Procurement Services- Procurement, double click on the file named FAP 110-10-00 General Conditions and Instructions for Solicitations and Contracts or request a copy by contacting the KYTC Division of Purchases buyer named in Section 3.01. Every person submitting a bid to the Commonwealth shall be deemed to have assented to these conditions by the act of bidding.

Section 1 - Scope of Work - Service

1.00-Specifications of Service Requirements

The resulting Master Agreement will be for the maintenance of landscape plantings for the Kentucky Department of Highways in District Five. These plantings are located at designated areas on the rights-of-ways of interstate and other arterial routes in district 5.

The term "Department", as applied to this Master Agreement will be understood to be synonymous with the terms, "Commonwealth of Kentucky, Transportation Cabinet, or Department of Highways". The term "Vendor" will be understood to be synonymous with the term "Contractor".

The Vendor guarantees the ability to provide a minimum of one (1) complete crew at any given time during the term of the Master Agreement. Minimum requirements for a complete crew will be that necessary for performing the work in a proper and timely manner and will be comprised of three (3) laborers/equipment operators, one (1) supervisor for a total of four (4) workers, and a vehicle for supplies and transportation. The bidder shall provide a qualified foreman/supervisor (stays with the working crew on site) who possesses an accreditation in arboriculture and landscaping licenses/certificates both, such as:

ISA certified arborist, pesticide certification, nurseryman certification, landscaping/horticulture degree, etc.

Bidder shall provide verifiable professional credentials upon submission of bid and shall be approved by the Department.

The Vendor guarantees to begin work within _________ calendar day after the receipt of a Delivery Order.

Terms and Conditions:

Comply with all applicable federal, state, and local laws, ordinances and regulations governing safety, provide all safeguards needed for employees and equipment, and secure all permits and licenses that may be required.

Conform all equipment to all prevailing Occupational Safety and Health Administration (OSHA) regulations. Always require all operators and other employees, on the job site, to wear safety vests that conform to OSHA regulations.

The Department will conduct a pre-work meeting with the Vendor (Contractor) prior to any work being performed. Vendor shall provide at least one representative to be in attendance. At this time, Document Description Page 11

2300000479 Landscape Maintenance District 5 https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx the Vendor will be made aware of the status of the work that is to be performed, required items of work and their level of performance, and an approximate time frame schedule for each cycle of work to be performed. The Department shall document the meeting, recording the date, time, location, all in attendance, and the work items and questions discussed. The Department will utilize Form TC 63.28 Daily Inspection Report or a Departmental approved substitute for documentation of work performance. At the pre-work meeting the contractor shall provide to the Department a list of the certified applicators including their certification numbers.

Work will be performed under the supervision of the Chief District Engineer of the Department of Highways, or his designee, and the Department will direct the time and place for the operation of all items of work to be performed under this Master Agreement. The schedule of work at site locations and the item of work that is to be completed may vary due to weather and soil conditions at the time work is scheduled to be performed.

Begin work on each specified item required under the resulting Master Agreement at the designated site location(s) within the guaranteed response time after receipt of a Delivery Order (hard copy). Delivery Orders may be placed by telephone, fax, or other method of communication by any authorized employee of the Transportation Cabinet. Delivery Orders placed in a manner other than hard copy will be confirmed on hard copy.

Notify the Roadside Environment District Administrator, or his representative, of the day work will begin on the requested Delivery Order and of each subsequent day work will be performed so that the work can be inspected. Failure to provide this notification will result in non-payment of any work for that day.

Complete the work in a continuous manner once work has begun. Long periods of work interruption will not be satisfactory and may be grounds for cancellation of the Master Agreement.

Work performance which does not conform to these terms and conditions or which is otherwise unsatisfactory will result in an immediate suspension of all work operations and the assessment of a penalty of $250.00 for each occurrence. Operations will remain suspended until the situation has been corrected and approval has been given for work operations to resume.

Failure to respond to a request for work (Delivery Order) within the guaranteed response time will result in the assessment of liquidated damages. These damages will be in the amount of $250.00 per calendar day for each day beyond the time required for work to be performed.

The quantities of each item of work to be submitted for payment will be the actual quantity of work performed and completed by the Contractor for each specified item of work as designated on the Delivery Order.

The Department will approve the performance of the work at each specified location before requiring the Contractor to proceed to the next scheduled location.

It is herein set forth that the quantities are estimates only and that the actual usage will be determined by the needs of the Kentucky Department of Highways.

Other Terms and Conditions:

Damage to Highway Property:

Do not damage turf areas, slopes, trees, shrubs, signs, delineator posts or other roadside features during landscape maintenance activities. Injury from herbicides to desirable trees, shrubs, and turf shall not be permitted. When damage does occur to turf, slopes, trees, shrubs, signs, delineator posts or other roadside features as a result of landscape maintenance activities, replace or repair the same in like kind at the direction of the Engineer at no cost to the Department. When damaged property resulting from landscape maintenance activities has to be repaired or replaced by the Department, the cost of the work will be deducted from payment due the Contractor.

Maintain and Control Traffic:

Maintain and Control Traffic for a Shoulder Closure on a Multi-lane Highway and establish a work zone in accordance with the Kentucky Department of Highways Standard Specifications for Road and Bridge Construction, Current Edition, the Manual on Uniform Traffic Control Devices (MUTCD), Current Edition, and the Kentucky Department of Highways Standard Drawings, Current Edition, or Sepia Drawings, Current Edition. These standard drawings, or sepia drawings, should address most case scenarios that would occur during the performance of the work. However, the Contractor is responsible for utilizing the appropriate Standard Drawing(s), or Sepia Drawing(s) for any other case scenario that may occur.

Provide and place work zone warning signs that conform to Section 112.02.04 of the Standard Specifications, Current Edition, to notify the traveling public of the landscape maintenance operations.

Document Description Page 12

2300000479 Landscape Maintenance District 5

Provide signs that are forty-eight inches (48F0B2) by forty-eight inches (48F0B2) in size, diamond shaped with black series “C” letters eight inches (8F0B2) in height on an orange background with a black border.

Place work zone warning signs on the shoulder of the roadway as directed by the Department at the beginning of each workday prior to any work being performed and remove the work zone warning signs after work activities cease at the end of each workday.

Perform the “Maintain and Control Traffic” item of work as incidental to all other items of work included in this Master Agreement.

A link to the Manual on Uniform Traffic Control Devices can be found at:

http://mutcd.fhwa.dot.gov

A link to the Standard Drawings can be found at:

http://transportation.ky.gov/Highway-Design/Pages/2019-Standard-Drawings.aspx

A link to the Standard Specifications can be found at:

http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx

Pesticide Applicators:

Provide pesticide applicators that have been certified and licensed by the Division of Environmental Services of the Kentucky Department of Agriculture as commercial applicators in Category 3, Turf and Ornamental.

TREE PLANTING SPECIFICATIONS

PLANT MATERIAL

Plant materials shall conform to the requirements herein specified.

Quality: Plants shall be sound, healthy, vigorous, and free from plant diseases, insects, and other defects.

They shall possess a well-developed branching structure, straight trunk, and healthy normal root system.

Plants shall be nursery grown stock and freshly dug.

All plants shall have been grown under climatic conditions similar to those in the locality of the project site or shall have been acclimated to the conditions of the locality for at least two (2) years unless otherwise approved by the Department. Plants shall not be pruned prior to delivery except as authorized by the

Measurements: The height and spread of all plants, and the height of tree trunks to foliage line, shall be measured 6” above the surface of the ground. No pruning of branches to obtain the desired effect shall be performed before delivery to the site unless authorized by the Department.

The minimum sizes of balls, ball depths and ball diameters shall be in accordance with recommended balling and burlap specifications as set forth in the American Standard for Nursery Stock (ANSI Standards).

Tree Digging and Moving: All plant materials shall be adequately balled & burlapped with balls not less than the diameter specified and of sufficient depth to incorporate all the roots. No plant shall be accepted when the ball of soil surrounding its roots has cracked or broken prior to the process of planting. Plants shall be covered with tarpaulin or adequate protection during transit. All balled & burlapped plants that cannot be planted immediately upon delivery shall be heeled in or covered with mulch and watered until planted.

All container grown nursery stock shall be healthy, vigorous, well rooted, and established in the container in which it is growing. Container grown nursery stock shall have a well-established root system reaching the sides of the container to maintain a firm ball when the container is removed but shall not have excessive root growth encircling the inside of the container. Container grown stock will only be permitted with prior written approval from the Department.

It is recognized that certain containers may be designed or treated to retard circling roots around the inside of the container, and that they are acceptable in the trade. Size of root ball for size of plants shall meet specifications listed in the American Standard for Nursery Stock. The container shall be sufficiently rigid to hold the ball shape and to protect the root mass during transit.

INSPECTION

Document Description Page 13

2300000479 Landscape Maintenance District 5 http://mutcd.fhwa.dot.gov http://transportation.ky.gov/Highway-Design/Pages/2019-Standard-Drawings.aspx http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx

Nursery Inspection: The Department may, at its discretion, inspect and tag nursery stock purchased under this contract prior to it being dug. It is best to reject plants at this time before transporting to planting site that don’t meet ANSI standards.

Planting Inspection: The Department may, at its discretion, inspect planting operations or temporarily stored trees. If planting operations are not in accordance with required specifications, the Department reserves the right to refuse payment for work performed. Vendor shall replace any nursery stock and/or make corrections as determined by the Department to bring work in compliance per specifications.

PLANTING METHODS

Vendor Responsibility: Vendor shall contact B.U.D. (Before You Dig-#811), prior to digging holes for installation of trees, in order to locate any underground utilities one (1) week prior to digging. The vendor shall be responsible for barricading planting holes until planting is completed. Any staking or caution tape needed shall be provided by the vendor. Any extra or improperly located planting holes shall be immediately filled-in, seeded, and covered with straw at the vendor’s expense.

Planting Holes and Placement: All trees shall be planted in holes of sufficient size to accommodate the plant’s root system. They shall be planted in holes at least 12” wider on each side of their root ball. Trees are to be planted at or slightly above ground level, so the flare of the tree is exposed.

Occasionally, trees are planted too deeply at the nursery. Therefore, it is imperative to expose the trunk flare on each balled & burlapped tree before the planting pit is dug. The trunk flare is the point where the roots begin to branch from the trunk (the top of the rootball is not always the trunk flare). This allows the proper planting depth to be accurately measured. The planting depth is measured by placing a stake across the top of the hole and using a ruler to measure the accurate depth of the hole. Once the planting depth is established, measure the depth of the rootball (up to the trunk flare) to make sure that the measurement is correct. Soil adjustments shall be made prior to placement of tree’s rootball into planting hole.

Trees shall be set to such a depth that the finished grade level of the plant after settling is approximately the same as that at which the plant was ground with the flare of tree exposed. It is imperative to maintain the integrity of the rootball until it is secure in the hole and to lift, or roll, the tree by the rootball, and not the trunk of the tree; otherwise, bruising and internal damage may result to the tree. All plants shall be centered in the planting pit, planted upright, and situated to present the best appearance.

When a tree is designated to be planted where a stump 4” or under in diameter exists, the vendor shall remove the stump at no additional cost to the Department. If a stump greater than 4” is encountered, and it cannot be readily removed, the Vendor shall notify the Department immediately. All stumps and debris shall be removed from the site. Any broken or damaged limbs, that doesn’t affect the tree’s main structure, shall be pruned to remove the defect.

Backfill: The hole shall be backfilled with existing soil placed in layers around the rootball. Each layer shall be carefully tamped in place so as to avoid injury to the roots and add stability. There shall be no more than 1” of backfill covering the rootball after planting. The backfill surrounding trees installed in sidewalk cuts shall be left level with the existing grade of the sidewalk. All debris, rock, and excess soil shall be removed and disposed offsite upon completion of the task.

Watering: Thoroughly water all trees immediately after planting. This shall mean full saturation of all the backfill in the pits within twenty-four (24) hours after planting. Failure to adhere shall result in liquidated damages, which will include nonpayment for the planting plus the costs incurred for the tree. When planted, watered, and fully settled, the tree shall be in a vertical position.

Mulching: Double processed hardwood mulch shall be placed around newly planted trees, within twenty-four (24) hours after planting, to a depth of 3” and to a diameter, that will cover all of the disturbed soil, up to a minimum of 4 ft. Mulch shall not be placed directly on the tree trunk. When installing street trees in concrete sidewalk cuts, the entire cut out area shall be mulched.

Document Description Page 14

Tree Wrap: All tree wrap shall be removed from the trees upon completion of planting, unless otherwise instructed by the Department. All nursery tags, rope, flags, or debris shall be removed and disposed offsite at the end of the day.

Wire Cages/String: All nylon or non-biodegradable string or rope shall be removed from the tree, rootball, and/or planting hole prior to planting. The burlap surrounding the top of the rootball shall also be cut and pulled away from the trunk; excess burlap cut off on the top with remainder of burlap tucked down around the perimeter of the planting hole prior to backfilling with soil.

Wire baskets shall be cut away on the bottom of the rootball with wire cutters before placing the rootball in the planting pit. After tree is positioned in the pit, cut down the sides of the wire basket to remove the remainder of the wire basket.

District Location and Contact Person:

District Five – Louisville Roadside Maintenance 4334 Poplar Level Road Louisville, Kentucky 40213 Phone: (502) 458-3432 (office) Phone: (502) 322-5484 (cell) Attention: Cindy Marquel, Roadside Environment District Administrator Email: Cindy.Marquel@ky.gov

Bidders are encouraged to inspect the site where services are to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract, to the extent that such information is reasonably obtainable. In no event shall a failure to inspect the sites constitute grounds for a claim after award of the contract. Any Contractor or Vendor who desires to review the work involved in this Master Agreement should contact Cindy Marquel, Roadside Environment District Administrator, at the Louisville Roadside Maintenance Barn in Louisville, Kentucky at (502) 458-3432.

Pricing information shall not be made known in any form to agency representatives during the site visit.

Failure to comply with this restriction shall be cause for rejection of a bid.

1.01-Insurance

The successful bidder shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance with limits of liability of $1,000,000.00 per occurrence.

2. Kentucky worker's compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

The successful bidder shall furnish an ACORD Certificate within ten (10) days of notice of intent to award with:

A. The certificate holder listed as:

Kentucky Transportation Cabinet Division of Purchases 4th Floor East 200 Mero Street Frankfort, KY 40622

B. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from this solicitation.

C. The contract number in the Description of Operations box.

Failure to furnish said certificates or to indicate the contract number shall be grounds for cancellation of the contract.

The successful bidder shall provide an up-to-date copy of the certificate upon renewal of the policy.

Failure to do so shall result in cancellation of the contract.

Document Description Page 15 mailto:Cindy.Marquel@ky.gov

The insurance shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the agencies.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at http://insurance.ky.gov/ company. Failure to meet this requirement may result in the bid being deemed non-responsive.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

Section 2 - Terms and Conditions of the Contract

2.00 – Scope of the Contract

The Kentucky Transportation Cabinet Division of Purchases issues this solicitation on behalf of the Division of Maintenance to award a master agreement contract for: Landscape Maintenance District 5

2.01 - Contract Components and Order of Precedence

The Commonwealth’s acceptance of the offer indicated by the issuance of an Award by the KYTC Division of Purchases shall create a valid Master Agreement consisting of the following:

1. The written Master Agreement between the Parties;

2. Any Addenda to the Solicitation;

3. Any provisions of the Solicitation and all attachments thereto;

4. The Bidder’s response to the Solicitation, and

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions;

(d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

2.02 - Initial Contract Period

The Master Agreement will be for the initial period beginning upon award and expiring March 31, 2024.

2.03 - Optional Renewal Period

This Master Agreement may be extended at the completion of the initial contract period for four (4) additional one-year periods. This extension must have the written approval of the vendor and the KYTC Division of Purchases. The Commonwealth of Kentucky reserves the right to renegotiate any terms and/ or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

2.04 - Divisions/Agencies to Be Served

This contract shall be for use by the following Divisions/Agencies of the Kentucky Transportation Cabinet:

Division of Maintenance and Highway District 5

No shipments or services are authorized until an official Delivery Order has been fully processed by an authorized agency.

2.05 - Quantity Basis of Contract

Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies

Document Description Page 16

2300000479 Landscape Maintenance District 5 http://insurance.ky.gov/company http://insurance.ky.gov/company http://www.ambest.com during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

2.06 - Exception to Required Use of Contract

The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to acquire large requirements through other competitive processes.

2.07 - Basis of Price Revisions

PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the Master Agreement shall be firm for the contract period subject to the following:

A. Price Increases: A price increase will not be allowed during the first twelve (12) months of the contract.

Only one price increase will be allowed during the contract period. The price increase must be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty

(30) days prior to the effective date, and shall provide firm proof that the price increase(s) is justified. The KYTC Division of Purchases may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KYTC Division of Purchases. Notice of withdrawal must be provided a minimum of forty-five (45) days prior to the effective date however the vendor must continue service at the contract prices until a new contract can be established (usually within sixty (60) days).

B. Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the KYTC Division of Purchases with notice of any price decreases as soon as such decreases are available.

C. Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required “A.

Price Increases”. One (1) additional price increase may be granted during the extended contract period.

This price increase will not be allowed during the first six (6) months of the extended contract period and will be subject to the conditions in “A” above.

2.08 - Addition or Deletion of Items or Services

The KYTC Division of Purchases reserves the right to add new and similar items, with the consent of the vendor, to the contract. If an addition is agreeable to both parties, the KYTC Division of Purchases will issue a Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

2.09 - Changes and Modifications to the Contract

During the period of the contract, a modification shall not be permitted in any of its conditions and specifications, unless the contractor receives electronic or written approval from the KYTC Division of Purchases. If the contractor finds at any time that existing conditions make modification in requirements necessary, the contractor shall report the matter promptly to the KYTC Division of Purchases for consideration and decision. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

2.10 - Reduction in Contract Worker Hours/Employee Furlough

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. The reduction of hours may be applicable to those contract workers that provide a service in state government buildings on a regularly scheduled basis, such as janitorial, security guard, mailing services, and food services. These services will be reduced in hours only in those circumstances where the buildings will be closed. A notification will be sent to the contract holder in advance of any scheduled reduction in contract hours.

2.11 - Basis of Shipment

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Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency. The responsibility for filing freight claims lies with the vendor.

2.12 Delivery Orders for Services

No services are authorized until an official Delivery Order has been fully processed by an authorized agency or payment has been made via Pro-Card.

Penalties assessed for delays in response or completion time will be calculated based on the date of the Delivery Order and the response/completion time stated in Section 2.13

Payment shall be made against the actual quantities of work performed. The Delivery Order shall be modified to adjust quantities if needed.

Any work assigned prior to contract expiration will be considered cancelled if the work has not been initiated at the time of expiration. There will be no claim for damages allowed by reason of cancellation thereof.

If additional time is needed to complete assigned work, please send a request to the Division of Purchases two weeks prior to expiration date. Per Section 2.28, this extension shall not exceed ninety

(90) days.

2.13 - Notices

The Division of Purchases Buyer identified below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail) concerning this procurement shall be submitted to:

Amanda Lewis Division of Purchases Kentucky Transportation Cabinet Phone: 502-782-4003 E-mail: Amanda.Lewis2@ky.gov

From the issue date of this solicitation until a Contractor(s) is selected and the selection is announced, Offerors are not permitted to communicate with any Commonwealth staff concerning this…