Final_RFB_605_2500000528_1_SO_FORM.PDF

Document ID: RFB 605 2500000528 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Landscape Maintenance Woodford Co Rest Area

Date Issued:

03/06/2025 Record Date:

03/05/2025

Solicitation Closes Date:

03/21/2025 Time:

13:30

Solicitation No:

RFB 605 2500000528

Online Bidding Prohibited: No For Information Call:

PAIGE GRASS

502-564-4630

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 2500000528 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Mowing, Edging, Trimming 690.00000 ACRE

Comm Code Comm Description Manufacturer Model # Manuf Part #

98836 Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimmi

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 persons for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

Grounds Maintenance (Mowing and Trimming)

Mow and trim the lawn area of the Rest Area grounds consisting of approximately twenty-three (23) acres per cycle, nine (9) acres at the eastbound facility and fourteen (14) at the westbound facility. The estimated acreage to be mowed is 23 acres per mowing cycle with an estimate of 30 cycles for the mowing season. This amount may vary based upon weather conditions, and the actual number of cycles shall be determined by the Department.

Perform the mowing operation with commercial grade turf type mowing equipment not less than 48" and not more than 72" in width. A small push type mower may be utilized for trimming. Farm tractors with rotary finish mowers will not be allowed. Mow the grass to a minimum height of 3". Correct any uneven or streaked mowing immediately.

The Department will direct the time and place for mowing to begin. If a mowing cycle is delayed because of weather conditions or other problems that results in a build up of grass clippings (bio-mass), remove or disperse the clippings over the area to eliminate unsightly build-up of debris and to prevent the smothering of the turf.

Perform trimming operations after each mowing cycle. Perform trimming operations around mulched areas, trees, picnic table pads, trash containers, curbs, sign posts or other obstacles located on the grounds. Blow or sweep clippings off of all concrete surfaces after trimming is completed.

Perform trimming along concrete edges as needed to keep all growth from encroaching over the sidewalks, curbs, picnic pads and other concrete areas.

Utilize a hand-held string trimmer or power edger to perform the trimming operation. The use of herbicides will not be used to keep the growth from the sidewalks or curbs with the exception of those areas where there is growth in cracks (Refer to Line 0003 for products and procedures).

2 Mulching 1000.00000 SQFT

98852 Landscaping (Including Design, Fertilizing, Planting, etc., Mulching landscape plantings, landscape beds, & trees Provide a mulch material that consists of #1 shredded hardwood that has been aged a minimum of six (6) months and that is free of foreign materials, wood preservatives and weed seed. Any existing weeds in the mulched area should be cut/pulled and removed from the site prior to the addition of mulch. Place and spread the mulch in a uniform manner around the landscape plantings, around and throughout the landscape beds and around the trees to a 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 periphery of the landscape planting beds. All mulch placed around individual trees must be arranged in a "doughnut" shaped configuration. The approximate

Document ID: RFB 605 2500000528 Page: 3 amount of mulched area is 1000 square feet. The actual area shall be determined by the Department.

The Department will approve all mulch materials prior to their use. 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 by the Roadside Environment District Administrator.

3 Pre-emergent and Post-emergent Weed Control - Beds

1000.00000 SQFT

Pre-emergence and Post-emergence Weed Control - Landscape Plantings Provide and apply a pre-emergent 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 pre-emergent herbicides at the recommended label rate for landscape plantings unless otherwise directed by the Department. Apply the pre-emergent herbicide materials utilizing a "Teejet Lawn Spray Gun", manufactured by 'Spraying Systems, Inc.' or equal. These herbicides shall be used as pre-emergence treatment of joints in sidewalks and concrete pads. The approximate amount of area is 1000 square feet. The actual area shall be determined by the Department

The Department will approve the herbicide material prior to its use. The Department will direct the time and place for the application of the pre-emergent herbicide. The areas where the pre-emergent herbicide is to be applied will be identified by the Roadside Environment District Administrator prior to any scheduled work.

Provide a post-emergent herbicide and apply the herbicide to all mulched areas around trees to control the growth of unwanted vegetation. Post-emergent herbicides may not be used in landscape planting beds. Provide Round-Up Pro by Monsanto or equal product (see the attached document for herbicide specifications) as the post-emergent herbicide to be used on all areas. Apply the post-emergent herbicides at the recommended label rates unless otherwise directed by the Department. This herbicide may be used for the treatment of vegetation in sidewalk joints. Treatment of vegetation in sidewalk joints shall be included in Line Item 15. Cut and remove any unwanted re-growth vegetation located within the mulched areas around the trees.

The Department will approve the herbicide materials prior to their use. The Department will direct the time and place for the cutting and removal of unwanted vegetation and for the application of the post-emergent herbicides.

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

4 Pre-emergent and Post-emergent Weed Control - Turf Areas

23.00000 ACRE

Pre-emergence and Post-emergence Weed Control - Turf Provide a pre-emergent herbicide and apply herbicide to all primary turf areas to control germination of unwanted weed seed. Provide 'Dimension' by Dow AgroSciences or approved equal (see the attached document for herbicide specifications) as the pre-emergent herbicide to be used on all primary turf areas. Apply the pre-emergent herbicide at the recommended label rate unless otherwise directed by the Department.

Provide a post-emergent herbicide containing primarily 2,4-D or a derivative thereof, or approved equal (see the attached document for herbicide specifications) as the herbicide to be used on all areas. Apply herbicide to primary turf areas for control of certain broadleaf weeds. Apply the post emergent herbicide at the recommended label rate for cool season turf unless otherwise directed by the Department.

The Department will approve the herbicide materials prior to their use. The Department will direct the time and place for the application of the herbicide. The areas where the herbicides are to be applied will be identified by the Roadside Environment District Administrator prior to any scheduled

Document ID: RFB 605 2500000528 Page: 4 work. The approximate area is 23 acres. The actual area shall be determined by the Department.

Provide pesticide applicators that have been certified and licensed by the Division of Pesticide Regulation of the Kentucky Department of Agriculture as commercial applicators in Category 3 Ornamental Turf and Lawn Care.

5 Landscape Insect Control 1000.00000 SQFT

Landscape Insect Control Provide and apply an insecticide to all individual landscape plantings, multiple landscape plantings in beds and trees to prevent damage to the plant material by insects. Provide 'Mavrik Aquaflow' by Wellmark, Inc. or equal product (see the attached document for insecticide specifications) as the insecticide to be used for insect control. Apply the insecticide at the recommended rate for each specific insect pest, unless otherwise directed by the Roadside Environment District Administrator.

The Department will approve the insecticide material prior to its use. The Department will direct the time and place for the application of the insecticide.

The areas where the insecticide is to be applied will be identified prior to any scheduled work. The approximate amount of area is 1000 square feet. The actual area shall be determined by the Department

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

6 Trimming of Herbaceous Plantings 1000.00000 SQFT

Trimming of Herbaceous Plantings Trim the herbaceous vegetation of "Day Lily" Beds adjacent to or between landscape plantings to reduce the height of the vegetation. Trim the dead stems after plants have finished blooming and remove dead foliage before mulching.

The Department will direct the time and place for the trimming of the herbaceous vegetation. The areas where the trimming is to be performed will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate amount of area is 1000 square feet. The actual area shall be determined by the Department

Document ID: RFB 605 2500000528 Page: 5

7 Prune Landscape Shrubs (Individual Plants) 10.00000 EACH

Pruning/Shearing of Landscape Plantings - Shrubs (Individual) Prune landscape plantings as required. This will encompass the shortening of the shrub branches in proportion to their growth for the purpose of proper plant balance. When hand pruning, 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.

When mechanically sheering, take care not to remove more growth than needed as to ensure proper plant health and balance.

The Department will direct the time and place for the pruning of landscape plantings (shrubs). The areas where the pruning and/or sheering is to be performed will be identified by the Roadside Environment District Administrator prior to scheduled work. An approximate number of shrubs for pruning is ten (10). The actual number shall be determined by the Department

8 Pruning Mass Plantings - Shrubs 500.00000 SQFT

Pruning/Shearing of Mass Landscape Plantings - Shrubs Prune landscape mass plantings (shrubs) as required. This will encompass the shortening of the branches of the shrubs in proportion to their growth for the purpose of proper plant balance. When hand pruning, 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. When mechanically sheering, take care not to remove more growth than needed to ensure proper plant health and balance.

The Department will direct the time and the place for the pruning of landscape plantings (shrubs). The areas where the pruning or sheering is to be performed will be identified (marked) by the Roadside Environment District Administrator prior to scheduled work. The approximate amount of area is 500 square feet. The actual area shall be determined by the Department

9 Pruning Landscape Plantings - Trees 10.00000 EACH

Pruning of Landscape Plantings - Trees 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 thirty five (35') in height.

Document ID: RFB 605 2500000528 Page: 6

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 place for the pruning of trees. The areas where the pruning is to be performed will be identified by the Roadside Environment District Administrator prior to any scheduled work. An approximate number of trees for pruning is ten (10). The actual number shall be determined by the Department.

10 Removal of Trees and Shrubs 5.00000 EACH

Removal of Trees and Shrubs Remove dead trees and shrubs from the landscape and from the landscape beds as required. Trees and shrubs to be removed will not exceed thirty-five feet (35') in height.

The Department will direct the time and place for the removal of dead plant material. All biomass shall be disposed in a manner acceptable and in compliance with all local, state, and federal laws and regulations. The trees and/or shrubs will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate number of trees and shrubs for removal is five (5). The actual number shall be determined by the Department

11 Landscape Fertilization - Trees, Shrubs and Beds

1000.00000 SQFT

Landscape Fertilization - Trees, Shrubs, Day lillies, and Planting Beds.

Provide and apply 19-19-19 commercial grade fertilizer to the mulched areas surrounding all landscape plantings and trees. Apply the fertilizer at a rate that will provide two pounds (2 lbs.) of Nitrogen per one thousand square feet (1000 Sq. Ft.).

The Department will approve the fertilizer material prior to its use. The Department will direct the time and place for the application of the fertilizer. The areas to be fertilized will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate amount of area is 1000 square feet. The actual area shall be determined by the Department

Document ID: RFB 605 2500000528 Page: 7

12 Fertilization - Turf Grass 23.00000 ACRE

Turf Grass Fertilization Provide commercial grade granular fertilizer containing a 19-19-19 ratio. Apply to primary turf, as directed by the Department, to provide a total of three

(3) pounds of actual nitrogen per 1000 square feet or 700 pounds 19-19-19 per acre.

The Department will approve the fertilizer material prior to its use. The Department will direct the time and place for the application of the fertilizer. The area where the fertilizer is to be applied will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate area of fertilization is 23 acres. The actual area shall be determined by the Department.

13 Leaf Removal 3.00000 ACRE

Leaf Removal Remove leaf material from fine turf areas. Place leaf material in plastic bags as needed and store the bags in designated areas for removal by the Department. Furnish all equipment and materials needed to complete the leaf removal process. Perform the leaf removal operation as directed by the District Rest Area Coordinator. The Department will direct the time and place for the removal of leaves from the turf areas. The areas where leaf removal operations will be performed will be measured in half acre increments and will be identified by the Roadside Environment District Administrator prior to any scheduled work being performed. The approximate area is 3 acres. The actual area shall be determined by the Department.

14 Weeding Landscape Beds 1000.00000 SQFT

Weeding Landscape Planting Beds Remove and dispose of any and all foreign weed material from all planting beds encompassed within the inner island between the parking areas. Perform weeding activities on a bi-weekly basis as needed, or as directed by the District Rest Area Coordinator. Place all weed refuse in plastic bags and store the bags in designated areas for removal by the Department.

Provide any and all needed equipment, tools, and supplies deemed necessary to perform the weeding operation.

The Department will direct the time and place for the weeding of landscape plant beds. The areas to be weeded will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate amount of area is 1000 square feet. The actual area shall be determined by the Department.

Document ID: RFB 605 2500000528 Page: 8

15 Seeding - Grasses, Flowers and Other Grounds Work

40.00000 MNHR

Seeding of Grasses, Flowers, and Other General Grounds Work Provide all labor and equipment necessary for soil preparation and seeding of grasses, flowers, or any other seed, planting of trees, shrubs, and/or other plantings as directed by the Roadside Environment District Administrator. Perform seeding and planting on a seasonal basis to comply with the accepted best husbandry practices for the area and as directed by the Roadside Environment District Administrator. Contractor shall provide any and all other equipment and labor to perform other grounds maintenance work as determined by the Department. Vendor shall make pre or post-emergence herbicide applications to joints in sidewalks as identified by the Department.

The Department will provide all seed, fertilizer, lime, insecticides, or any other materials required for completion of the required work.

The Department will approve all equipment, tillage, and seeding practices prior to work being initiated. The Department will also direct the time and place for any and all seeding or planting operations. The areas where seeding operations are to be performed will be identified by the Roadside Environment District Administrator prior to any scheduled work. The approximate amount of time is 40 man hours. The actual time shall be determined by the Department.

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 7 - Lexington District Office

800 Newtown Court PO Box 11127 Lexington KY 40511

Document ID: RFB 605 2500000528 Page: 9

Submission Checklist

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

Item The bidder with the lowest price receives the maximum score.

The bidder with the best response time receives maximum points.

ELECTRONIC BID SUBMISSION

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

Link: https://vss.ky.gov

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://vss.ky.gov

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

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)

Document Phase Document Description Page 10

2500000528 Final Landscape Maintenance Woodford Co Rest Area Total Pages: 37 https://vss.ky.gov https://vss.ky.gov 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

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

_____ 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)

_____ PESTICIDE CERTIFICATION

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.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Section 1 - Scope of Work - Service

1.00 - Specifications of Service Requirements

Mowing and Landscape Plant Maintenance- Woodford County Rest Areas (District 7):

Master Agreement for Mowing and for the Maintenance of landscape plantings; landscape trees and turf grass areas of the Woodford County Rest Areas. These plantings and turf grass areas are located at the Woodford County Rest Area facility located on Westbound I-64 (MP 60.719) and the Woodford County Rest Area located on I-64 Eastbound at mile-point 60.227 in District Seven.

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 two (2) laborers/equipment operators and a vehicle for supplies and transportation.

Document Phase Document Description Page 11

2500000528 Final Landscape Maintenance Woodford Co Rest Area Total Pages: 37 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx

The Vendor guarantees to begin work within calendar days after the receipt of a Delivery Order. (6 or more calendar days will not be considered.)

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 any and all permits and licenses that may be required.

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

Provide proper insurance coverage to indemnify the Commonwealth of Kentucky and to hold the Commonwealth of Kentucky harmless against all loss, expenses, or injury to person or property.

The landscape grounds maintenance shall consist of, but not limited to:

# Mowing and trimming of turf grass on Rest Area grounds, and edging of turf grasses along sidewalks and curb areas.

# Pruning and trimming of ornamental grasses, shrubs, trees, and any other herbaceous plants.

# Removal and disposal of all plant refuse or bio-mass and any plantings as directed by the District Rest Area

Coordinator.

# Planting and replanting of herbaceous plant materials, shrubs, and trees.

# Seeding of grasses, flowers, and any other plant materials.

# Mulching of landscape plantings, beds, trees, and any other herbaceous plants.

# Pre and post-emergent weed control herbicide applications.

# Application of insecticides to landscape plantings, beds, trees, and any other plant materials.

# Fertilization of trees, shrubs, flower beds, and turf grasses as needed and /or directed by the Rest Area

Coordinator.

# Weed removal and disposal from all landscape beds and planters on a biweekly basis or as needed.

# Removal of all leaf material as needed from designated turf areas, parking areas, curb lines, flower and shrub beds and planters, in and around all buildings, and placing leaves in plastic bags and stored in designated areas for removal by the Department.

Furnish all equipment, tools, and materials necessary to maintain the Rest Area facilities and grounds in a proper manner. The Division of Maintenance of the Department of Highways shall approve all equipment and materials prior to their use. Upon the award of a Master Agreement and prior to the beginning of any work, the Division of Maintenance will conduct a training session for the Contractor detailing the adhered to policies and procedures.

Replace or reimburse the Department in like kind for any and all equipment, materials, and fixtures damaged by the Contractor or his employees during the performance of ground maintenance services.

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, 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 item 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.

Document Phase Document Description Page 12

2500000528 Final Landscape Maintenance Woodford Co Rest Area Total Pages: 37

Work will be performed under the supervision of the Chief District Engineer of the Department of Highways 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.

Perform each specified item of work required under this Master Agreement at the designated site location(s) within the guaranteed response time following 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 their 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 time frame as specified in these terms and conditions or as reflected in the vendor response to "Best Value" criteria 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 guaranteed for work to be initiated.

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:

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

Document Phase Document Description Page 13

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.

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/2012-Standard-Drawings.aspx

A link to the Standard Specifications can be found at:

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

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

Pesticide Applicators:

Provide pesticide applicators that have been certified and licensed by the Division of Pesticide Regulation of the

Kentucky Department of Agriculture as commercial applicators in Category 3 (Turf and Ornamentals).

District Location and Contact Person:

District Seven - Lexington

Document Phase Document Description Page 14

2500000528 Final Landscape Maintenance Woodford Co Rest Area Total Pages: 37 http://mutcd.fhwa.dot.gov http://transportation.ky.gov/Highway-Design/Pages/2012-Standard-Drawings.aspx http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx

800 Newtown Court

Lexington, KY 40511

Phone: (859) 246-2355

Attention: Matthew Bland, Roadside Environment District Administrator

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 attainable. In no event shall a failure to inspect the site constitute grounds for a claim after award of contract. Any Contractor or Vendor that desires to review the work involved by scheduling a site visit should contact the Roadside Environment District Administrator at the District location identified above.

Pricing information shall not be made known or discussed in any form to agency representatives during the site visit. Failure to comply with this restriction shall be cause for rejection of a bid. All questions are to be directed to the Transportation Buyer identified in the Solicitation.

1.01– Insurance Requirements

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.

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.

Document Phase Document Description Page 15

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 Woodford Co Rest Area.

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 4/01/2025 and expiring 3/31/2026.

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:

KYTC DIVISION OF MAINTENANCE AND DISTRICT 7

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 during the term of

Document Phase Document Description Page 16

2500000528 Final Landscape Maintenance Woodford Co Rest Area Total Pages: 37 http://insurance.ky.gov/company http://www.ambest.com 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. 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; 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”.

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

Document Phase Document Description Page 17

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 2.14.

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 2.29, 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:

Paige Grass

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-564-5243

E-mail: paigej.grass@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 solicitation.

After the award of a contract, all programmatic communications are to be made to the Agency Contact Person identified in the contract document with a copy to the Division of Purchases Buyer.

After the Award of a contract, all communications of a contractual or legal nature are to be made to the KYTC Division of Purchases Buyer.

2.14 – Response

Response at the earliest possible date is desired.

Document Phase Document Description Page 18 mailto:paigej.grass@ky.gov

The Vendor agrees that when delivery is not made within the contracted due date, $1,000.00 per day shall be deducted from the Vendor’s invoice for each day the Vendor fails to meet the contracted delivery date.

The Vendor is not responsible for and shall not be penalized for delays in its delivery when caused by factors or events outside Vendor’s control, including but not limited to acts or omissions of the Commonwealth or third parties, acts of civil or military authority, civil disturbance, war, terrorism, pandemics, explosions, fire, floods, tornadoes or other natural disasters or acts of God.

2.15 - Inspection

All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the vendor’s expense.

2.16 - Invoices

Invoices, if required, shall be prepared and transmitted to the agency receiving the goods or services. One copy shall be marked "original" unless otherwise specified. Each invoice shall contain at least the following information:

a. Contract and Delivery Order number;

b. Item numbers;

c. Description of supplies or services;

d. Sizes;

e. Quantities;

f. Service Dates;

g. Unit prices; and

h. Extended totals.

2.17 - Payments

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods and vendor’s invoice in accordance with KRS 45.453 and KRS 45.454. A penalty payment of one percent (1%) per month shall be added to the amount due the vendor for each full or partial month that the payment exceeds 30 working days.

2.18 - Vendor’s Report

The vendor(s) may be asked to furnish the KYTC Division of Purchases, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form.

This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the KYTC Division of Purchases.

2.19 - Post Contract Agreements

The Master Agreement shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract. Unless, contractually provided, the Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract.

Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

Document Phase Document Description Page 19

2.20-Subcontracts

The vendor (prime contractor) is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The vendor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

All references to the vendor/contractor shall be construed to encompass both the prime contractor and any subcontractors.

The vendor (prime contractor)…