Final_RFB_785_1900000511_2_SO_FORM.PDF

Document ID: RFB 785 1900000511 Page: 1 of 6

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Landscape Snow/Ice Management MSOB

Date Issued:

3/7/19 Record Date:

2019-03-07

Solicitation Closes Date:

4/3/19 Time:

13:30

Solicitation No:

RFB 785 1900000511

Online Bidding Prohibited: Yes

For Information Call:

Melissa Sachs 502-782-0033

Bid Receiving Location:

DFSS DECA Satellite Office Purchasing 701 Holmes St

Frankfort KY 40601

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.

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Line Items

Commodity Group: Default

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

1 Landscape Mowing MSOB - each time (est. 35 times)

35.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

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

Extended Description The purpose of this solicitation is to establish a requirements contract for landscape, snow and ice management as described herein for the Madisonville State Office (MSOB), 625 Hospital Drive, Madisonville KY 42431-1683.

A pre-bid conference (PBC) will be conducted on 03/11/19 at 9:00 a.m. (CST) and immediately following the PBC a jobsite visit will be conducted at the location.

Vendor Rep: _______________________________________________________________ Name, cell Phone Number and email address, Must be completed by bidder.

This line item specifically requests pricing for the mowing cost during growing season as specified herein. Please place your bid price in the unit cost space provided above in line item 1 and multiply by 35 for the line total.

Typical Growing Season is: March through October (estimated 35 weeks) , or as requested by Owner. During rainy or extended dry periods, the frequency may change.

Note: The quantities reflected in line items 1 through 11 are purely estimates. There are no guaranteed quantities associated with lines 1 through 11 and these items will only be used when requested by the Using Agency Representative (UAR) or his designee.

2 Landscape Maintenance & Plant Bed MSOB 35.00000 EA

This line item specifically requests pricing for the Landscape Maintenance and Plant Bed Maintenance cost during growing season as specified herein.

Please place your bid price in the unit cost space provided above in line item 2 and multiply by 35 for the line total.

No guaranteed quantities

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3 Landscape Turf Renovation MSOB 1000.00000 SQFT

Turf Renovation as described herein and only provided when requested by the UAR, or authorized designee) estimate 1,000 square feet . No quantities guaranteed

4 Landscape Invasive Plant Removal MSOB 20.00000 HOUR

Invasive Plant Removal (when requested)No quantities guaranteed

5 Landscape Mulching MSOB 2.00000 EA

This line item specifically requests pricing for the Landscape Mulching cost as specified herein that is to be performed twice a year. (NOTE: Mulching is ONLY for Building Foundation plant beds and trees currently mulched)Please place your bid price in the unit cost space provided above in line item 5 and multiply by 2 for the line total.

No guaranteed quantities

6 Snow Plow or Salt Truck MSOB 34.00000 HOUR

96872 Snow and Ice Removal Services

Extended Description Snow Plow or Salt Truck for use as described herein and only provided when requested by the Agency Representative or designee. estimate 34 hours. No quantities guaranteed

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7 Snow Ice Management Manual Labor MSOB 20.00000 HOUR

Extended Description Manual labor (hand equipment shovel, broom, etc) as described herein and only provided when requested by the Agency Representative or authorized designee. estimate 20 hours. No quantities guaranteed

8 Snow and Ice Management Skid Steer Loader

MSOB

8.00000 HOUR

Extended Description Skid-Steer Loader for use as described herein and only provided when requested by the Agency Representative or authorized designee. Estimate 8 hours.

No quantities guaranteed.

9 Snow and Ice Management Pedway Road Salt

2500.00000 LB

Extended Description Road Salt for use as described herein and only provided when requested by the Agency Representative or authorized designee. estimate 2500 pounds. No

10 Snow and Ice Management Pedway Salt

1400.00000 LB

Extended Description Ped-Way Salt (or other approved product) for use as described herein and only provided when requested by the Agency Representative or authorized designee. estimate 1400 pounds. No quantities guaranteed

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11 Snow and Ice Management Sand MSOB 250.00000 LB

Extended Description Sand for use as described herein and only provided when requested by the Agency Representative or authorized designee. estimate 250 pounds. No

Shipping Information Madisonville State Office Building

MSOB

625 Hospital Dr

Madisonville KY 42431

Billing Information Finance - Division of Engineering & Contract Administration

701 Holmes St

Frankfort KY 40601

Document ID: RFB 785 1900000511 Page: 6 of 6

Submission Checklist

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

Item The bidder w/lowest total Price (line 1-11) receives maximum score Response Time Landscape Response Time Snow and Ice

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission.

If the items highlighted below are not submitted with the bid submission, the Commonwealth MUST deem the bid non-responsive and

SHALL NOT consider for award.

All other items MUST be submitted prior to award.

FACE OF SOLICITATION - SIGNED (see Section 10)

BID INFORMATION - COMPLETED (see Section 13)

BID RESPONSE UNDER SEALED COVER, APPROPRIATELY INDENTIFIED, AND

DELIVERED BY CLOSING DATE AND TIME TO THE APPROPRIATE ADDRESS (see Section 13)

REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

(see Section 37)

CERTIFICATE OF AUTHORITY -REGISTRATION WITH SECRETARY OF STATE

BY A FOREIGN ENTITY (see Section 39)

REQUIRED AFFIDAVIT(S) (see Attachments)

EEO FORMS IF APPLICABLE (see Section 34)

*The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering”. (Merriam-Webster Dictionary)

Document Description Page 6

1900000511 Landscape Snow/Ice Management MSOB of 50

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.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded as Group All. Vendors shall bid all line items, otherwise bid shall 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 http://eprocurement.ky.gov and http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Document Description Page 7 http://eprocurement.ky.gov http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx

ATTACHMENT A

Request for Bid (RFB) For Landscape, Snow and Ice Management – Madisonville State Office Building

RFB 785 1900000511

Issued by The Finance and Administration Cabinet

Department for Facilities & Support Services Division of Building Services

Release Date: March 4, 2019

Pre-Bid Conference: March 11, 2019 @ 9:00 AM CST Vendors’ Written Questions Due: March 19, 2019 @ 2:00 PM

Commonwealth’s Response to Written Questions: March 26, 2019 CLOSING DATE AND TIME: April 3, 2019 at 1:30 PM

Commonwealth Buyer:

Melissa Sachs, CPPO

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Department for Facilities & Support Services 701 Holmes Street

FRANKFORT KY 40601

(502) 782-0033

Melissa.sachs2@ky.gov

Solicitation

Terms and Conditions

Master Agreement:

Landscape, Snow and Ice Management – Madisonville State Office Building

Section 1 Scope of Contract The Finance and Administration Cabinet, Division of Engineering and Contract Administration on behalf of the Department for Facilities and Support Services issues this solicitation to establish a Master Agreement for Landscape, Snow and Ice Management – Madisonville State Office Building (MSOB), 625 Hospital Drive, Madisonville, KY 42431-1683.

Document Description Page 8 mailto:Melissa.sachs2@ky.gov

Section 2 Bid Specifications The Commonwealth needs a qualified, licensed vendor to provide landscape snow and ice removal and management services for the outdoor grounds, as described herein.

General Requirements:

The successful bidder shall furnish all materials, supplies, equipment, transportation, labor and supervision necessary for the continuous maintenance of the outdoor grounds, as described herein, at the location listed herein, including turf areas, trees, shrubs, ground covers, sidewalks, drives, and parking lots.

Related work not included in the contract award from this solicitation will be the maintenance of annual flower displays, large (greater than 20 feet in height) tree pruning, pools and water feature maintenance, driveway patching or repairs.

Estimated Turf and Pavement Areas

1. Turf: 6.0 acres

2. Paved vehicular-use areas: 2 acres

3. Walkways and steps: 1000 S.F.

Pre-Bid Conference (Highly Recommended):

A Pre-Bid Conference will be held on March 11, 2019 at 9:00 AM CST at MSOB, 625 Hospital Drive, Madisonville, KY. Attendance is highly encouraged, as this will be the only opportunity to ask oral questions and review the location where the services are to be performed. This Pre-Bid Conference will allow bidders a chance to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract; to the extent such information is reasonably obtainable.

The Commonwealth shall not be bound by oral answers to the questions presented at the Pre-Bid Conference or oral statements made at any other time by any member of the Commonwealth’s staff. Salient questions asked at the Pre-Bid Conference and the responses will be reduced to writing and issued in Addendum that shall be posted to the E-Procurement Page. In no event will a failure to attend Pre-Bid Conference or inspect the locations constitute grounds for a claim after award of the contract.

Pricing information SHALL NOT be made known in any form to Commonwealth staff during the Pre-Bid Conference. Failure to comply with this requirement shall render the bid non-responsive.

Scope of Work:

The vendor shall obtain all required permits, licenses, and insurance and comply with all applicable Federal, State, and local laws, ordinances, codes, rules, and regulations during the course of the work for this contract.

Document Description Page 9

The vendor shall exercise proper precaution at all times for the protection of persons and property. Follow all safety standards as set by OSHA, the Division of Pesticides of the Kentucky Department of Agriculture, or other regulatory agencies.

The vendor shall repair and/or replace, at no expense to owner, any damaged sections of roads, streets, sidewalks, curbs, utilities, plant material, lawns, signage, building and structures caused by work performed under this contract or incidental thereto, whether by Contractor’s own forces or by his subcontractors. Immediately notify owner of any such damage.

The vendor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity while carrying out work under this Contract.

Prior to commencing work under this contract, coordinate with Owner an inspection of the entire property noting conditions and specific needs of the site. During the course of this contract, the contractor shall notify the Owner of any safety or landscape maintenance items not covered by this contract needing attention.

The vendor may be required to sign-in at the Building Superintendent’s office upon arrival and sign-out when work is complete. Work done after regular hours (M – F, 7:30 a.m. to 4:30 p.m.) should be scheduled with the Landscape Branch Manager or a designated representative of the Department for Facilities and Support Services.

Call-Back Response Time

The Contractor will be required to respond to call-back on Landscape issues a maximum of 48 hours after notification and Snow & Ice issues within 4 hours after notification. The Contractor response shall consist of an acknowledgment of the call and remediation of the problem. (NOTE: See Best Value Section below)

Submittals

Submit a list attached to the bid response of all chemical products proposed for use under this contract.

Submit proof with bid response of pesticide applicator’s license or certification as issued by the Department of Agriculture, Division of Pesticides, for all employees applying or supervising the application of pesticides, showing their category of use, license or certification number, and expiration date, with the bid response.

Submit a list with the bid response of all proposed subcontractors (see Attachment I) for any portions of work described herein, including the company names, addresses, and phone numbers.

Document Description Page 10

Submit three (3) documented references with bid response for landscape maintenance and snow management for similar size locations within the past 3 years immediately prior to this solicitation. The reference submittal shall include reference entity’s phone number and/or email address to enable reference verification.

Provide Material Safety Data Sheets prior to actual use of chemical products. Owner reserves the right to approve or deny the use of any such product.

Materials and Products

A. Water: Potable water will be made available by owner to contractor as needed.

B. Fertilizers:

1. Lawn Fertilizer: Complete fertilizer of neutral pH, granular, with a minimum 50% of the total nitrogen derived from polymer-encapsulated sulfur-coated urea, 32-3-10 ratio, or a composition recommended by the soil reports of a qualified soil testing agency.

2. Woody plant fertilizer: Complete granular or liquid fertilizer containing a ratio of nitrogen phosphorus, and potassium of 3-1-1.

3. Herbaceous perennial fertilizer: To be recommended and approved on an individual basis

4. Micro-nutrient fertilizer: To be recommended and approved on an individual basis

5. Lawn Starter fertilizer: Complete fertilizer of neutral pH, granular, 10-10-10 or equivalent analysis, commonly referred to as farm fertilizer.

C. Soil amendments:

1. Lime: Pelleted agricultural lime. Oxides (burned lime) and hydroxides (hydrated lime) will not be accepted.

2. Sulfur: Aluminum Sulfate or elemental sulfur.

D. Pesticides: EPA registered and approved by Owner.

2. Post-emergent herbicide:

a. For plant-bed coverage and spot application on hardscapes: Broad-spectrum herbicide containing primarily glyphosate, or approved equal, as the active ingredient.

b. For lawn areas: Broadleaf herbicides for lawns shall contain primarily 2,4-d or derivative thereof, or approved equal. Combination products may also be used containing a mixture of 2,4-d, dicamba, clopyralid, or MCPP until vigorous broadleaf weeds are under control.

Document Description Page 11

3. Insecticides, miticides, fungicides and bactericides: Particular pesticide shall be selected and approved on an individual basis.

1. Provide fresh, clean, dry, new-crop seed of three varieties of turf-type tall fescue in a ratio of approximately 1:1:1.

2. Commonly available varieties considered of equal quality include, but are not limited to: Adobe, Apache, Amigo, Aztec, Bonanza, Bravo, Chapel Hill, Cochise, Coyote, Crossfire, Falcon 3, Finelawn Petite, Guardian, Houndog, Inferno, Jaguar 3, Kickoff, Lancer, Masterpiece, Millenium, Mustang, Olympic, Plantation, Rebel Sentry, Rembrandt, Scorpio, Shortstop, Stetson, Tracer.

3. Kentucky 31 Tall Fescue will not be accepted as an equal substitute.

F. Mulches for trees, shrubs, and plant beds:

Submit sample of mulch material to Owner for approval before installation. Acceptable materials are pine bark mulch, screened to 1 inch particle size, hardwood mulch with a dark brown or black natural coloration, pine needle mulch also known as pine-straw, and all-bark cypress mulch. Unacceptable mulch material include grade B cypress mulch, colored or dyed mulch, rock mulch, rubber mulch, sheet plastic, or other synthetic products.

Lawn Maintenance

A. Mowing:

1. Lawns shall be maintained at spring/early summer height of 2 1/2 to 3 1/2 inches removing no more than 1/3 of the leaf blade with each mowing.

Operations shall commence as soon as turf conditions require mowing.

Examine the site and remove rocks, limbs, or trash prior to each mowing (Typical Growing season is: March through October (estimated 35 weeks) or as requested. During rainy or extended dry periods the frequency may change). With the exception of fall leaf removal as stated below, grass clippings shall be mulched and left to remain evenly distributed in the turf without clumping.

2. Turf areas shall be maintained at an increased height of 1/2 inch from July 1 through August 31.

3. Turf areas shall be maintained at a height of 3 – 4 inches during periods of drought.

4. Turf shall be mowed with sharp, well-maintained rotary equipment that will provide a clean cut of the grass blades without tearing. Care shall be taken to avoid damage to turf, including scalping, rutting, and chemical burns. Where feasible, alternate the direction of mowing with each site visit.

5. In the event of delays due to inclement weather, turf mush be maintained at the first clear weather opportunity without excessive accumulated

Document Description Page 12 clippings on the grass surface. Excessive amounts may require removal of clippings or mowing again within a 48 hour period.

6. All turf edges adjacent to ground-level hard surfaces shall be trimmed at a 90-degree angle to maintain a clean, crisp delineation between turf and hard surface. Edging operations should not expose the soil adjacent to these pavements.

7. All hardscapes (non-turf areas), including walkways, driveways, patios, tree rings, mulched areas and window wells shall be free of leaves and grass clippings upon completion of maintenance operations.

8. Do not mow during mid-day when air temperature is at or above 90F.

9. Turf shall not be mowed when excessively wet to cause poor distribution of grass clippings or compaction of soil.

10. String trimmers shall be kept a minimum of 6 inches away from all woody plant material. Turf or weeds amount the buttress roots of large trees shall be eliminated with broad-spectrum herbicide. Bark damage by string-trimmers shall be the responsibility of the Contractor. Owner shall be reimbursed for the value of the trees killed or irreparable damaged by trimmers or mowers.

11. Turf at the base of chain link fences shall be kept neatly trimmed no taller than the surrounding turf. Vines and other vegetation shall not be permitted to grow on the fence. Broad-spectrum herbicide may be used at the base of chain link fence in a band no wider than a four inch total width.

12. Turf within eight feet of stream bed edges (or greater distance as determined by Owner) shall not be mowed. Development of riparian buffer for these edges is in process and required the occasional removal of invasive plants, but not mowing.

B. Leaf and Debris Removal

1. Fallen leaves shall be mowed and mulched into the lawn continuously until the time that clippings are no longer being assimilated into the lawn 48 hours after mowing and mulching, or are distributed unevenly over the turf immediately after mowing. At this time, leaves shall be mowed and mulched again to eliminate the windrows of clippings. Remove leaf accumulations on pavements, curb corners, or drifts prior to mowing so that they may also be mulched into the turf. Do not burn leaves in lieu of removal.

2. Allow pine needles to remain where they fall in non-turf areas. In turf areas adjacent to pine groves, collect needles and distribute over areas with an existing pine needle cover.

3. Remove trash and fallen limbs from site on a minimum of a weekly basis, including accumulated debris from curbs and pavements. Remove gravel accumulations where deteriorating pavements create such pools of gravel.

Inspect the site and remove debris immediately following stormy weather conditions.

Document Description Page 13

4. Gravel pavements shall be maintained free of weeds and leaf debris.

Gravel washouts after heavy use or rainfall shall be remediated and properly maintained.

C. Turf Renovation

1. Recondition turf only in areas designated by Owner. These may be areas of light density, settlement of soil, or washouts where minor re-grading is required. Turf Renovation shall take place between August 30 and October 30 of between February 1 and April 15.

2. Where substantial grass remains, mow and core-aerate of lawn. Core-aerate by removing a cylinder of soil between 1/2 and 3/4 inch diameter from the ground to a depth of 3 inches, with 30 cores per square foot.

Lifted cores shall remain on the turf. Pavements shall be kept free of core debris.

3. Where grass density is less than 50% or where minor re-grading is required, a powered rotary slit-seeder may be used.

4. Seed reconditioned area at a rate of 6-8 lbs. per 1000 square feet. Evenly distribute seed by sowing equal quantities in two directions at right angles to each other.

5. Provide lime in a quantity as determined by soil test but not more than 40 lbs. per 1000 square feet, and complete fertilizer 1:1:1 analysis at a rate of one pound of nitrogen per 1000 square feet.

6. Do not broadcast seed without some form of soil scarification as described above.

D. Soil Test - The vendor shall provide annual (winter or early spring season) soil tests from at least 2 locations to determine the appropriate analysis for turf fertilizer applications. Separate tests may be required for plant-beds included in this contract. Submit copies of soil sample reports to the Owner.

E. Turf Chemical Applications

1. Make turf chemical applications to all lawn areas as described in the Limits of Turf Chemical Applications below. All chemical applications shall conform to Integrated Pest Management practices. Do not apply turf chemicals within twenty feet of active streams.

2. Coordinate timing of all turf chemical application with Mowing schedule to provide optimum conditions for chemical application and assimilation.

Notify building superintendent of chemical applications 24 hours minimum, prior to application of pesticides. Submit Material Safety Data Sheets to Owner before application of pesticides. Wear appropriate protective equipment when handling pesticides.

3. Fertilizer and Lime shall be applied as specified to all mowed turf.

4. Lawn herbicide applications shall be limited to lawns within 50 feet of parking lots, driveways or buildings, with the exception of drainage swales and lawns within 20 feet of drainage swales

Document Description Page 14

F. Fertilizer

1. Make two lawn fertilizer applications 6 to 8 weeks apart between September 1 and December 15 to provide a seasonal total of 3 lbs. of actual nitrogen per 1000 square feet using fertilizer of ratio tailored to the needs of the site, as determined by required soil tests.

2. Lime: For turf areas with pH levels equal to or less than 6.0 apply at least 20 lbs., but no more than 40 lbs. of limestone per 1000 square feet in any 6 week period.

3. Herbicide:

a. Provide one application of pre-emergent crabgrass control at the optimum time between February 15 and April 15. Should weather prohibit application between these dates and crabgrass has not visibly germinated, application date may be extended to May

15. Apply according to manufacturers recommended label rates.

Avoid application over areas that have been recently seeded, and seedlings are less than 2 1/2 inches tall.

b. Assesses the efficacy of the pre-emergent grassy weed control for crabgrass and goose grass. If the previous season had a substantial population of crabgrass, provide one additional application of pre-emergent crabgrass control targeting May 15 through June 15.

c. Assess the turf and confer with Owner regarding tolerance level for broadleaf weeds. If needed, provide one application of post-emergent broadleaf weed control to targeted areas at the optimum time between September 15 and November 15. Apply according to manufacturers recommended label rates. Do not apply ester formulations of broadleaf weed control when temperature exceeds 70 degrees Fahrenheit or when turf is drought stressed.

Landscape Maintenance

A. Pruning Deciduous Trees up to 20 feet in height

1. Examine trees carefully before pruning. Anticipate future form and function of individual trees. Identify permanent scaffold branches. Determine the objectives of pruning operations in regards to varietal growth habit, structure, (branch spacing and direction, leader development, canopy clearance), tree-health, hazard- reduction, and aesthetics.

2. All pruning shall be done in accordance with pruning techniques described in ANSI A300.

3. Pruning equipment shall be kept sharp and free of pathogens.

4. Do no remove more than 20% of foliage in any 6 month period.

5. Central leader shade trees:

a. Shade trees shall be maintained with a single dominant leader.

Remove or shorten co-dominant leaders and branches competing

Document Description Page 15 with main leader. Where there is included bark as part of the condition, preference should be given to the removal or subordination of one side, but only if such removal will not destroy the aesthetic value of the canopy or remove more than 20% of the foliage.

b. Maintain young trees in such a way to encourage development of no more than one large lateral branch per node.

6. Remove dead, diseased, or damaged branches.

7. Shorten or remove branches that overhang pedestrian or vehicular use areas to maintain a minimum clearance of 7 feet. Branches that overhang primary roads shall be maintained at a minimum of 10 foot clearance from paved surface.

8. Shorten or remove inward growing branches or branches that cross or are in contact with other major branches.

9. Shorten or remove branches that obstruct the development of more important or permanent branches.

10. Remove undesirable sucker and water sprout growth.

11. Remove or shorten branches to maintain a minimum clearance of 15 inches from buildings and light posts.

12. Remove any exposed roots that restrict the proper expansion of buttress roots or tree truck.

13. Authority to prune does not include cutting sound, heathy branches in excess of 2 1/2 inches diameter unless specifically directed by Owner to do so.

14. Equipment used for pruning crabapple trees or other tress suspected of being infected with fire-blight shall be sterilized with rubbing alcohol before each new cut is made.

15. Birch and beech trees shall be pruned after June 1 and before December 31 to minimize the emission of sap.

16. Crabapples and maples shall be pruned after June 20 and before December 31 to minimize the incidence of borer susceptibility.

17. Branches, logs, or other debris shall be removed promptly from pavements or pathways, and work areas kept safe and free of public hazards.

18. Pruning evergreen trees up to 20 ft. height: Evergreen trees shall be maintained with a single dominant leader.

a. Remove or shorten co-dominant leaders competing with main leader.

b. Remove or shorten branches to maintain a minimum clearance of

12 inches from buildings and light posts.

c. Remove or shorten branches that cause an imbalance in an otherwise symmetrical form.

d. Do not shear evergreen trees or remove lower branches unless specially directed to do so by Owner.

Document Description Page 16

19. Pruning Shrubs: Examine shrubs carefully before pruning. Anticipate future form and function of individual shrubs, groups of shrubs, or hedges.

Determine the objectives of pruning operations in regards to varietal growth habit, plant structure, health, design intent, and aesthetics.

a. Where space and design intent allows, maintain shrubs to preserve their natural character.

b. Remove dead, diseased, or damaged branches.

c. Shorten or remove branches to prevent current or future growth from overhanging pedestrian walkways or vehicular use areas.

d. With the exception of the maintenance of hedges, trim shrubs using hand pruners to facilitate the preservation of the natural characteristics of the plants.

e. Shorten or remove one-to-two-year-old branches as needed to control the size or shape of shrubs to maintain the proper scale to the environment, to fulfill the design intent of the plantings, or to maintain sight clearance for the movement of vehicles.

f. Equipment used for pruning shrubs suspected of being infected with fire blight shall be sterilized with rubbing alcohol before each new cut is made.

g. Branches and debris shall be removed promptly from pavements or pathways, and work areas kept safe and free of public hazards.

B. Landscape Plant Bed Maintenance

1. Weekly visits to each area beginning the end of April through December 1, subject to conditions; a spring clean-up in March or early April and a complete mulching of all beds.

2. Landscape beds shall be kept free of weeds for the duration of this contract. Any weeds found within the bed shall be removed. Poison ivy shall be sprayed and removed

3. All plants in the landscape beds shall be pruned in accordance with ANSIZ1233.1 standards. Pruning shall be complete in the spring and fall, and late fall for winterization. Prune all other shrubs after dormancy to rejuvenate old canes and stems. Approximately one quarter (1/4) of the stems shall be trimmed to two to three inches (2” – 3”) above ground.

Remove the largest and oldest stems first.

4. Remove dead plant material. Notify the owner of the date, type of plant, and location of removal with five (5) working days of removal.

5. Remove all trash from bed.

6. Leaf removal in grass areas is acceptable by mulching with mower. Leaf litter in plant beds to be raked and removed.

7. Woody Plants and Herbaceous perennials may require fertilizers to support plant health due to environmental stress.

C. Weed Control

1. Maintain weed-free plant beds, tree saucers, curbs, and pavements.

Submit Material Safety Data Sheets to Owner for proposed pesticide

Document Description Page 17 before application. Wear appropriate protective equipment when handling pesticides.

2. Apply broad-spectrum post-emergent herbicide in spot applications to herbaceous weeds.

3. Remove weed vegetation after total kill is achieved.

4. Undercut the root systems of woody weeds 6 inches below the crown and remove immediately.

5. Apply pre-emergent herbicide to weeded areas two per calendar year on the following schedule: March 1 through April 15, one application; August 15 through September 30, one application.

6. Do not overlap coverage of broad-spectrum pre-emergent herbicide into lawn areas.

7. Apply only non-Restricted Use, EPA registered pesticides, unless specifically approved by Owner.

D. Disease and Insect Control for Plants up to 20 Feet in Height

1. Pesticides shall be applied only as directed by Owner to control or prevent damaging populations of insects, mites, or diseases among trees unless noted otherwise.

2. Submit Material Safety Data Sheets to Owner before application of pesticides.

3. Contractor shall examine plants throughout the contract period and notify the Owner of any existing, anticipated, or suspected pest problem in the landscape.

4. Ineffective control, damage, injury, or death of plants, animals, or persons resulting from the use of pesticides shall be considered the responsibility of the Contractor.

5. Equipment shall deliver pesticide in a manner that provides complete and thorough coverage to all infested portions of the plant.

6. Pesticide applications shall be carried out under conditions that do not create a hazard to persons, plants, or property, or that make applications ineffective. Special consideration shall be give to spray drift to unintended targets, accessibility of the public to concentrated forms of pesticide, and forecast of precipitation.

7. Sprayed pesticides shall not be applied with air temperatures will drop below 35 degrees Fahrenheit or rise above 85 degrees Fahrenheit within 48 hours of application.

8. Remove loose tree bark before application of bark sprays.

9. Borer spray applications shall be made by timing applications to coincide with adult activity.

10. Applications for scale control shall be made by timing applications to concede with crawler activity.

11. Applications for fungicides shall be made by timely applications.

E. Invasive Plant Removal

Document Description Page 18

1. Identify invasive woody plant species in the landscape and notify the Owner of locations. Remove said species only with approval from Owner.

2. Invasive plants growing in the regularly mowed lawns or plant-beds shall be treated as described in Section Lawn Maintenance, D. Turf Chemical Applications, without additional cost to the Owner.

3. Invasive trees, shrubs, or vines of less than or equal to one inch stem diameter, growing in naturalized areas or riparian buffers, shall be undercut a minimum of 4 inches below the crown. If no dedicated brush pile or on-site disposal is provided by Owner, remove and legally dispose of the plant material off-site.

4. Invasive trees, shrubs, or vines of one inch or greater stem diameter shall be cut within 12 inches of the soil and the cut surface shall be brushed with a 75% solution of glyphosate.

5. Control for invasive vines growing horizontally and densely over the turf or in place of the turf, shall consist of a foliar spray with Crossbow herbicide or equal at a time coordinated with the Owner. Allow weeds to show clear signs of death or senescence before removal of the surface vines by scalping with a mower or similar means.

F. Large Tree Pruning (trees taller than 20 feet are not applicable to this contract)

G. Mulching- Submit to Owner a sample of proposed mulching material to be used at each site for approval. All mulching is to be done two (2) times each year, Spring and Fall. Complete Mulching of all beds by May 30 and by December 1 each year.

a. Refurbish all existing mulched areas, shrub beds, perennial beds, or existing tree rings by turning over the top layer of mulch and adding new matching material as needed to maintain 2 – 3 inch depth of aerated, weed-free mulch covering.

b. Do not place mulch directly against trunks of trees or shrubs

c. Do not place mulch directly over the crowns of herbaceous perennials.

d. Mulch only those trees taller than 20’ that have been previously mulched.

e. Allow pine needles to remain where they fall in non-turf areas.

Snow and Ice Management – Sidewalks and Vehicle Areas

The goal of this section is to provide bare pavement or adequate traction on vehicular use areas (VUA) and pedestrian areas, allowing traffic to flow, vehicles to park, and pedestrians to walk safely upon the properties, and to ensure snow and ice removal procedures are carried out in a safe and timely manner.

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The Contractor is responsible for all areas that can be cleaned by trucks with plows, salt spreaders, or other enclosed, drive-able means of removing snow, and pedestrian areas that may require manual labor.

A. Response Time and/or Call-Back Issues: The contractor shall respond at the work site within four (4) hours to issues (or stated bid response time) for snow and ice removal issues.

B. Execution: The Contractor shall monitor weather conditions and telephones shall be manned during all stages of a snowstorm. The Contractor shall provide a list of office personnel, equipment operators, and sub-contractors names and telephone numbers prior to snow removal activities. At the end of a snow or ice event, the Contractor shall fill out Attachment D “Storm Log” form describing each event with person-hours of work performed, the quantity of materials used, and equipment used. This form shall be submitted to the Owner within 24 hours of the end of the event. Faxed or electronic (e-mail) copies are acceptable. Accurate reporting of time and materials is imperative.

Delivery of this form does not constitute invoicing for services. A copy of Attachment D “Storm Log” form is attached to this solicitation and should be opened for your perusal.

At any time the slippery conditions exist or are anticipated, or there is a complete covering of snow on pavements, the Contractor shall commence management services at each designated property with the application of salt or snow plowing, so that pavements are reasonably clear between 6:30 a.m. and 5:00 p.m., Monday through Friday, with exceptions noted below. Treatments shall be made in advance of 6:30 a.m. to allow time for deicers to sufficiently take effect and for melting to occur. Repeat applications may be required if adverse weather conditions continue or initial treatments are insufficient. Vendor shall notify Agency Representative of the need for repeat applications, and such work shall be approved, deferred, or disallowed by the agency representative. The Contractor may also be called in by the Landscape Branch Manager, or his representative to commence operations.

A snow and ice removal map will be provided to awarded bidder by the Department for Facilities and Support Services, Landscape Branch designating the areas to be covered by contracted services. All pavements designated by the system map shall be completely salted during a routine winter storm. (A routine winter storm is defined as a snowfall of one inch or less with temperatures being higher than 25 degrees Fahrenheit before, during and after the accumulation with a, duration of snowfall between thirty minutes and two hours) Treatments should continue until all pavements have been cleared and repeat applications are no longer needed during the State business hours listed below.

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Spilled salt, accumulations of salt, or excessively applied salt shall be removed completely and legally disposed of off-site as soon as the slippery conditions are passed. Salt applications considered excessively applied shall not be included as billable product or service.

Salt shall not be applied to concrete surfaces less than one year old. For these areas, non-salt abrasive materials, such as coarse sand, may be applied to facilitate traction. A review of said property shall be held with the Agency Representative to determine the location of virgin concrete and appropriate treatment methods.

Snow that is plowed shall be piled in designated common areas. Snow shall not be piled on, or block access to sidewalks, dumpsters, reserved or handicap parking spaces. Do not cover drain grates with piled snow. Efforts shall be made to stockpile snow on the lower side of elevated pavements to minimize the occurrence of hazardous conditions caused by thawing and re-freezing moisture on pavements.

Pavements may require both plowing and salting to eliminate slippery conditions.

In the event of a major snow storm, the Department for Facilities and Support Services may issue recommendations relating to the specifics of snow and ice operations including, but not limited to: 1) Plow, but do not salt, until the air temperature exceeds 20 degrees Fahrenheit and is rising, 2) Do not apply salt unless calcium chloride is added, 3) Plow and use abrasives only.

Equipment operators shall become familiar with obstacles or other potential plow hazards on the designated properties. Dry runs shall be made prior to the snow season, and shall be coordinated with the DFM representative.

All personnel should be instructed in proper handling of materials and equipment prior to the season.

The Contractor shall monitor the freezing of roof drainage onto pavements.

When day and night temperatures fluctuate between freezing and thawing, drainage onto pavements shall be kept melted with applied salts until conditions are such that continued application is inadequate to maintain safe pavements. At such time, the Contractor shall prohibit access to the slippery pavements with hazard cones or caution tape, and monitor daily to permit reopening as soon as possible.

C. Equipment: Trucks used for plowing and spreading salt shall be four-wheel drive, 1/2 ton or larger, properly licensed, of good general appearance, free of human graphic art, and in excellent mechanical condition. Trucks shall have windshield wipers/washers, defrosters, and lights that will operate under adverse weather or plowing conditions.

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Trucks shall have the necessary hydraulic, electrical, and structural modifications to accommodate a minimum 7 ft. snow plow and V-box hopper or tailgate spreader.

Trucks shall be fitted with additional headlights that will light the roadway in front of the snow plow so as not to blind oncoming traffic. Trucks shall be equipped with one amber flashing light on the truck cab.

Each truck or operator shall have a two-way radio or cellular phone as a means for communications.

All equipment to be used for this contract should be checked for readiness and needed repairs made as soon as possible. All salt application equipment shall be installed and calibrated, plow attachments mounted.

All equipment shall be inspected prior to each shift that the equipment is mobilized.

In the event that it becomes necessary to pile snow higher than the truck-mounted plow will allow, equipment used for piling shall be a minimum of a 45 Horse-Power Skid-steer loader, with a four foot bucket. Backhoes or hi-lift loaders with larger capacity are acceptable larger equipment.

All loading, grading, or plowing equipment shall have rubber tires or tracks and straight blade without teeth.

Equipment used on brick surfaces shall be hand operated equipment such as shovels, brooms, or motorized equipment designed for minimal disturbance of the pavement integrity, such as blowers, snow throwers, and rotary brooms.

D. Materials: Salt applied to asphalt vehicular use areas shall be sodium chloride, calcium chloride, potassium chloride, magnesium chloride, or any mixture of these products.

Salt applied to concrete steps and pedestrian-ways shall be granular or liquid, and minimally corrosive products such as Ice Foe, Jiffy Melt, Ice Ban, Triple-S Easy Choice/Clear Choice Ice Melt, or equal.

Material Safety Data Sheets shall be provided by the Contractor for all varieties of material used prior to commencement of operations.

E. Locations Serviced: All designated Vehicle Use Areas (VUA) are to be clear for regular State business working hours. Other inclusions are noted in the list below. Exceptions for State holidays are: Veterans Day; Thanksgiving (2 days); Christmas (2 days); New Year’s (December 31 and January 1); Martin Luther King, Jr. birthday.

Day/Hours Areas to be clear: Monday through Friday, 6:30 a.m. to 5:00 p.m.

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Estimated Quantities: The quantities listed under line items 002 through 0011 are purely estimates. There are no guarantees that the estimated quantities will be purchased. The quantities used for each line item will be as required by climatic conditions.

Limits of turf chemical applications as specified above: approximately 6 acres for fertilizer and lime applications; approximately 1.4 acres for herbicide treatment.

Driveway areas for snow and ice management: approximately 2 acres

Pedestrian areas for snow and ice management: approximately 1000 sq ft

Bidders Qualifications

The offeror shall provide and include with bidder’s response, the Bidder’s Qualifications to perform work under the contract to be awarded from this solicitation. Qualifications should include, but not necessarily be limited to, a minimum of five (5) years in the turf maintenance business, experience, training (certificates), number of employees and assignments, available equipment and equipment to be assigned to this location, etc.

The Purchasing Official shall have the right to make such inquiry as deemed necessary to determine the ability of the offeror to perform the work in a prompt and efficient manner in accordance with the contract. Failure of the offeror to promptly supply information in connection with the Purchasing Official’s inquiry may be grounds for a determination that such offeror is non-responsive.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 4 General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified.

It should be noted, however, that these requested items are written around specific needs of State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be for the initial period of one (1) year from the date of award.

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Section 6 Renewal Clause – Optional Renewal Period This contract 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 by all parties. If the contract resulting from this solicitation provides for an optional renewal period, 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.

Section 7 Exceptions to Specifications Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a non-responsive bid. Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications. Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The Commonwealth is not bound to accept any exceptions.

Section 8 Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/ specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/specifications will be considered for award if such products are clearly identified in the bid and are determined by the State to meet or exceed fully the minimum essential specifications and salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation.

Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content

Document Description Page 24 to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at <http://www.lrc.state.ky.us/kar/200/005/330.htm>.

Section 10 Signing Solicitation The vendor should complete the “Vendor” box on the face of the solicitation. An authorized representative of vendor shall sign where indicated on the face of the solicitation. IF THE SOLICITATION IS NOT SIGNED THE BID SHALL BE DEEMED

NON-RESPONSIVE.

Acknowledgment of Addenda to Solicitations It is the vendor's responsibility to check the web site for any modifications to this solicitation. Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the fact of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

Section 11 Agencies to be Served This contract shall be for use by the following agencies of the Commonwealth of Kentucky:

Department for Facilities and Support Services

The Department for Facilities and Support Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to add other DFSS facilities requiring…