Version 07-08-26

TECHNICAL SPECIFICATION/SCOPE OF SEVICES

1. GENERAL INTENT

The City of Fort Lauderdale, Florida (City) is seeking bids from qualified, experienced, and licensed firm(s), hereinafter referred to as the Contractor, Bidder, or Proposer, to provide Turf Grass maintenance for the City, in accordance with the terms, conditions, and specifications contained in this Informal Quote (IQ).

2. SCOPE OF WORK

A. Contractor shall first remove all litter, debris, palm fronds, branches, and other items prior to each service. The Contractor shall also remove all litter and small debris lodged in hedges, plant beds, signs, posts, fences, poles, trees, walls, etc. The Contractor shall not mow over these items at any time for any reason.

B. Contractor shall remove any snipe signs and bulletins advertising items such as open houses, garage sales, lost pets, sale notices, political elections, etc., located within alleyways. These snipe signs and bulletins, including their attachment method, must be removed and properly disposed of with each service. Disposal shall be the responsibility of the Contractor and shall not be placed in City or privately owned trash receptacles.

C. Upon completion of each maintenance, Contractor shall remove and properly dispose of all trimmings, branches, litter, small debris, etc. Proper disposal of all such trimmings, branches, litter, small debris, etc. shall be the responsibility of the Contractor. No clippings, trimmings, branches, littler, small debris, etc. shall be deposited into City or privately owned trash receptacles or dumpsters at any time for any reason. The Contractor shall rinse, rake, sweep, and/or blow to leave each alley section in a safe. clean, and aesthetically pleasing condition prior to moving to the next alleyway section.

D. Contractor shall be responsible for all yard waste, palm fronds and tree branches, bulk trash, dumped building debris, or storm damage refuse including, but not limited to, furniture, mattresses, construction debris, palm fronds, tree branches, and miscellaneous refuse for volumes of five (5) cubic yards and less. Disposal shall be the responsibility of the Contractor and shall not be placed in City or privately owned trash receptacles. For volumes more than five (5) cubic yards:

1. Contractor shall notify the Contract Coordinator of any yard waste, bulk trash, dumped building debris, or storm damage including, but not limited to, furniture, mattresses, construction debris, and miscellaneous refuse for more than five (5) cubic yards before starting work in that area.

2. Contractor shall take photos of such material, time and date stamp the photos, provide location of material, and email this information to the Contract Coordinator.

3. Contract Coordinator shall provide authorization to Contractor, and then Contractor shall remove and dispose of such debris utilizing the bulk trash removal rate quoted as Additional Services. Bulk trash items shall not be deposited into any City or privately owned trash receptacles or dumpsters.

E. Contractor shall mow turf areas to a height of not less than three (3) inches or not more than four (4) inches with every service. Uncut or uneven sections of turf are unacceptable. Mowing shall be done carefully so as not to damage tree bark, tree supports, adjacent shrubs; mowing paths shall not intrude into ground cover beds, damage sodded berms, curbs, etc. within or adjacent to the maintenance area.

Mowing shall not be done when weather or conditions will result in damage to turf or uneven turf.

Contractor will be responsible for the replacement of damaged trees, tree supports, plant material, hardscape, structures, curbs, etc. as determined by Contract Coordinator or designee.

F. Contractor shall edge using blade along walks, pavements, utility boxes, curbs, roadways, trees, palms, shrubs, hedges, and beds to maintain a vertical edge with every service. This edging shall be a minimum depth of one (1) inch, adjacent to walks, pavements, utility boxes, curbs, roadways, and a minimum of twelve (12) inches from tree trunks, palm trunks, and the dripline of plant material. The encroaching growth cut with the edger shall be removed with every service. Edging shall be done during or as an immediate operation following the mowing for every service.

G. Contractor shall line trim using rotary nylon to remove overgrowth not less than three (3) inches or more than four (4) inches around the perimeter of all obstructions such as signs, posts, structures, test wells, fences, poles, trees, palms, walls, slabs, etc. with every service. Line trimming shall be done during or as an immediate operation following the mowing for every service. Line trimming shall not be performed against the base of trees, palms, or plants.

H. Contractor shall prune water sprouts from the base of trees. The contractor shall maintain a minimum of eight (8) feet of clearance from grade with every service. The pruning of water sprouts shall be done manually using hand pruners or a hand saw and shall be performed in accordance with ANSI A-300 standards.

I. Contractor shall remove, with every service, dead fronds from palms where the boot of the frond is reachable from standing at grade. The contractor shall also provide a minimum of eight (8) feet of clearance from grade. The removal of dead palm fronds shall be done manually using a hand pruner, hand saw, or manual pole saw and shall be performed in accordance with ANSI A-300 standards.

J. Contractor shall remove, with every service, tree branches two inches (2”) in diameter and less to maintain eight feet (8’) clearance through alleyway. This shall be manually pruned from ground level.

Mechanical reach pruners are not permitted for this pruning. All tree trimming is to be performed in accordance with ANSI 300 Part 3.

K. The Contractor shall shear hedges with every service. Each shearing shall be with mechanical hedge shears to remove a portion of the current season’s growth to create a dense, level, even, and consistent appearance.

L. Contractor shall maintain all specified areas for weed control with each service. Weed control is required in all areas within the alley, hedges, around trees and palms, in all planting areas devoid of plant materials, within cracks/seams/joints of gravel, curbs, pavers, etc. Weed control includes, but is not limited to, the manual removal of all weeds, invasive species and unwanted grass in existing planting areas and around trees and palms, the manual removal of invasive species and foreign growth in planting beds and around trees and palms, the manual removal of adventitious seedlings using hand pruner, hand saw, or mechanical saw, the mechanical removal of weeds using rotary nylon line trimmer in alley, hedges, around trees and palms, in all planting areas devoid of plant materials, within cracks/seams/joints of gravel, curbs, pavers, etc. The use of herbicide and growth retardant must be approved by City Contract Coordinator prior to use.

M. The Contractor shall use a blower to clear sidewalks, pathways, roadways, walkways, etc. to leave a clean surface before moving to next alley section. Blowing shall be done during or as an immediate operation following each service.

N. The Contractor shall leave each work site in a clean and orderly condition at the end of each workday.

3. SERVICE LOCATIONS

A. Contractor shall refer to the Broward County Property Appraiser’s (BCPA) website for locations and cross-street references. Contractor must be aware that alleys may be interrupted by a cross street or run perpendicular to a connected alley but is considered one continuous alley number.

B. There are currently three types of alley conditions included in this contract:

1. Alleys that are completely grass.

2. Alleys that are completely gravel.

3. Alleys that are gravel, but grass has grown over, leaving gravel exposed in the areas where tires traverse.

Alley # N/S Cross Streets E/W Cross Streets

1. NE 2 Ave/NE 3 Ave NE 9th St/Progresso Dr

2. NE 8 Ave/NE 9 Ave NE 6 St/NE 5 St

3. NE 9 Ave/NE 10 Ave NE 4 St/NE 6 St

4. NE 10 Ave/NE 11 Ave NE 4 St/NE 6 St

5. NE 11 Ave/NE 12 Ave NE 4 St/NE 6 St

6. NE 12 Ave/NE 13 Ave NE 4 St/NE 6 St

7. NE 13 Ave/NE 14 Ave NE 4 St/NE 6 St

8. NE 8 Ave/NE 14 Ave NE 3 St/NE 4 ST

9. NE 10 Ave/NE 14 Ave NE 2 St/NE 3 St

10. NE 3 Ave/Dead End NE 2 St/NE 3 St

11. NE 11 Ave/NE 14 Ave NE 1 St/NE 2 St

12. N Andrews Ave/NE 1 Ave NE 14 St/NE 15 St

13. US 1/Middle River Ter NE 26 St/NE 29 St

14. US 1/Miami Rd SE 15 St/SE 16 St

15. US 1/SE 15 St SE 14 Ct/SE 15 St

16. US 1/Miami Rd SE 14 Ct/SE 14 St

17. US 1/Miami Rd SE 14 St/SE 16 St

18. US 1/Miami Rd SE 18 St/SE 20 St

19. US 1/SE 20 St SE 20 St/SE 21 St

20. US 1/Miami Rd SE 21 St/SE 23 St

21. US 1/Miami Rd SE 21 St/SE 22 St

22. US 1/Miami Rd SE 22 St/SE 23 St

23. Andrews Ave/SE 4 Ave SE 23 St/SR 84

24. US 1/SE 4 Ave SE 22 St/SR 84

25. US 1/SE 4 Ave SE 22 St/SE 23 St

26. US 1/SE 4 Ave SE 23 St/ SR 84

27. SE 10 Ave/Miami Rd SE 14 St/SE 14 Ct

28. SE 10 Ave/Miami Rd SE 13 St/SE 14 St

29. US 1/SE 4 Ave SE 16 St/SE 16 Ct

30. US 1/SE 4 Ave SE 14 St/SE 14 Ct

31. SE 13 Ave/Dead End SE 2 Ct/SE 2 St

32. US 1/SE 4 Ave SE 13 St/SE 14 St

33. US 1/SE 4 Ave SE 12 Ct/Davie Blvd

34. SW 26 Ter/SW 27 Ave SW 13 St/Davie Blvd

35. SW 8 Ave/RR Tracks SW 9 St/SW 10 St

36. SW 9 Ave/Tarpon River SW 9 St/SW 10 St

37. SW 8 Ave/RR Tracks SW 10 St/SW 11 St

38. SW 9 Ave/Tarpon River SW 10 St/SW 11 St

39. SW 4 Ave/SW 8 Ave SW 10 St/SW 11 St

40. SW 4 Ave/RR Tracks SW 8 St/SW 9 St

41. SW 4 Ave/RR Tracks SW 7 St/SW 8 St

42. SW 2 Ave/SW 4 Ave SW 4 Ct/SW 7 St

43. SW 6 Ave/SW 7 Ave SW 6 St/SW 7 St

44. SW 5 Ave/SW 6 Ave SW 6 St/SW 7 St

45. SW 4 Ave/SW 5 Ave SW 5 St/SW 7 St

46. SW 5 Ave/SW 6 Ave SW 5 St/SW 6 St

47. SW 11 Ave/SW 12 Ave SW 4th St/Las Olas Blvd

48. SW 11 Ave/SW 12 Ave Tequesta St/Waverly Rd

49. SW 12 Ave/SW 13 Ave Tequesta St/south past SW 4 Ct to River

50. SW 13 Ave/SW 14 Ave SW 6 St/SW 7 St

51. SW 12 Ave/SW 14 Ave SW 8 Ct/dead end

52. SW 4 Ave/SW 6 Ave SW 12 St/Davie Blvd

53. SW 4 Ave/SW 6 Ave SW 12 Ct/SW 13 St

54. SW 4 Ave/SW 6 Ave SW 13 St/SW 14 St

55. SW 4 Ave/SW 6 Ave SW 14 St/SW 15 St

56. SW 4 Ave/SW 6 Ave SW 15 St/SW 16 St

57. SW 4 Ave/SW 8 Ave SW 16 St/SW 16 Ct

58. SW 4 Ave/SW 9 Ave SW 16 Ct/SW 17 St

59. SW 4 Ave/SW 9 Ave SW 17 St/SW 18 St

60. SW 4 Ave/SW 9 Ave SW 18 St/SW 18 Ct

61. SW 4 Ave/SW 9 Ave SW 18 Ct/SW 19 St

62. SW 4 Ave/SW 9 Ave SW 19 St/SW 20 St

63. SW 4 Ave/SW 6 Ave SW 12 Ct/SW 14 Ct

64. SW 4 Ave/SW 6 Ave SW 16 Ct/SW 20 St

65. SW 3 Ave/SW 4 Ave SW 17 St/Davie Blvd

66. SW 3 Ave/SW 4 Ave SW 12 Ct/SW 13 St

67. SW 3 Ave/SW 4 Ave SW 13 St/SW 14 St

68. SW 3 Ave/SW 4 Ave SW 14 St/SW 14 Ct

69. SW 3 Ave/SW 4 Ave SW 15 St/SW 16 St

70. SW 3 Ave/SW 4 Ave SW 16 St/SW 16 Ct

71. SW 4 Ave/RR Tracks SW 16 Ct/SW 17 St

72. SW 3 Ave/SW 4 Ave SW 19 St/SW 20 St

73. SW 2 Ave/SW 4 Ave SW 20 St/SW 21 St

74. SW 2 Ave/SW 3 Ave SW 21 St/SW 22 St

75. SW 3 Ave/SW 4 Ave SW 22 St/SW 23 St

76. SW 2 Ave/SW 3 Ave SW 23 St/SR 84

77. east of SW 12 Ter SW 26 St/SW 28 St

78. SW 27 Ave/SW 27 Ter SW 4 Ct/SW 3 St

79. SW 27 Ave/SW 27 Ter SW 2 St/SW 3 St

80. SW 8 Ave/SW 9 Ave SW 17 St/SW 20 St

81. SW 8 Ave/SW 9 Ave SW 5 St/SW 6 St

82. NW 23 Ave/NW 24 Ave NW 5 St/NW 6 St

83. NW 7 Ave/NW 9 Ave NW 2 St/NW 3 St

84. Additional Trash Pick-up Trash Pick-Up

4. CONTRACTOR RESPONSIBILITIES

A. HORTICULTURIST. Contractor shall provide a minimum of one (1) full-time staff person certified through Florida Nurserymen, Growers, & Landscape Association (FNGLA) as a Florida Certified Horticultural Professional (FCHP). Upon request, the Contractor shall provide a copy of a valid FNGLA FCHP certificate(s) and identify how the licensed persons operate within Company.

B. Contractor shall notify the City Contract Coordinator in the event of scheduling delays, changes, or comments/complaints received from the public.

C. Contractor shall provide sufficient employees to perform safe, thorough, and expeditious work.

D. Contractor employees shall present a conspicuous, clean, neat, and well-groomed appearance and shall conduct themselves in a professional and respectable manner while performing the duties of the contract.

E. City may request the Contractor to remove any employee if it is determined that services are not being performed in accordance with the terms and conditions of the contract.

F. Contractor shall plainly identify all vehicles with the Contractor’s company name and all required business markings. The Contractor shall plainly identify all materials and equipment.

G. Contractor shall have a qualified foreman on site. As a fully authorized agent of the Contractor, the foreman must be capable of making on-site decisions to perform the work in accordance with the specifications contained in this proposal.

H. Contactor management, supervisory, and foreman employee’s must be available by phone during working hours. The Contractor shall provide the Contract Coordinator with a list of all management, supervisory, and foreman personnel assigned to the contract. The list shall include the first and last names, direct company telephone number, direct company mobile telephone number, and direct company email address for such employees who are assigned to the contract. The Contractor shall be responsible for keeping this list up to date during the contract’s term.

I. Contractor shall furnish all labor, management, supervision, trucks, tractors, mowers, string trimmers, edgers, blowers, chain saws, pole saws, hand saws, hand pruners, sprayers, herbicides, pesticides, growth regulators, gas, oil, safety equipment, Personal Protection Equipment, Temporary Traffic Control, and any other equipment necessary for litter and debris pickup, palm fronds collection, tree branch collection, weeding, edging, mowing, shearing, trimming, and any other function that may be required to properly maintain vegetation in the unpaved alleyways within the City.

J. A list of all equipment available to complete the services of this contract should be included with the submission of this Informal Quote (IQ).

K. Contractor shall not leave any vehicles, materials, or equipment on site after working hours or overnight unless prior arrangements and written approval has been obtained from the Contract Coordinator.

L. In accordance with Section 17-7.7 of the City of Fort Lauderdale Code of Ordinances, all work shall be performed no earlier than 7 a.m. and no later than 7 p.m., Monday through Friday. Exceptions to this schedule can only be made with the prior approval of the Contract Coordinator.

M. Contractor shall provide and correctly implement all Temporary Traffic Controls (maintenance of traffic) on all streets located in the City, in accordance with FDOT requirements.

N. Contractor shall maintain all equipment in safe operating condition and in accordance with manufacturer specifications.

The Contractor shall sharpen all blades prior to each service to ensure clean cut on all plant material.

O. Contractor shall be responsible for any loss of materials or equipment due to accidents, misuse, theft, vandalism, etc., Such losses shall be replaced or repaired by the Contractor with no additional charges to the City.

P. Contractor shall repair or replace, at their own expense, any City property damaged by the Contractor.

This shall include, but is not limited to trees, palms, turf grass, plant material, lighting, signs, irrigation, pavers, hardscape, etc.

Q. In accordance with Section 24-7 of the City of Fort Lauderdale Code of Ordinances, no grass, weeds, leaves, branches, fronds, trash, debris, etc. shall be blown, swept, scattered, thrown, dumped, or piled into any road, street, street gutter, storm drain, sidewalk, beach of the Atlantic Ocean, beach or bank of any river, stream or waterbody. Only grass clippings may be blown back onto the cut grass or must be raked up and removed where blowing is not reasonable.

R. The Contractor shall adhere to ANSI A300 and ANSI Z.133 standards.

5. SERVICES FREQUENCY

A. Alley maintenance shall be twelve (12) cycles per year.

B. A year consists of twelve (12) one-month periods based on contract calendar year.

C. Alley maintenance shall be performed no earlier than 7 a.m. and no later than 7 p.m., Monday through

Friday. Exceptions to this schedule can only be made with the prior written approval of the Contract Coordinator.

D. If, due to inclement weather or other acts of nature, the scheduled service is not performed, the

Contractor must obtain written permission from Contract Coordinator for extension to make-up service.

The Contractor must still maintain regular schedule for all other areas within the month.

E. The City of Fort Lauderdale reserves the right to revise the service frequency for weather, fiscal, or budgetary reasons.

6. WORK SCHEDULES

A. All work must be performed within a five-day cycle (Monday through Friday) between 7am and 7pm, unless otherwise approved by the Contract Coordinator.

7. DAILY TASK SCHEDULES AND JOB COMPLETION NOTICES

A. Contractor shall be responsible to submit via email to the Contract Coordinator:

1. Before 12:00 midnight on the Sunday before the beginning of each scheduled work cycle, the Contractor shall email a Daily Task Schedule outlining areas for the upcoming workweek.

2. Before 11:00 pm on each workday, the Contractor shall email a Job Completion Notice detailing completed areas and service times for that same day.

3. Contractor shall not start any cycle without work being included in or without the submittal of

Daily Task Schedule.

B. The Contract Coordinator shall notify the Contractor:

1. No more than three (3) working days after the Job Completion Notice is submitted, the Contract Coordinator shall email the Contractor if the inspection is failed and will provide instructions to Contractor for compliance.

2. The Contract Coordinator will not email the Contractor if the inspection is passed.

C. Contractor has twenty-four (24) hours from the time the Contract Coordinator’s inspection email was sent to correct all deficiencies of service. The Contractor will be allowed one (1) opportunity for reinspection to reservice and correct any deficiencies. Any variation of this standard is at the discretion and approval of the Contract Coordinator only. In the event of non-compliance, no payment for any portion of the assigned location will be administered.

D. Email shall be the official means of communication. Verbal communication, phone calls, texting, voice messages, etc. regarding schedules, inspections, completions, reinspection’s, deficiencies, and/or any questions or concerns will not be considered binding.

E. No payment will be made for work in which a Job Completion Notice was not received.

F. No payment will be made for deficient work not corrected to the satisfaction of the Contract

Coordinator.

G. The City reserves the right to amend, change and/or redirect the pre-cycle scheduled locations that are submitted by the Contractor or to direct the Contractor to service specific areas on specific dates, as may be required.

8. Safety

A. The Contractor shall take extreme care to safeguard all existing facilities, site amenities, sprinkler systems, turf-grass, trees, shrubs, plant material, structures, windows, vehicles, etc. in and around the job site. If damage to public or private property has occurred, the Contractor shall notify the Contract Coordinator within 24 hours after damage occurred. The contractor shall repair and or replace damage within 48 hours of occurrence. If the Contractor has not repaired or replaced damaged property within 48 hours of occurrence, the City reserves the right to make necessary repairs and or replacements and invoice the Contractor. Any damage to public and/or private property caused by the Contractor shall be the responsibility of the Contractor and shall be replaced or repaired by the Contractor at no additional cost to the City.

B. The Contractor shall exercise extreme caution and discernment when operating equipment or vehicles near pedestrians and when maneuvering through alleys.

C. Contractor shall adhere to OSHA 29 CFR 1910.

D. Contractor shall adhere to NAICS 561730. SIC Code 0782.

E. Contractor shall adhere to NAICS 561730. SIC Code 0783.

F. All Contractor vehicles must be properly parked in observance of all regulatory signs and street markings. The Contractor shall also comply with all Federal, State and local laws, codes, rules and regulations that govern and control the operations of this proposal.

9. CONTRACT TERM AND RENEWAL OPTIONS

The initial contract term shall commence upon final execution of the contract by the City and shall expire one (1) year from that date or the day after the current contract expires, whichever is later.

The City reserves the right to extend the contract for additional four (4) one (1)-year terms providing all terms, conditions and specifications remain the same, both parties agree to the extension, and such extension is approved by the City.

In the event services are scheduled to end because of the expiration of this contract, the Contractor shall continue the service upon the request of the City as authorized by the awarding authority. The extension period shall not extend for more than 270 days beyond the expiration date of the existing contract. The Contractor shall be compensated for the service at the rate in effect when this extension clause is invoked by the City.

10. BILLING ITEMIZATION

The Contractor shall be compensated only for services that have been completed in accordance with the requirements of this contract and approved by the City. Each invoice shall include detailed itemization by location and service date, along with supporting documentation sufficient to verify completion of work, including the required Job Completion Log and any applicable photographic documentation. Failure to provide complete and accurate documentation may result in delayed or denied payment.

11. INVOICES AND PAYMENTS

The City will accept invoices no more frequently than once per month. Each invoice shall fully detail the related costs and shall specify the status of the particular task or project as of the date of the invoice with regard to the accepted schedule for that task or project. Payment will be made within forty-five (45) days after receipt of an invoice acceptable to the City, in accordance with the Florida Local Government Prompt Payment Act. If, at any time during the contract, the City shall not approve or accept the Contractor's work product, and agreement cannot be reached between the City and the Contractor to resolve the problem to the City's satisfaction, the City shall negotiate with the Contractor on a payment for the work completed and usable to the City.

12. MAKE-UP WORK/PAYMENT DEDUCTIONS

If the Contractor fails to complete all required services in accordance with the contract specifications and as documented in the Job Completion Log, the Contractor shall correct and complete the work by the next business day between the hours of 7:00 a.m. and 5:00 p.m., at no additional cost to the City. If the Contractor fails to perform a scheduled service without prior approval from the Contract Administrator or designee, the cost associated with that service for the affected parcel shall be deducted from the monthly invoice. In the event that services are incomplete, unsatisfactory, or not performed in accordance with the contract requirements, the City reserves the right to withhold payment or apply deductions based on the Contractor’s bid pricing. Deductions shall be applied for each occurrence and shall continue until the work is completed to the satisfaction of the City.

13. RECORDS MAINTENANCE AND AUDITS

The City reserves the right to review and audit all accounts and financial records related to services provided under this contract. Such records shall be maintained in a manner that is complete, accurate, and clearly distinguishable from records related to the Contractor’s other operations.

Upon reasonable advance notice, the Contractor shall make all relevant records and documentation available to the City’s Internal Auditor or authorized representative during normal business hours for inspection, audit, and copying.

This requirement shall remain in effect for the duration of the contract, including any extensions, and for a period of two (2) years following contract completion.

All records shall be maintained in accordance with generally accepted accounting principles and in a format suitable for review by an independent certified public accountant.

14. ADDITIONAL ITEMS / DUTIES

The City reserves the right to add or remove properties and to request additional services under this request.

If the Contractor agrees to perform additional services or maintain newly added properties, compensation shall be based on the Contractor’s bid pricing for comparable parcel sizes and shall not exceed the lowest unit price submitted for similar work in the Bidder’s Proposal. All additional services must be authorized in advance by the Contract Administrator.

The City reserves the right to determine whether proposed pricing for additional services is acceptable. If pricing is deemed unreasonable, the City may procure such services from other vendors or terminate the contract, in whole or in part, upon thirty (30) days’ written notice.

END OF SECTION