Grounds_Maintenance_for_Recreation_Parks_Division.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

INVITATION FOR BID (IFB)

IFB26-0501

GROUNDS MAINTENANCE FOR RECREATION PARKS DIVISION

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

INVITATION FOR BID (IFB)

GROUNDS MAINTENANCE FOR RECREATION PARKS DIVISION

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. MANDATORY MINIMUM REQUIREMENTS

6. STANDARD TERMS AND CONDITIONS

7. SPECIAL TERMS AND CONDITIONS

8. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

9. PRE-SOLICITATION CONFERENCE

10. VENDOR QUESTIONNAIRE

11. PRICING PROPOSAL

Grounds Maintenance for Recreation Parks Division

1. INTRODUCTION

1.1. Summary

The City of Orlando is seeking high-quality vendors to support the maintenance of our parks and outdoor spaces. Our goal is to partner with reliable teams who can help keep our parks clean, safe, and visually appealing for the thousands of residents and visitors who enjoy them each year.

This work includes routine turf care, landscaping, debris and litter control, and general upkeep of grounds and common areas. Vendors who take pride in consistent service, attention to detail, and strong communication will find this an excellent opportunity to showcase their expertise.

By joining us, Vendors play a key role in elevating the community’s recreational experience and helping our parks remain vibrant, welcoming, and well-maintained.

1.2. Contact Information

Direct all questions and inquiries to the following:

Javarie McDonald, CPP

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Recreation

1.3. Timeline

Issue Date August 4, 2026 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Bid Conference (Non-

Mandatory)

August 13, 2026, 1:00pm

JOIN THE VIRTUAL PRE-BID

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2538844

70127024?p=h8lJWJB3xY0vVH5Un2

Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 253 884 470 127 024

Cut-off date for Questions by

Bidder

August 20, 2026, 5:00pm

Bid Due Date and Time September 3, 2026, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:

https://teams.microsoft.com/meet/2415776

80219862?p=UKhKmzPgcJa9fUs61D

Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 241 577 680 219 862 https://teams.microsoft.com/meet/253884470127024?p=h8lJWJB3xY0vVH5Un2 https://teams.microsoft.com/meet/253884470127024?p=h8lJWJB3xY0vVH5Un2 https://teams.microsoft.com/meet/241577680219862?p=UKhKmzPgcJa9fUs61D https://teams.microsoft.com/meet/241577680219862?p=UKhKmzPgcJa9fUs61D

2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

• Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

2.4. PRE-SOLICITATION CONFERENCE

The purpose of a Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. A representative from the Procurement and Contracts

Division and a technical representative from the using department will be present to discuss the solicitation.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B - Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

H. Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as part of the submittal.

J. Bid Security, if applicable.

K. Proof of Insurance - If applicable, please refer to Section 5 - Insurance

Requirements.

L. Attachment H - Personnel Pesticide Licensing. This form must be downloaded, completed, and uploaded as a part of the submittal.

M. Attachment I - Equipment Listing. This form must be downloaded, completed, and uploaded as a part of the submittal.

N. Attachment J - Personnel Listing. This form must be downloaded, completed, and uploaded as a part of the submittal.

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Thursday, September 3, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. General

The City of Orlando (City) requires the services of an experienced Contractor to perform grounds maintenance and irrigation maintenance at various City’s Recreation Division

Parks within City limits. The Contractor shall provide all labor, materials, equipment, supplies, and supervision necessary for all aspects of grounds maintenance and irrigation maintenance, as well as provide all incidental labor and materials necessary for this work.

The Contractor shall be responsible for all aspects of ground maintenance services to include but not be limited to, mowing, blowing, trimming, string trimming, litter removal, landscape maintenance, palm tree maintenance, roadside herbicide spraying, pruning, trash and debris removal, clipping and fence line trimming; and irrigation maintenance services to include inspections of the complete irrigation system including pumps, water meters, backflow preventers, completing repairs and providing replacement parts within the designated areas that are defined in the boundaries specified herein.

Site locations for the performance of the Work are listed herein, and these sites must be accepted by Contractor as being in an “as is condition” at the time of contract execution.

All work is to be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m., Local Time, City of Orlando, so work can be monitored while in progress.

The City of Orlando’s Holidays are:

• New Year’s Day

• Martin Luther King Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Thanksgiving Day

• Day after Thanksgiving

• Christmas Eve Day

• Christmas Day

The Contractor must have their own equipment maintenance agreements, or an in-house maintenance program to ensure that all equipment used in the performance of services under this contract is well maintained and in good condition throughout the term of the contract. Equipment maintenance information shall be submitted to the City upon request.

4.2. Boundaries

A. General

Exact boundary locations to be serviced by the Contractor will be determined by the City or designee, and may be modified by the City at any time during the term of the contract.

B. Site Locations

A. Airport Lakes Park, 7098 Shadowridge Dr, Orlando, FL 32812

B. Grand Avenue, 700 Grand Street, Orlando, FL 32805

C. Heroes Park, 14086 Centerline Dr, Orlando, FL 32827

D. Lake Fairview Park, 2200 Lee Road, Orlando, FL 32810

E. Lorna Doone Park, 1519 W Church St, Orlando, FL 32805

F. McCoy Park, Dowden Road, Orlando FL 32827

G. Rosemont Community Center, 4880 Rose Bay Drive, Orlando FL 32808

H. Southport Community Park, 3437 Barnstable Place, Orlando, FL 32827

I. Trotters Park, 1905 Lee Rd, Orlando, FL 32810

4.3. Scope of Services

The Contractor shall be responsible for mowing, string trimming, edging, litter and debris removal, landscape maintenance, mulching, irrigation system maintenance, palm tree maintenance, cleaning all signs and park furnishings quarterly, herbicide spraying and fence line trimming.

A. Mowing, Blowing, Trimming, String Trimming, Litter Removal, Edging and

Herbicide

1. Mow and string trim grass and vegetation in park areas with conventional high production style mowing equipment with sharp blades. Trim all areas along and under fencing, under and around guard-rails or sign posts, and around bushes or trees. String trimming shall be no lower than one (1) inch to prevent erosion and not higher than four (4) inches (plus ½ one inch) or at a height determined by the City or designee to provide a finished appearance. Please note that a tractor-mounted bat wing or bush hog mowers cannot be used on

St. Augustine turf or any developed park area. Mowing and trimming the difficult and sloped areas may require the use of specialized equipment to be provided by the Contractor. All ditches shall be mowed to the water line and the bottom of water/lake areas shall be mowed when dry. All grass, part grass, part succulent weed growth, or all succulent weed growth shall be mowed. Mowing and trim work will be performed on “curb-to-curb” areas or along fence lines, or established mowing contours as designated by the City or designee.

2. The equipment used by the Contractor must be in good repair and shall be maintained so as to produce a clean, sharp cut and uniform distribution of the cuttings at all times. The mowers shall be constructed so that the height of cut can be adjusted to a minimum of four inches (4”) for Bahia Turf, and one inch (1”) for slope areas and Bermuda Turf.

3. Any obstacles to mowing will be hand mowed or trimmed and string trimmed around as necessary within one (1) working day from mowing. These obstacles may include, but are not limited to, fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, park benches or light poles, etc. During each mowing Cycles, all trees in the area being mowed will be trimmed to remove any limbs or suckers that are growing below 8 feet from the ground. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds.

4. All grass, weeds, vegetation and plant material growing in, on, along and around paved areas, bricked areas, sidewalks, ramps, curbs, divider walls, emergency lanes, guardrails, bridge embankments and under bridges shall be sprayed with a City approved herbicide on a City approved schedule. The

Contractor shall only use herbicides that are approved by the City. Any plants or grasses higher than 6” will be cut down or removed after spraying. The spraying of herbicides must take place more than six (6) inches away from the roadside areas or more than three (3) inches away on slope areas that are 3:1 or greater. Spraying along private property fence lines is prohibited unless authorized in writing by the City or designee.

5. All equipment shall be set, maintained and operated in a safe manner, and must have sharp blades that will give a smooth, even cut to a height of four

(4) inches plus/minus half 1 inch (± ½”) or at a height determined by the City or designee. Bermuda turf to be mowed at one and one quarter inch (1 ¼) in height. All rolled or piled grass clippings shall be raked down and spread on the turf in a thin enough application so as to not smother the turf. All grass clippings shall be blown off sidewalks back unto turf areas before leaving the work site at the end of the work day. Litter is to be removed by hand from right-of-way marker to right-of-way marker within each property line or easements including paved, landscaped and all non-mowed areas including parks to allow for a neat and clean appearance after completion. Litter removal will be accomplished just prior to mowing or trimming. All palm fronds, branches and limbs smaller than ten feet long and four inches in diameter are considered litter and shall be removed by the Contractor prior to mowing or trimming.

6. All paved areas shall have all sand, gravel, dirt, mud and leaves swept or blown off. Before sweeping or blowing off any paved areas, all litter, broken glass and gravel larger than half an inch ( ½) inch shall be picked up for safety reasons.

7. Wherever landscaping has been established or natural landscaping has been preserved, mowing shall conform to the established mowing contours.

8. The Contractor shall perform edging (including removal of all debris resulting from the cutting) of all roadways, pavement, buildings, shrub beds, signs, fences, curbs, concrete pads and sidewalks, etc. Edging shall be performed to maintain a clean and neat appearance. Neatly edge and trim around all plant beds, curbs, walks, streets, trees, plants, and building areas. Use of

“weed eaters” is discouraged, especially around tree trunks or other plants and not to be used in any plant bed. Limited use may include trimming along walls or fences. Maintain all shapes and configurations of plant beds in a clean manner, free from imperfections. All clippings from edging shall be removed from the site immediately.

B. Debris Removal

1. All trash and debris, including but not limited to leaves, branches, bottles, tape, streamers, and paper, are to be removed from paved areas, parking lots, turf areas, posts, signs, pavilions, tree and shrub beds, and trash receptacles. The Contractor is responsible for removing and disposing of all trash and debris at the end of each service

2. The Contractor is responsible for replacing all trash bags and liners at each

Cycles and must wipe each trash receptacle to insure a clean and sanitary appearance.

3. The Contractor shall be required to remove piled or rolled-up clippings from roadway, sidewalk, and turf areas. All clipping and pruning debris must be removed from the site prior to ending a work shift.

4. The Contractor shall use a blower to clean litter from sidewalks and paved areas including playgrounds and athletic courts.

5. The Contractor shall mow in patterns that limit the discharge of clippings into the road, retention ponds, lakes and streams.

6. All BBQ grills shall be cleaned every Monday.

C. Landscape Maintenance

1. Maintenance and Pruning of Planted Landscaped Plantings, Shrubs, & Trees

2. Eliminate all bracing and tree supports as soon as plants become self-supporting. Tree supports that must remain should be kept in good repair and functioning at all times to fully protect the trees.

3. Side shoots or branches may be “headed back”, but are to be left on and are encouraged on all thin or spindly tree trunks and on all trees still need bracing or staking. This will encourage more rapid trunk growth and natural strengthening.

4. Pruning shall be done to encourage a healthy natural growth pattern for each specific variety. Pruning shall be performed in a manner that encourages the development of the eventual and future branching structure. Pruning shall also be performed in accordance with accepted industry practices and standards.

5. All trees and shrubs shall be pruned so that limbs are not less than 9-11 feet from the ground throughout the park area. Shrubs shall be pruned back two

(2) feet from the sidewalk. Shrubs that have limbs hanging into the road or over curbs shall be pruned back six (6) inches from the curb. All dead flower and seed heads must be removed.

6. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City or designee and immediate action should be taken by the Contractor to stop or contain the spread of infected areas.

7. Any damage caused by the Contractor including, but not limited to, trunk damage to trees or bushes, gouges or cuts in sign posts and damage to structures and the integrity of ditch or bridge banks, during the Contractor’s performance of the Work, is the sole responsibility of the Contractor.

8. Trees taller than twenty-five (25) feet, except for palm trees, will not be maintained under the landscape maintenance portion of this contract with the City except to keep at least a nine-eleven feet (9’-11’) clearance from the ground.

D. Shrubs

1. Shrubs also need to be periodically replaced due to vandalism, disease or deformed growth. Replacement will be handled on a time and materials basis.

E. Well Established and Older Trees and Shrubs

1. Performance shall be no less than the following:

2. All trees and shrubs shall be kept pruned back from the edge of roads, driveways, guardrails and walks to insure the safety of citizens and the protection of property. Pruning shall be done to keep plants clear of all vehicular doors and windows. Any hanging limbs or branches shall be pruned and removed.

3. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City or his designee and immediate action should be taken to stop or contain spread of infected areas.

4. The shrubs shall be trimmed to promote healthy and vigorous growth. Remove all old tree ties and stakes older than 18 months at the direction of the City or designee. Pruning shall be performed under the supervision of personnel knowledgeable and experienced in horticultural practices.

5. Shrubbery bed maintenance shall include weeding and trimming with trash and debris removal.

6. Tree rings shall be maintained for all trees at a minimum of eighteen inches

(18”) from the base of the tree.

7. The Contractor shall trim all tree canopies to a height of nine to eleven feet (9

- 11) from the ground to provide for pedestrian clearance. The pruning of all palms will be the responsibility of the Contractor. All other tree trimming will not be the responsibility of the Contractor on trees exceeding 25 ft. in height.

F. Replacement of Plantings and Sod

1. When the City or designee determines that plantings have died because of the Contractor’s neglect, such plantings shall be replaced by the Contractor at no expense to the City. Plantings dying for reasons not attributable to the

Contractor shall be replaced by the City not including plantings that are still under the guarantee period of the installing Contractor.

2. The Contractor, at no expense to the City, shall replant or re-sod in accordance with standard landscape practices. Replacement Plants shall be

Florida Fancy Grade and will be guaranteed for one (1) year. The Contractor shall be responsible for hand watering replacement plants or sod as necessary.

G. Palm Tree Maintenance

1. All palm trees within the designated areas will be pruned so that all dead or dying fronds, seed or flower stalks and boots are removed this is to be accomplished once (1) Cycles for all areas.

2. All palm trees within the designated areas will be fertilized with a balanced fertilizer in accordance with manufacturer’s instructions. The fertilizer will contain all appropriate trace elements and at least 50% slow release nitrogen.

H. Weeding Beds

1. All plant beds shall have all weeds removed to maintain the landscape in an attractive condition. The Contractor is allowed to use approved herbicides or pre-emergent’s in accordance with manufacturer’s specifications in lieu of hand weeding, except hand weeding is to be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance or result in damage to plants as determined by the City or designee. Also, the

Contracator shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. Plants and trees damaged by improper use of herbicides will be replaced by the Contractor at their expense. Replacements will be of same type and size as those damaged.

2. All areas, including tree rings, beds around signs, shrub beds, sidewalks, curbs and buildings shall be kept weed free by hand pulling except when and where chemicals have been approved by the City.

3. All tree and palm suckers shall be removed from beds, poles, signs, etc.

4. Trimming and spraying around individual plants, trees, shrubs and established plant beds is covered under the trim requirements in the mowing section.

I. Irrigation

1. The irrigation systems will be maintained and operated by the Contractor, including at the properties.

2. The Contractor is responsible for operating all the irrigation systems. Whenever possible, watering should not occur during the business hours of the parks.

3. An irrigation schedule of maintenance will be provided by the Contractor to the City or designee, within fifteen (15) calendar days after the award of the

Contract. The irrigation schedule should be adjusted according to climatic conditions and meet any restrictions mandated by any water management agency.

4. Contractor shall be responsible for operating the irrigation system on a consistent City approved schedule. Contractor shall be responsible for conducting scheduled inspections of the complete irrigation system.

5. Contractor is to activate each irrigation system during the scheduled inspection to ensure that each element of the landscape area is receiving the proper amount of water and that water is not being sprayed on paved surfaces.

6. If any irrigation system fails to work due to the Contractor’s negligent performance, it will be the sole responsibility of the Contractor to keep the affected areas watered on a regular basis, using whatever means necessary, until the system is functioning properly.

7. Contractor shall make appropriate adjustments to the irrigation system controller, electric valves, lines and heads to insure that proper water is supplied to landscaped areas and that the irrigation system meets manufacturer's specifications. The set times on controllers are not to be changed or adjusted without the permission of the City or designee.

8. If the Contractor determines that a repair is needed and such repair may not be the responsibility of the Contractor, the Contractor shall immediately report the need for repair to the City or designee. Repairs shall not be undertaken by the Contractor until full permission is granted by the City or designee. Repairs to the controller, batteries, repair or replacement of clocks, electric valve lines and heads due to worn out parts, dirt or debris in the system, leaks or broken parts must be repaired by the Contractor.

J. Spraying of Pesticides and Herbicides

1. The Contractor must provide: A COPY OF ALL LAWN AND

ORNAMENTAL PESTICIDE LICENSES WITHIN FIFTEEN (15) DAYS OF A

REQUEST MADE BY THE CITY. IF THE PERSON WHO HOLDS THE

LICENSE IS REPLACED OR LEAVES THE COMPANY, A COPY OF A

CURRENT LICENSE FROM THE NEW EMPLOYEE WILL BE SUBMITTED

TO THE CITY OR DESIGNEE IMMEDIATELY.

2. The Contractor will be responsible for furnishing and applying pesticide on trees and shrubs, and herbicides on, but not limited to, grass, weeds, vegetation, and plant material growing on, along and around paved areas on an as needed basis when requested by the City.

3. The Contractor shall abide by the manufacturer's specifications for each and every chemical or chemical compound used. Also, the Contractor shall abide by all rules, laws, ordinances, and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage, and application of pesticides or herbicides.

4. Pesticides shall not be applied during times of inclement weather. Environmental concerns must be addressed when developing the program. The City recommends Integrated Pest Management be used.

5. Plants, trees and grass damaged by improper use of herbicides will be replaced by the Contractor at their expense. Replacements will be of same type and size as those damaged.

6. Spot Application of Pesticides

7. During the Contractor Landscape Maintenance Cycles of City Park properties spot treatment for fire ants with pesticides to eliminate mounds or nesting areas is to be applied throughout the entire Park property as needed.

8. The City or designee will request spot treatment of fire ant infestation with pesticides as they are noticed or reported to him and are to be included as part of the Landscape Maintenance Cycles required activities and treated with the next Landscape Maintenance Cycles.

K. Fertilization/Pest Control/Overseeding

A. All areas:

1. Apply 8-2-12 fertilizer at the rate of one and a half (1-1/2) cups per plant for all ground covers or shrubs, or spread evenly under plants at the rate of two (2) lbs. per 100 sq. ft.

2. All turf, except Bermuda turf, will have 15-0-15 at the manufacturer’s recommendation.

3. All fertilizer including the labor and equipment for its application shall be provided by the Contractor.

4. The Contractor must call the City’s representative prior to fertilizing, to confirm a date of application and first approval of such an application. All bags of fertilizer will be inspected by the City’s representative before application.

5. The Contractor shall apply Lesco 22-2-11 fertilizer plus atrazine 1.05% at a rate of 50 lbs per 15,000 square feet of turf each February to control weeds in the turf. The fertilizer will be a minimum of 1% iron content.

6. The Contractor shall apply Lesco 15-0-15 fertilizer plus Talsar .069% at a rate of 6 lbs per 1,000 square feet of turf each April to control turf pests. The fertilizer will be a minimum of 3% iron content.

7. The Contractor shall apply Lesco 24-2-11 fertilizer plus Talstar .069% at a rate of 6 lbs per 1,000 square feet of turf each July to control turf pests. The fertilizer will be a minimum of 4% iron content.

8. Special attention is to be paid to fire ants. Treatment of the fire ant mounds will be ongoing with each visit to ALL LOCATIONS.

9. Apply 12-2-14 fertilizer at the rate of one and a half (1-1/2) cups per plant for all ground covers or shrubs, or spread evenly under plants at the rate of two

(2) lbs. per 100 sq. ft. Apply only in April.

10. All Bahia turf will have 16-4-8 with minors at the rate of six (6) lbs per 1,000 sq.ft. Apply only in April.

11. All fertilizer, herbicide and pesticide including the labor and equipment for its application shall be provided by the Contractor.

12. The Contractor must call the City’s representative prior to applying fertilizer, pesticide, and herbicide, to confirm a date of application and first approval of such an application. All bags and/or containers of fertilizer, herbicide and pesticide will be inspected by the City’s representative before application.

L. Monthly service schedule: core aerification is required prior to fertilization.

1. January - Apply ammonia sulfate at a rate of 150 lbs an acre of turf.

2. February - Apply broadleaf weed control herbicides as needed. Fertilize with a blended fertilizer, 15-1-15 ( 40% slow release ) 400 lbs an acre of turf.

3. March - Apply 20-2-20 (50% slow release ) fertilizer impregnated with

Ronstar, 0.95% pre- emergent herbicide to prevent spring germination of undesirable weed species.

4. April - Apply ammonia sulfate at a rate of 150 lbs an acre of turf and apply

Bayer Top Choice for Fire Ant control and other pests.

5. May - Fertilize with a blended fertilizer, 15-1-15 (40% slow release) 400 lbs an acre of turf in late May. May need to apply additional follow up insecticides at this time as well.

6. June - Scout for the germination of grassy weeds and sedges. Treat weeds in their early growth stages for optimal control with appropriately labeled herbicides at recommended rates.

7. July - Apply herbicides for grassy weed control as needed.

8. August - Treat fire ants and mole crickets with Orothene as needed. Apply herbicides for grassy weed control as needed.

9. September - Apply a blended fertilizer 15-1-15 (40% slow release) 400 lbs an acre of turf.

10. October - Scout for the germination of grassy weeds and sedges. Treat weeds in their early growth stages for optimal control with appropriately labeled herbicides at recommended rates.

11. November - Over seed with Winter Rye seed the first week of the month.

12. December - Apply ammonia sulfate at a rate of 150 lbs an acre of turf.

4.4. Quantity and Frequency of Work

A. Quantity

1. The quantities listed on the Bid Price Form are estimated annual requirements based on historical data. It is the Contractor's responsibility to verify the quantity of work needed for each task. The accuracy of the data, maps, and plans are not guaranteed. Verification of the accuracy of this information is the Contractor's responsibility. Any discrepancies or disagreements concerning quantities or boundaries shall be mutually resolved between the Contractor and the City or designee prior to Contractor beginning work for any area in question.

2. The actual numbers of Cycles are not guaranteed. The number of units or

Cycles will be based upon current conditions including environmental factors and budget.

B. Frequency

1. The City or designee will determine the schedule and frequency for each task within the designated areas.

2. The estimated frequency for mowing, litter removal, edging, landscape maintenance, and roadside herbicide applications is listed on the Bid Price

Form. The actual amount and scheduling of mowing is based upon several factors such as environmental conditions, and budget constraints.

3. The Contractor must provide, within five (5) working days prior to commencing of the work, a written monthly work schedule, for all site locations and activities to the City or designee.

C. Work Assignment and Work Schedule

All work locations will be described with geographical or landmark reference points that allow the Contractor to locate the site with minimum delay. The

City will make every reasonable effort to plan work locations to minimize the

Contractor's travel requirements.

All work shall be performed during daylight hours. Night work may be allowed with prior written authorization of the City or designee.

No work shall commence on work orders until satisfactory completion or progress of previously issued assignments has been confirmed. The only exception is when the City or designee determines that such other work is in the best interest of the City and shall be expedited. Acceptable work quality will be determined by the City Inspector, who is empowered to do so by the

City or designee. Reworking required due to Contractor negligence or inadequate procedures will be the responsibility of the Contractor. No additional payment will be due the Contractor for the reworking of non-acceptable areas.

A. Bidder Response Time Requirements

1. The Contractor shall respond within three (3) working days to the respective scheduled work authorization. All work begun shall be completed in an expeditious manner. Failure to do so may constitute unsatisfactory progress as determined by the City (except for irrigation). For specific information related to irrigation maintenance, refer to the section on Irrigation Systems

Inspection, Operation and Maintenance herein.

2. Contractor shall provide an On-Call Technician who is available 24 hours a day, 7 days a week, to respond within two (2) hours of a call for service from the City.

4.5. Equipment

A. The Contractor shall list all equipment intended to be utilized for this contract by completing Attachment “J” - Equipment List form and submitting this form with their bid.

B. All equipment shall be approved by the City or designee before being placed in service.

C. Inspection and approval of Contractor's equipment by the City or designee shall not relieve the Contractor of responsibility or liability for injury to persons or damage to property caused by the operation of the equipment.

D. All equipment shall display the Contractor's name in a prominent and clearly legible manner. Letters on ALL trucks and utility trailers are to be at least 2 ½ inches in high, and must be visible to the public.

E. All mowing equipment shall be equipped with safety equipment, lighting, and signage as required by the Florida Department of Motor Vehicles (DMV) regulations.

F. Mowing equipment shall be painted a uniform color of high visibility. The color of the equipment must have the prior approval of the City.

G. The City or designee may authorize the use of amber flashing lights on

Contractor's equipment. These lights shall be used only when required in the course of the Work, and shall not be used when traveling to and from the job site.

H. Equipment safety devices must remain “ON” and properly maintained at all times while the equipment is in use.

I. If the equipment has a safety deficiency, the Contractor shall be notified immediately by the City or designee and asked to remove such equipment from service until fully repaired. The Contractor shall immediately remove the defective equipment from service upon notification until the deficiency is corrected to the satisfaction of the City or designee.

J. Equipment that causes any damage to the pavement or turf shall not be allowed for use under this contract.

K. Contractor shall provide their list of equipment maintenance agreements upon request, or otherwise indicate if the Contractor has an in-house maintenance program to ensure that equipment will be maintained and repaired to provide operational efficiency at all times. If the Bidder is leasing the equipment, a copy of the lease agreement shall be provided to the City upon request.

4.6. Material

A. Only materials conforming to the requirements of the Contract and approved by the City or designee, shall be used in the work. Materials proposed for use may be inspected or tested at any time during their preparation and use.

B. The Contractor may be asked to furnish to the City or designee, a certification of the materials utilized for the work. The certification shall consist of a summary showing the kind and quantity of materials.

4.7. Personnel

A. Bidder is to complete and submit an Attachment “K” - Personnel Listing included with their bid submittal. Information on the Bidder's project team shall be provided, as well as identification of the designated managers and supervisors.

B. Bidder shall identify on the Bidder Personnel Listing Form any personnel qualified to operate mowing equipment. The City deems an individual to be qualified if he/she has had at least six (6) months of continuous work experience on a high production style mower.

C. Bidder shall also provide the names and appropriate license numbers for all personnel that will be responsible for the application of herbicides, fungicides and insecticides. Personnel engaged in chemical spraying must have appropriate licenses on their person at time of application.

D. All employees must wear company issued uniforms, which clearly display the company name and logo, while performing any work on City property.

4.8. Other Provisions

A. The Contractor shall schedule operations so as to minimize any inconvenience to the public, City or State.

B. Acceptable work quality will be determined by a City inspector, who is empowered to do so by the City or designee. Reworking required due to

Contractor's negligence or inadequate procedures will be the responsibility of the

Contractor. No additional payment will be due the Contractor for the reworking of non-acceptable areas.

C. No work shall be done, nor materials used, without prior inspection by the City or designee.

D. The Contractor shall preserve from damage, all property associated with, or which is in the vicinity of, or is in any way affected by, the work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately repaired at the expense of the Bidder.

4.9. Training Session

The awarded Contractor and any employee that will be on the City’s properties to perform services shall be required to attend the following training session at the next schedule class after the Award of the Contract.

The Stormwater section will be providing a 45 minute training that is focused to ensuring our Groundskeeping Contractor are implementing proper BMP’s as it relates to groundskeeping maintenance. The City’s NPDES permit with the Florida Department of

Environmental Protection (DEP) requires the City to prevent illegal discharges into streets and stormwater systems through education (and enforcement). Fleet, Solid Waste and

Water Reclamation/Wastewater on how to comply with the City’s permit and the City

Stormwater Utility Code including City’s Fertilizer Ordinance.

The City will advise the Contractor on the date and time for all personnel to attend once they are provided with the next scheduled class. All companies and personnel working on City properties may be required to attend refresher courses at any time when deemed necessary.

Please note this is at the Contractor expenses and is not billable to the City.

5. MANDATORY MINIMUM REQUIREMENTS

5.1. Mandatory Minimum Requirements - Licensing

The Bidder at the time of their submission shall have current employees with current licenses for each of the below requirements. No third party subcontractor are allowed for these requirements. The following licenses are required for the performance of the following specifications. Listing of all applicable lawn and ornamental pesticide licenses held are to be provided on Attachment “I”- Personnel Pesticides Licensing.

A. LAWN AND ORNAMENTAL PESTICIDE APPLICATORS:

Ornamental and Turf Category (Chapter 487)

All persons who apply or supervise the application of restricted-use pesticides to agricultural areas, industrial areas, and any outdoor areas not associated with buildings or public health pest control must have a pesticide applicator license issued by the Bureau of Licensing and Enforcement/Pesticide Certification Section.

5.2. Mandatory Minimum Requirements - Experience and Equipment

Bidders shall meet the following minimum qualification requirements as documented in their bid submittal in order to be considered for further evaluation:

A. Demonstrate three (3) years of similar work experience within the last 5 years with grounds maintenance and irrigation maintenance services, for a similarly sized contract on Attachment “A” – References.

B. Bidder shall demonstrate that they possess commercial grounds maintenance equipment capable of performing the services as specified, as solely determined by the City, through ownership or lease documents. This information must be listed on the Attachment “J” – Equipment Listing to be included with the bid submittal. This equipment shall include but not be limited to the following commercial mowing equipment: three (3) mowers (zero turn radius) with a variety of deck sizes; one (1) commercial gas powered string trimmer; one (1) edger;

one (1) shrub trimmer; one (1) backpack blower; and one (1) backpack sprayer for chemical application (weed control). Bidder need a spare for each piece of equipment in case of equipment failure.

6. STANDARD TERMS AND CONDITIONS

6.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

6.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

6.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

6.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

6.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

6.6. WITHDRAWAL

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.

6.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests…