IFB_17_18-37_Landscaping_Services_Final.pdf

PUR-F-303 Rev 03/2016

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 236, Sanford, Florida 32771

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

Issuance | Release Date: Thursday, February 28, 2018

Legal Advertisement Date: Saturday, April 3, 2018 (Orlando Sentinel)

To: All Prospective Bidders

From: Marisol Ordoñez, Purchasing Manager

Dear Potential Bidder:

The City of Sanford, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written bids from all qualified firms or individuals interested in providing the services generally described herein and as specified in the

“Scope of Services” of this Invitation to Bid (IFB) document. The successful Bidder(s) must demonstrate in their submittal to be most responsible and responsive Bidder to the solicitation with the lowest overall bid which will best meet the specifications and serves the overall needs of the City.

If you are interested in preparing a response to this IFB, please read requirements carefully and complete the bid in the manner as set forth in this IFB document. Your response is considered a binding offer to perform in the manner described in the bid response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive process, the stipulations set forth herein are fully binding on the Bidder to the extent that you confirm acceptance by your signature on Attachment “F”, Bid Price Schedule and Acceptance of Bid Terms and Conditions.

There will be a pre-bid mandatory meeting at the City of Sanford North Plant 1201 W. Seminole Blvd., Sanford Florida 32771 on Thursday, March 8, 2018 at 9:00AM. Questions regarding this solicitation must be received in writing at the address above no later than Tuesday, March 27, 2018 at 5:00 P.M. Local Time.

Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to website: http://www.myvendorlink.com

All Bidders are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The City welcomes your response to this IFB document. Bids should be prepared in accordance with the IFB instructions and will be evaluated by the City as stated herein. The City reserves the right to waive any formalities, to reject any or all bid submittals or to re-advertise for bid submittals for these commodities/services. The City may withdraw all or part of this IFB at any time to protect the interests of the

City. All bidders are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Sanford, Florida.

City of Sanford, Florida | Purchasing Division http://www.myvendorlink.com/

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TABLE OF CONTENTS

SECTION TITLE

PAGE

NUMBER

I Instructions to Bidders 3

II Scope of Services and Technical Requirements 11

III Special Conditions 19

IV Evaluation, Rejection and Award Process 24

V General Terms and Conditions 30

ATTACHMENT TITLE

PAGE

NUMBER

A Statement of No Proposal Submittal 39

B Insurance Requirements 40

C Public Entity Crimes Statement 43

D Conflict of Interest Statement 45

E Drug-Free Workplace Certification 46

F Bid Price Schedule and Acceptance of Terms and Conditions 47

G Addendum Receipt Acknowledgement Certification 49

H Organizational Information 50

I Proposed Schedule of Subcontractor Participation 51

J References 52

K Solicitation Response Identification Label 53

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

Section I. Instructions to Bidders

A. Requesting the Solicitation Document.

The IFB documents are available on-line at no charge via My VendorLink:

http://www.myvendorlink.com. Register as a vendor to download the solicitation documents. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information, call the Purchasing Division at (407) 688-5030 or 5028. Important: The desire of the City to pursue bid submittals shall in no way obligate the City to compensate you for your efforts or to execute a contract with your firm.

B. On-Line Service Provider Disclaimer.

VendorLink has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink is an independent entity and is not an agent or representative of the City.

C. Solicitation Documents from Third Party Providers.

The City of Sanford Purchasing Division, and its service provider by My VendorLink https://www.myvendorlink.com/common/login.aspx are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third party source may be an incomplete set of documents. Bidders using solicitation documents/forms obtained from any other third party source are advised to contact the City’s Purchasing Division to provide a contact name, mailing address, phone number, fax number, and email address to obtain a complete set of solicitation documents and to enable notification of required addenda. Reproduction of these documents without the express permission of the City is prohibited.

D. Americans with Disabilities Act.

Persons with disabilities needing a special accommodation to participate in this proceeding should contact the Public Works Department, Sanford City Hall 300 N. Park Avenue 2nd Floor, Sanford, Florida

32771, telephone (407) 688-5080, not later than seven (7) days prior to the date on which the accommodation is requested.

E. Office of Record.

The City of Sanford Purchasing Division shall be the official “office of record” for all information transactions and data disbursements associated with this solicitation. The Purchasing Division may be reached Monday through Thursday between 7:00 A.M. to 5:30 P.M., Local Time via phone at (407)

688-5028 or 5030; or via fax at (407) 688-5021.

F. Public Records.

Under Chapter 119, Florida Statutes, all responses to this solicitation shall be considered public record subject to distribution pursuant to the request for records by any interested party.

https://www.myvendorlink.com/common/login.aspx

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

G. Performance and Payment Bond.

Not required.

H. Bid Bond

The ITB response shall be accompanied by an ITB Security Bond equaling five percent (5%) of the total

ITB price. Failure of the Bidder to supply same, in the amount and type required, shall automatically render the Bidder as non-responsive resulting in the disqualification from further consideration of your

ITB response.

1. The ITB Security Bond shall be submitted in the form of a Bid Bond; in the amount of five percent (5%) of the total ITB price, made payable to the City of Sanford, issued by a Surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

2. The Surety must be rated as "A+”® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey 08858. For the latest ratings and Insurance Guide, access www.ambest.com.

3. The terms of the ITB Security Bind shall be:

i. The Bidder The Bidder shall enter into an Agreement if awarded to the Bidder;

ii. The Surety (or alternate form of security forfeit) shall be responsible for the costs resulting from the failure of the Bidder to enter into an Agreement if awarded to the Bidder; including the increased costs associated with awarding to the next most responsive, responsible Bidder and costs associated with conducting the ITB process and letting the Agreement;

iii. To promptly enter into an Agreement to perform the work and furnish the required Performance and Payment Bond, if applicable; and

iv. Any interest earned as a result of the City depositing the accepted money order, certified or cashier’s check, or cash received as ITB Security Bond into an interest bearing account shall be retained by the City

4. Return of ITB Security Bond: As soon as the ITB responses have been evaluated, the City may, at its sole discretion, return or release the ITB Security Bonds accompanying such ITB responses, which in its sole judgment, would not likely be considered for award. All other ITB

Security Bonds will be held until award of this project and the agreement has been executed by the successful Bidder; after which any remaining ITB Security Bonds will be returned to the respective Bidders. It shall be the sole responsibility of the Bidder to request in writing from the

City the return of the ITB Security Bond or alternative form of security used. ITB Security Bond or alternative form of security used shall not be returned unless requested by the Bidder in writing.

I. Cone of Silence/Lobbying Black-Out Period; Questions Regarding the IFB.

1. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and/or all other groups who seek to influence the governmental decision of a City Commission Member, the City Manager, any requesting or http://www.ambest.com/

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

evaluating Department/Division/Office personnel and/or any member of the Evaluation

Committee concerning an active solicitation during the black-out period.

2. A lobbying black-out period commences upon the issuance of this solicitation document.

a. For awards requiring City Commission approval concludes at the beginning of the meeting at which the City Commission will be presented the award(s) for approval or a request to provide authorization to negotiate a Contract(s). However, if the City

Commission refers the item back to the City Manager, Purchasing Division and/or requesting Division/Department/Office for further review or otherwise does not take action on the item, the Cone of Silence / Lobbying Black-out Period will be reinstated until such time as the City Commission meets to consider the item for action.

b. For awards requiring City Manager approval concludes upon issuance of a Notice of

Intent to Award.

3. Bidders, Respondents, potential Vendors, service providers, lobbyists, consultants, or Vendor representatives shall not contact any City Commission member, the City Manager, any requesting or evaluating Division/Department/Office personnel, and/or any member of the

Evaluation Committee concerning an active Solicitation during the Cone of Silence / Lobbying

Black-out Period.

4. All questions and inquiries concerning procedural matters shall be directed to the Purchasing

Division. Any questions relating to the interpretation of specifications or any aspect of the solicitation process shall be addressed to the Purchasing Division, in writing, at least ten (10) calendar days before the proposal opening date or prior to the specific date and time specified in this solicitation for questions.

5. Contact or communications by Bidders or Respondents to any City Commission member, the

City Manager, any requesting or evaluating City personnel, or any member of the Evaluation

Committee, initiated during the Cone of Silence / Lobbying Black-Out Period, may result in disqualification from the Solicitation process by the Purchasing Division.

J. Pre-Bid Meeting.

There will be a pre-bid mandatory meeting at the City of Sanford North Plant 1201 W. Seminole

Blvd., Sanford Florida 32771 on Thursday, March 8, 2018 at 9:00AM City staff will provide further instructions.

IMPORTANT NOTE: It is imperative that all Bidders have a clear understanding of the scope of services requirements. As such, the City reserves the right to schedule a pre-bid conference. Therefore, in the event a mandatory pre-bid conference is required and/or subsequently scheduled, attendance will be a pre-requisite for a bid submittal; and bid submittals will only be accepted from those who are represented at a mandatory pre-bid conference. Attendance at the pre-bid conference will be evidenced by the Bidder’s/representative’s signature on the attendance roster. In the event of a mandatory pre-bid conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

K. Interpretation, Questions and Addenda.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

All questions relating to this IFB document must be in writing on VendorLink or delivered electronically through email to Marisol Ordoñez, Purchasing Manager: purchasing@sanfordfl.gov no later 5:00 P.M. Local Time on Tuesday, March 27, 2018.

1. It is the Bidder’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications if this IFB solicitation. Lack of understanding and/or misinterpretation of any portions of this IFB solicitation document shall not be cause for withdrawal of your bid after opening or for subsequent protest of award. Bidders must contact the Purchasing Division prior to bid opening, should clarification be required.

2. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Purchasing Division.

3. Any oral communications will not be authoritative and will not be binding on the City.

4. It is the sole responsibility of the Bidder to contact the Purchasing Division prior to submitting a bid submittal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each bid submittal.

5. Addenda will be available to all Bidders on the http://www.myvendorlink.com

L. Preparation and Format.

Bid submittals should be prepared in a clear and concise manner to meet the requirements of the IFB.

Emphasis should concentrate on conformance to the IFB instructions, responsiveness to the requirements, as well as completeness and clarity of content.

M. Bid Completeness and Compliance.

Bid submittals shall contain the information as required in this solicitation. Failure to submit all information as requested, substantially incomplete or lack key information may be rejected by the City.

The following list details the appropriate proposal format:

1. All items contained in the bid must be in total compliance with the specifications of this solicitation.

2. Alternate bids will not be considered unless specifically called for in this solicitation.

3. Bidders’ attention is specifically called to the terms and conditions of this solicitation. As witnessed by the Bidder’s signature on Attachment “F”, Bid Price Schedule and Acceptance of Bid Terms and Conditions, all Bidders, without exception, will be solely responsible for all aspects of the terms, conditions, and special provisions of this solicitation.

N. Joint Ventures.

All Bidders intending to submit a bid response as a Joint Venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Licensing

Board and/or any other state or local licensing Agency prior to submitting a bid response. Please refer to Section 489.119 Florida Statutes.

Joint Venture Firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

mailto:purchasing@sanfordfl.gov

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

O. Corporate Standing and Authorized Signatory.

The Bidder must demonstrate that the company is in good standing and that the person signing this bid submittal is an Authorized Signatory on behalf of the Bidder to sign bid submittals, negotiate and/or sign contracts, agreements, amendments and related documents to which the Bidder will be duly bound. The

Bidder must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company. In addition to the aforementioned documents the Bidder must include necessary information to verify the individual signing this bid and or any contract document has been authorized to bind the corporation. Examples include:

1. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

2. A copy of a resolution listing the members of staff as authorized signatories for the company.

3. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

Failure to sign and witness the Bidder’s signature may result in a disqualification of the bid. Please be sure the bid is signed, properly witnessed, and sealed.

P. Proprietary Information.

1. In accordance with Chapter 119 of the Florida Statutes (Public Records Law); and except as it may be provided by other applicable State and Federal Law, all Bidders should be aware the

Invitation to Bid and the responses thereto are in the public domain. Bidders are requested to identify specifically any information contained in their bid submittals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

2. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Purchasing Division with a detailed explanation and justification including statutory cites and specific reference to your bid submittal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire bid submittal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

Q. Certification of Independent Price Determination.

By submission of a response, the Bidder certifies that in connection with this bid submittal:

1. The pricing and/or fees associated with this bid submittal have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor.

2. Unless otherwise required by law, the prices which have been quoted on this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly to any other Bidder or to any competitor.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

3. No attempt has been made or shall be made by the Bidder to induce any other person or Bidder to submit or not submit a bid for the purpose of restricting competition.

R. Bid Submittal Forms and Reproduction.

1. Bid Forms: All bids must be submitted on the City’s standard solicitation forms and must include all applicable completed attachments included herein. Bids on Bidder’s quotation forms shall not be accepted. Please ensure all applicable required submittal documents are included with your bid response.

2. Reproduction: Please submit two (2) copies of the bid submittal package, one (1) unbound original and one (1) bound copy. The submittal MUST also include a single CD-ROM or memory stick containing the entire bid submittal formatted to be read with Microsoft® software products or Adobe® PDF software.

S. Cost of Submittal.

The Bidder understands that any and all costs related to the submittal of a proposal is considered an operational cost of the Bidder and shall not be passed on to, or be borne by the City. By submission of a bid, the Bidder agrees that any and all costs associated with the preparation of the bid will be the sole responsibility of the Bidder. The Bidder also agrees that the City shall bear no responsibility for any costs associated with the preparation of the bid including but not limited to any administrative or judicial proceedings resulting from the solicitation process.

T. Improper Identification and Timeliness.

The City is not responsible for the failure of a Bidder or the Bidder’s agent to submit responses in a timely manner or for a bid submittal that is not properly addressed or identified. Bid submittals by email, telephone or fax shall be rejected as non-responsive regardless of where it is received.

U. Bid Submittal and Delivery.

1. Sealed bid submittals must be received in the City’s Purchasing Division no later than 2:00 P.M.

Local Time on Tuesday, April 3, 2018. Bid submittals received after the stated date and time will not be accepted and will be returned unopened. Under no circumstances shall bids delivered after the time specified be considered. The City shall not be responsible for any occurrence for bid submittals delivered incorrectly or to the wrong address or location. No exceptions will be made. The decision to refuse to consider a bid that was received beyond the date/time established in the solicitation shall not be the basis of a protest. Bid submittals shall be delivered to the below address in a sealed, opaque envelope or packaging material, plainly marked on the outside with the following:

City of Sanford Purchasing Division

300 N. Park Avenue Suite 243

Sanford, Florida 32771

RE: Solicitation IFB 17/18-37

Solicitation Title: Landscaping Services- Utility

Date and time bid submittal is due.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

Attention: Marisol Ordoñez, Purchasing Manager

For your convenience, Attachment “K”, Solicitation Response Identification Label has been provided to properly identify and affix to your IFB response.

2. If submitted by mail, the bid submittal shall be enclosed in a sealed envelope addressed to the designated Purchasing Manager. Bids submitted by mail must be received by the Purchasing

Division by the time specified herein for the opening thereof.

a. Please be advised that United States Postal Service (USPS) Express and Priority service class; are delivered to the City once daily. Accordingly, in order for a submission to be received by the Purchasing Division when the services of the USPS are used, a Bidder or bidder is responsible for ensuring that their submittal is transmitted in such manner as necessary for the USPS to receive, sort, and deliver to the City by the submittal due date and time.

b. The City only collects other USPS mail one (1) time per day upon opening of the local

Post Office branch, which is then sorted by the City for delivery to the Purchasing

Division and other City departments. Submissions arriving at the USPS after the initial pick-up by the City will be placed in the City’s call-box for pick-up and will not be delivered to or received by the Purchasing Division until the next business day.

c. When using the USPS or any other mail delivery services, it is the sole responsibility of the Bidder to ensure that Proposals are received in the Purchasing Division by the due date and time. The City shall not be responsible for delays caused by any occurrence.

V. Public Opening of Bid Submittals.

Bid submittals will be announced publicly by the Purchasing Division on the due date and time or as soon thereafter as possible. The names of the respondents, their bid amounts and verification of bond submittal, if applicable, will be publicly announced. Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Article I of the

State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws to Public Contracting.

W. Sub-Contractors.

Bidders must list any sub-contractors that shall be used to accomplish the scope of services. Please complete and submit Attachment “I”, Schedule of Proposed Subcontractor Participation. If no subcontractors are going to be used, check the box for “No Subcontracting (of any kind) will be utilized on this project” at the top of the form.

X. W-9 Form.

Bidders that have not done business with the City or have not provided a W-9 within the last two (2) years must submit a W-9 with their bid submittal.

Y. Withdrawal of Bid Submittals.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

Bid submittals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date. In the event an award is not made by the City within one hundred eighty days (180) from the public opening date, the Bidder may withdraw their bid submittal or provide a written extension of their bid submittal.

Z. Ownership of Documents.

All documents resulting from this IFB solicitation shall become the sole property of the City. All bid submittals received from Bidders in response to the IFB solicitation will become the property of the City and will not be returned to Bidders. In the event of an award, all documentation produced as part of the

Contract will become the exclusive property of the City.

AA Failure to Comply with Bid Instructions.

Failure to comply with any of the foregoing instructions, provide a bid submittal in the manner prescribed herein or any other essential element of this Invitation to Bid (IFB) may be grounds for disqualification of your bid submittal.

THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

Section II. Scope of Services and Technical Requirements

A. SCOPE OF SERVICES

Landscaping services for four sites within the City of Sanford. (1) North Water Reclamation Facility

(NWRF) 1201 W. Seminole Blvd., ; (2) Main Water Plant 3701 County Club Road; (3) Auxiliary Water

Plant 3100 Highway 17/92; (4) Water Plant Utility Site 3450 Cameron Avenue Sanford, Florida. The

City will designate a representative who will be the Contractor’s contact for scheduling and adjustments as needed. It is noted, that sites may be adjusted or deleted from the pricing schedule by the City.

The City intends to award a primary and a secondary vendor for this contract. The City reserves the right to contact the secondary contractor if the work requires immediate service and the primary contractor is already engaged under a previous Work Order.

LANDSCAPE SPECIFICATIONS.

i. Season A.

a. April 1 through October 31; mowing of all turf areas no less that once per week in the heavy growing season (A).

ii. Season B.

a. November 1 through March 31; mowing of all turf areas no more than twice a month in the months of season (B).

iii. As Needed Basis.

a. The schedule service will be required on as-needed basis, but not less than twice per month.

B. CONTRACTOR SCHEDULED SERVICES REQUIREMENTS

1. Prior to any scheduled service on all Utility facilities turf/landscape areas, the

Contractor shall remove paper, glass, bottles, cans, small branches, or other debris. At no time shall debris be allowed accumulate to the point of distracting from the appearance or safety of the area.

2. Turf shall be mowed to maintain a uniform height of not less than 3" and not higher than

4"; however, no more than 1/3 of the leaf blades are to be removed per any single mowing.

3. Unless stated elsewhere, mowing shall be done via walk behind or large riding mower.

Blades shall be sharp at all times to produce a clean cut. All equipment used in performing this contract shall comply with Outdoor Power Equipment Institute's ANSI

B71 Safety specifications.

4. Clippings are to be left on the turf so long as no readily visible clumps remain on the grass surface 36 hours after mowing. Otherwise large clumps of clippings will be collected and disposed of by the Contractor.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

5. In case of fungal disease outbreaks clippings will be collected and properly disposed of until disease is no longer detectable.

6. All Contractor performed edging, trimming will follow the same service frequency schedule for Turf / Landscape scheduled services as previously noted in section 38.

Edging of all walks, curbs, edges of pavements and lines of plant beds shall be edged as often as necessary, to maintain order and a clean appearance free of grass and weed invasion. All landscape plants must be trimmed and weeded regularly to provide a clean aesthetic appearance. All grass and dirt to be blown off hard surfaces into grass areas (not roadway or gutter areas).

7. Contractor will clean all clippings from roadways, sidewalks, etc. immediately after mowing / edging and/or weed-eating. Turf around sprinkler heads must be trimmed as needed so as not to interfere with or inhibit water output.

8. All grass and dirt to be blown off into grass areas (not hard surfaces). Contractor will clean all clippings from roadways, sidewalks etcetera immediately after moving/edging and or weed-eating.

9. During the performance of the Contractor’s scheduled service duties, should the

Contractor observe any acts of vandalism, theft of City property, irrigation issues, hazards or damages resulting from any vehicular accident, any pest problem(s), or damage to turf or other vegetation, the Contractor shall advise the City’s Representative of such problems immediately.

10. Shredded cypress mulch is the specified product to be used.

11. Aesthetic pruning shall consist of the removal of dead and/or broken branches. Pruning shall be performed to balance infiltrating light. Trees are to be trimmed up to a maximum of ten (10) feet.

12. The Contractor shall use proper warning devices, (FDOT approved MOT), consistent with City safety requirements, to provide safety to persons and vehicular traffic within any area undergoing tree pruning. Work requiring these safety requirements will be scheduled after consulting with the City Representative. All materials and performance of work will meet all Federal Health and Safety laws currently in effect. Material Safety

Data Sheets must be submitted by the Contractor to the City's representative for all supplies and chemicals prior to their use in the performance of this contract. All chemicals to be used in performance of this contract shall carry an EPA approved number. Contractor shall provide and require the wearing of protective clothing, mask, eye protection, etc. during any operation as required or directed by applicable laws, regulations or ordinances, and/or directions of manufacturers of material or equipment, when required.

13. The Contractor shall take all necessary precautions for safety to adequately protect workers, adjacent property and the public. All of the Contractor’s equipment must be properly maintained and is subject to inspection by the City's Representative. Any deemed inoperable or unsafe shall be removed from the premises. All equipment must meet both the American Standard Safety Specifications and OSHA requirements.

14. During the scheduled service period Contractor shall replace at no cost to the City any plant, tree or “sodded” area that dies if the causes for such defects are traced to negligence or improper horticultural practices by the Contractor's personnel or

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

equipment. Replacement plants, including sod, must be healthy, free of defects, Florida

Grade #1 and the same variety as the original plant.

15. This same replacement policy shall also apply to any irrigation systems. Irrigation replacement items must be new and of same manufacturer and model number as originally installed, unless substitutes are approved of in advance by the City

Representative.

C. CONTRACTORS RESPONSIBILITIES.

a. Grounds shall, at all times, be clean, neat and well-tended.

b. Contractor must coordinate maintenance schedule/calendar with the City

Representative.

c. At no time shall trash, leaves, clippings or other debris be allowed to accumulate.

d. All organic trash, including grass clippings from mowing and edging, shall be blown or vacuumed from all sidewalks, entryways, and parking lots. Do not blow clipping into storm drains.

e. Liquid herbicide may be applied only if the kill area is 3-6 inches from fence lines and non-organics.

f. Negligence or improper maintenance procedures performed by the Contractor causing plant or turf areas to die, become weak or unsightly, shall be replaced at the expense of the Contractor.

g. Proper and effective remedial action shall be taken immediately upon discovery. The City

Representative shall be notified of inspection results, and/or problems encountered. All fertilizer and pesticide application recommendations with the exception of required fire ant treatment must be reviewed by the City Representative for approval. The City

Representative or designee shall conduct periodic reviews of Contractor performance and submit inspection report to Contractor via email. The Contractor shall have seven

(7) business days to correct any issues that are noted on inspection report. Final approval of remedied work will be given by the City Representative.

h. Safety see section G for Safety regulations.

D. HOURS OF WORK.

I. Monday through Friday 7:00 A.M. until 5:00 P.M.

1. Contractor requests for deviation from these specifications due to inclement weather or conditions that govern the growth rate of vegetation will be reviewed and approved at the sole discretion of the Utilities Operation Superintendent or his designee.

2. Contractor shall maintain sole responsibility for the actions of its employees and subcontractors. All personnel provided by the Contractor, whether employees of the

Contractor or subcontractors, shall be competent, experienced, courteous, properly dressed and skilled in turf, plant and grounds maintenance.

3. The Owner's representative shall conduct monthly site performance inspections with the

Contractor’s representative. Deficiencies shall be promptly corrected to the extent of strict compliance with these specifications.

4. The Contractor shall notify the Utilities Plant Operations Superintendent within 2-hours of any damage to City or private property, or personal injury caused by the Contractor. Any damage of

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

irrigation sprinklers, headstones, markers, mausoleums, coping or property of the City of Sanford during the performance of the maintenance will be resolved to the satisfaction of City of Sanford at the Contractor’s expense.

5. The City reserves the right to request additional work outside the scope of the contract.

6. Additional work may include but is not limited to additional hedge lines. Additional work requested will be in writing usually via email. Contractor will have five (5) business days to submit pricing to Utilities Operation Superintendent.

7. A Notice to Proceed will be issued to the Contractor prior to commencement of work.

E. SAFETY AND CHEMICAL USE.

All materials and performance of work will meet all Federal Health and Safety laws currently in effect.

Material Safety Data Sheets must be submitted by the Contractor to the City's representative for all supplies and chemicals prior to their use in the performance of this contract. All chemicals to be used in performance of this contract shall carry an EPA approved number.

Contractor shall provide and require the wearing of protective clothing, mask, eye protection, etc.

during any operation as required or directed by applicable laws, regulations or ordinances, and/or directions of manufacturers of material or equipment. The Contractor shall take all necessary precautions for safety to adequately protect workers, adjacent property and the public.

F. SAFETY.

The Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with work performed. The Contractor shall take all necessary precautions for safety, and shall provide the necessary protection to prevent injury to all employees on the worksite and other persons including, but not limited to, the general public who may be affected thereby.

a. All materials and performance of work shall meet all Federal, State and local safety laws currently in effect.

b. Material Safety Data Sheets shall be submitted to the City’s contract representative before application of all chemicals intended for use in the performance of these services.

All chemicals shall carry an EPA approval number. Personnel shall carry any necessary qualifications and/or licensure required by law.

c. Contractor and subcontractors shall provide and ensure the usage of necessary protective clothing, masks, eye protection, etc. as required by any applicable laws, regulations, ordinances, and/or manufacturer's instruction.

d. All equipment used in the performance for services shall be properly maintained and subject to inspection by a representative of the City upon request. Any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose shall be removed from the

City’s premises. Safety features of equipment (shields, kill switches, etc.) must be used at all times.

e. Contractor and subcontractors shall take all necessary precautions for the safety of their employees and general public. Maintenance work will be scheduled with the least amount of inconvenience for occupants and guests.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

f. All materials and performances of work will meet all federal health and safety laws currently in effect.

g. Material Safety Data Sheets must be submitted to the owner’s representative for all the supplies and chemicals intended for use in the performance of this contract. All chemicals to be used in the performance of the contract shall carry an EPA approval number.

h. Contractor shall provide and ensure the wearing of protective clothing, masks, eye protection, etc., as required by laws, regulations, ordinances, and/or manufacturer’s instructions for material and equipment.

i. Contractor shall ensure that all equipment used in the performance of contract work on

City property shall be properly maintained in order to protect the operator and the public.

All equipment is subject to inspection by the owner’s representative. Any equipment deemed inoperable, unsafe, or improper for desired use, shall be removed from premises.

j. Contractor shall take all necessary precautions for the general safety of his/her employees on the job and of the general public. Maintenance work shall be scheduled to provide the least inconvenience to traffic and pedestrians.

k. The awarded Contractor shall submit a photocopy of their Pest Control Operator’s

(PCO) license under the Health and Rehabilitative Services (HRS) law in order to comply with City regulations.

l. The Contractor shall be expected to provide and require all employees to wear OSHA protective safety gear for traffic areas. The maintenance Contractor will also be responsible for meeting all City and state required warning signs, cones and

“Maintenance of Traffic” standards.

G. MAINTENANCE SERVICE INCLUDES.

1. Mowing Grass:

a. The grass or ground vegetation shall be cut to a height lower than 4 inches. Mowing is to be completed by close of business on each Thursday. No mowing in the Cemetery on

Saturdays or Sundays and / or the following Holidays: Thanksgiving Day, Christmas

Day, Easter Sunday, July 4th, Memorial Day, Veterans Day, or Labor Day.

2. String Trimming:

a. The Contractor shall use string trimmers for trimming services specified herein.

All grass areas shall be neatly trimmed along all roadways, pavement, buildings, signs, fences, curbs and/or sidewalks, including grass along sidewalks outside of both cemeteries.

3. Edging

a. The Contractor shall perform edging of all roadways, sidewalks, pavement and buildings.

4. Trash and Debris Removal

a. All trash and debris located on site shall be collected prior to Contractor beginning mowing and deposited in the dumpster provided by the City. Any debris or trash shredded and broadcast as a result of mowing shall be removed before Contractor vacates property.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

H. OWNERS DESIGNATED REPRESENTATIVE.

The owner’s designated representative is the Utilities Plant Manager, Post Office Box 1788, Sanford, Florida 32773-1788, telephone (407)688-5000 extension 5095 or 5172. The owner’s representative will conduct monthly meetings and/or site inspections with the maintenance Contractor’s representative in attendance in order to review maintenance procedures and practices under contract.

I. GENERAL CONDITIONS.

I. The Contractor shall develop an Annual Grounds Maintenance Plan to reflect the method and associated frequency for accomplishing the work specified herein. The Annual Grounds

Maintenance Plan shall be developed to fit the requirements of local conditions, types of vegetation, and climatic factors. In addition, the Contractor shall submit to the City by the 28th of each month a Monthly Work Schedule, which lists by the week the work scheduled for the following month. . Deviation from the monthly work plan will be allowed only due to inclement weather, local conditions that govern the growth rate of vegetation, convenience of the City, or by advance written approval of the City.

II. The services described herein shall be performed by the Contractor on a regularly scheduled basis. There shall be no deviation from the maintenance specifications without prior approval from the owner’s representative. The personnel who perform these services shall be under the sole responsibility of the Contractor. Personnel shall be supervised at all times. Personnel shall be competent, experienced, courteous, neatly dressed with identifiable company logo, and skilled in lawn, plant and grounds maintenance. The following information is to be furnished to the owner’s representative in the form of a Weekly Work Report reflecting the accomplishments of the preceding month.

III. The reports must be submitted with the monthly invoice before payment will be made:

a. Date of each fertilizer application, totals applied, and rates of application.

b. Date and result of each monthly irrigation system inspection.

c. Date of each pesticide and/or herbicide application, name of pesticide/herbicide, rate of application, and amount used.

d. Document any observation of abnormal conditions.

e. Day, date, and location of all maintenance performed.

J. STANDARDS.

The following represent the minimum standards to which the maintenance Contractor shall maintain the grounds included in the contract.

I. GENERAL

a. At no time shall trash, clippings, or other debris be allowed to accumulate to the point of distracting from the appearance or safety of the area.

b. All small organic trash, including grass clippings from mowing and edging operations, shall be removed from all sidewalks, gutters, driveways, roadways, and trails.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

c. CONTRACTOR shall notify the Owner’s Representative and a proposal to correct any observed problems shall be supplied. Removal of shrubs and groundcover that are terminally diseased or damaged shall be included under routine Landscape Bed

Maintenance each maintenance cycle. Owner’s representative shall be notified of problems encountered and a proposal for replacement shall be provided.

d. All edges shall be dressed at each mowing to maintain clean edges around all plant beds, curbs, sidewalks, streets, trees, plants, and buildings.

e. If in the opinion of the Owner’s representative, any plant or lawn area dies or becomes weak or unsightly due to negligence or improper maintenance procedures on the part of the CONTRACTOR, the maintenance CONTRACTOR shall be responsible for replacement to the satisfaction of the owner’s representative. The CONTRACTOR shall not be responsible for acts of God such as freeze damage or heavy storms that would create unusual cleanup, pruning, or replacements in excess of the normal scope of grounds maintenance service.

f. Any errors or omissions in this document shall be brought to the attention of the owner’s representative. Failure to notify shall not relieve the CONTRACTOR of responsibility.

g. Any additional work or service performed under this contract shall be authorized in writing by the owner’s representative prior to the work being performed. All such work or service shall meet or exceed standards herein. A copy of the signed authorization must be submitted with the invoice before payments will be processed.

II. TURF AREAS

a. Grass shall be cut to a height of four inches (4”) with a maximum tolerance of plus or minus one-half inch (1/2”). All grass areas shall be neatly trimmed and edged under and around all obstructions including fences, shrubbery, flowerbeds, curbs, sidewalks, posts, poles, signs, markers, handrails and other objects.

b. The equipment used by the maintenance 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.

c. The CONTRACTOR shall edge along roadways, trails, signs, fencing, shrubs, trees, and plants. This shall include edging of concrete curbs and sidewalks on a regular schedule as required by these specifications.

d. The CONTRACTOR shall exercise the utmost care when mowing in proximity of signs, markers, valves, boxes, manholes, electrical pull boxes and other above ground items to avoid damage or breakage to those items. The CONTRACTOR shall be responsible for the repair or replacement of any such damaged or broken items at his expense.

e. Should inclement weather interfere with scheduled work, the CONTRACTOR shall reschedule work in an expeditious manner beginning at that point where work was interrupted.

f. Trees/shrubbery and any other items which are damaged by the CONTRACTOR’s operation shall be repaired, or if damaged beyond repair, replaced by the maintenance

CONTRACTOR at the maintenance CONTRACTOR’s expense.

g. Turf shall be mown not less than once per week from April 1 through October 31, and not less than every two weeks from November 1 through March 31, and as often as necessary to present a groomed appearance.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021

Solicitation

Number:

IFB-17/18-37

INVITATION TO BID (IFB)

TERM CONTRACT

Due Date:

April 3, 2018

TITLE: LANDSCAPING SERVICES-UTILITY

h. Clippings need only be removed if unsightly, clumping or damaging to grassed areas.

Clippings and debris shall be removed off of adjacent roadways and walkways into medians and at no time will clippings and debris be pushed into storm drains.

a.

III. IRRIGATION

a. CONTRACTOR shall be responsible for reporting needed repairs or replacement of broken, damaged, or missing sprinkler heads, timers, valves, and controllers at the

Municipal Cemetery to the Owner’s representative. City will be responsible for repairs and may ask CONTRACTOR for to quote time and materials repair cost. An irrigation main line failure or declared emergency (involving immediate danger to life or property) shall be reported to the Owner’s representative immediately upon discovery.

b. CONTRACTOR shall replace and/or repair any damage to the irrigation system caused by his operations at no cost to the City the same day that the damage occurs. Failure of the CONTRACTOR to replace or repair the equipment within twenty-four (24) hours will result in the City accomplishing the necessary repairs at the Maintenance

CONTRACTOR’s expense.

IV. TRASH REMOVAL

a. The CONTRACTOR shall keep all grounds, curbs, roadways and trails cleared of all trash and debris, and shall empty all trash containers and remove and dispose of trash and debris in the onsite dumpster provided by the City as necessary. All debris resulting from mowing, pruning, edging, dead shrubs, trees, or bush removal or equipment maintenance will be cleaned up and disposed of in the onsite dumpster. At no time shall debris be blown, raked or washed into drainage inlets. Debris removal includes keeping the area clear of bottles, cans, rags, paper, and other trash and debris.