ITB 0013_25 Parks_ Sports Fields and Trails L.pdf

INVITATION TO BID

(CONTRACTED SERVICES)

(ITB)

ITB-0013-25

PARKS, SPORTS FIELDS AND TRAILS

LANDSCAPE AND MAINTENANCE SERVICES

SOLICITATION ISSUE DATE: Friday, September 5, 2025

BID’S DUE DATE and OPENING DATE:

Tuesday, October 7, 2025, by 3:00 P.M.

BIDNET WILL NOT ACCEPT LATE SUBMITTALS

“Electronic” Submittals Must be uploaded to “Bidnet” https://Bidnetdirect.com/georgia/cityofstonecrest

(Paper, Faxed, E-mail, Mail Submittals Will Not Be Accepted)

ISSUED BY:

City of Stonecrest

Procurement Department 3120 Stonecrest Boulevard

Stonecrest, Ga. 30038 https://bidnetdirect.com/georgia/cityofstonecrest

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Parks, Sports Fields and Trails Landscape and Maintenance Services

TABLE OF CONTENT

TITLE PAGE NO.

GENERAL INFORMATION 2

PROCUREMENT SCHEDULED AND EVENTS 3

SCOPE OF WORK 4

GENERAL TERMS AND CONDITIONS 18

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – BIDDER’S REQUIRED FORMS:

1. BID CHECKLIST

2. BIDDER’S CERTIFICATION

3. STATEMENT OF QUALIFICATIONS

4. AUTHORIZED SIGNATORIES

5. PURCHASING POLICY ADDENDUM

6. CONFLICT OF INTEREST DISCLOSURE

7. AFFIDAVIT VERIFICATION STATUS FOR CITY

PUBLIC BENEFIT APPLICATION

8. DRUG-FREE WORKPLACE

9. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

ACT AFFIDAVIT “E-VERIFY”

10. SUBCONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(B)(3)

11. INDEMNIFICATION CLAUSE

12. NON-COLLUSION STATEMENT

13. VENDOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES LIST

14. REFERENCES

Attachment B – Bid Cost Proposal Form (Bid Sheet) Attachment C – Aerial Images and Location Maps Attachment D – Sample Contract Attachment E – Purchasing Policy

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GENERAL INFORMATION

The following information and instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses and are standard for Invitations to Bid (ITB) Solicitations as issued by the City of Stonecrest Procurement Department. These directions and instructions have equal force and weight with the scope of services, specifications and strict compliance which is required with all of these provisions. The City may delete, modify supersede any of these standard instructions for a particular contract to Contractor or in the line item. It is the Bidder’s sole responsibility to become familiar with the scope of services and requirements herein prior to submitting a bid.

For information concerning procedures, clarification, and technical assistance pertaining to this solicitation, contact the Procurement staff identified in the solicitation.

City of Stonecrest Procurement Department

ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190

Stonecrest, Ga. 30038 Phone: (772)-224-0200

Email: Tboynton@stonecresga.gov

All questions and requests for clarification concerning this solicitation and procurement process MUST be submitted in writing via Bidnet under “Message – Opportunity Q&A” at: (https://Bidnetdirect.com/georgia/cityofstonecrest). Please follow the instructions provided on Bidnet. The deadline to submit non-administrative questions is Monday, September 22, 2025 by 5:00 P.M. Answers to questions received will be responded to via an Addendum posted on Bidnet. Questions received after the date referenced above will not be accepted.

• No bid response will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City such as delinquent in payment of property or other taxes with Stonecrest, delinquent in payment of a loan(s) with the City, has had property acquired through foreclosure or a judgment within the past ten (10) years, has outstanding judgements or debts owed to the City, has been convicted of a felony that affects property or neighborhood or neighborhood stability, health, safety or welfare or who is deemed irresponsible or unreliable by the City Council.

• No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid response will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.

• ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included by the Bidder with the Bid response shall be evaluated or considered. Any and all such additional terms and conditions shall have no force and effect and are inapplicable to this Bid if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general conditions in this Invitation to Bid are the only conditions applicable to this Bid and the Bidder’s authorized signature on Attachment “B” - Bid Cost Proposal (Bid Sheet) attests to this.

• AUTHORIZED SIGNATORIES: All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on the behalf of the Contractor as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on the behalf of the Contractor. No bid response will be accepted, for any reason whatsoever, which is not submitted to the City as stated above, within the specified time.

• BID ACCEPTANCE: Bidder warrants, by virtue of bidding, that their bid and the prices quoted will be firm for acceptance by the City for a period of One Hundred and Twenty (120) days from the date of bid opening unless otherwise stated in the solicitation. The City shall award contract within this time period or shall request to the recommended awarded Contractor an extension to hold pricing, until products/services have been awarded.

• MATERIAL MODIFICATIONS / ALTERATIONS: Material modification and/or alterations to the verbiage or documents herein made by the Bidder is expressly prohibited and is not enforceable. Modifications and/or alterations may render the Bidder’s submission void and bar the Contractor from consideration in connection with this solicitation.

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PROCUREMENT SCHEDULE AND EVENTS

1. PRE-BID MEETING:

There will be not be a Pre-Bid Meeting.

It will be the sole responsibility of the Bidder to become familiar with the scope of work and City requirements prior to submitting a bid. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the bidder has familiarized himself with the nature and extent of the work, equipment, materials, and labor required.

2. TRANSACTION FEES:

The City of Stonecrest uses Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) to distribute solicitations.

There is no charge to Contractors to register and participate in the solicitation process, nor will any fees be charged to the awarded Contractor.

3. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses shall be submitted via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) in response to this solicitation, prior to the designated bids due date and time indicated in the solicitation, Tuesday, October 7, 2025 by 3:00PM. PAPER BID SUBMITTALS WILL NOT BE ACCEPTED.

4. ELECTRONIC BID OPENING:

All Invitations to Bid solicited by the City of Stonecrest will be opened electronically via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) at the date and time indicated in the solicitation. This meeting will be conducted virtually via “Microsoft Teams Meeting” Platform and in-person at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038, Lithonia Conference Room. Bidders may attend this meeting in real time on a computer, laptop, cell phone or any other device with Wi-Fi access.

Get the app now and be ready when your first meeting starts https://www.microsoft.com/en-us/microsoft-teams/downloadapp.

Microsoft Teams meeting

Join on your computer, mobile app or room device

Meeting ID: 233 399 311 031 9 Passcode: 85Qi7Qz6

Information on bid results and solicitations currently out to bid can be obtained on the City website:

https://www.stonecrestga.gov/199/Procurement https://bidnetdirect.com/georgia/cityofstonecrest https://bidnetdirect.com/georgia/cityofstonecrest https://bidnetdirect.com/georgia/cityofstonecrest https://www.microsoft.com/en-us/microsoft-teams/downloadapp https://www.microsoft.com/en-us/microsoft-teams/downloadapp https://www.stonecrestga.gov/199/Procurement

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SCOPE OF SERVICES

1. PURPOSE:

The City of Stonecrest is seeking bids from qualified and experienced bidders, (hereinafter referred to as “Contractor”) to provide landscape and maintenance services at our City Parks, Sports fields, and Trails. Services shall be performed in accordance with the terms, conditions, and scope of services contained in this Invitation to Bid (ITB).

The Contractor shall furnish all labor, materials, equipment, personnel, tools, transportation, supervision, machinery, fuel and other incidentals necessary to perform the services requested herein and typical of these types of projects.

Prices offered on the Attachment “B” - Bid Cost Proposal Form (Bid Sheet) are all inclusive and shall constitute complete compensation. Failure on the part of the Contractor to completely and properly evaluate any factors of costs prior to bidding shall not form a basis for additional compensation.

2. BACKGROUND:

A Vibrant Mosaic in the Heart of Georgia nestled in the southeastern corner of DeKalb County, Georgia, lies the young city of Stonecrest. Incorporated in 2017, Stonecrest boasts a vibrant tapestry woven from its diverse community, burgeoning development, and natural beauty. The population as of July 2023 is 60,677, an increase from the April 2020 census of 59,194. The City provides municipal Parks and Recreation services.

3. CONTRACT ADMINISTRATOR/DESIGNEE/PROJECT MANAGER:

The Director of Parks and Recreations is Kelly Ledbetter, he can be reached at kledbetter@stonecrestga.gov or (470) 442- 3263. The designated Contract Administrator for this project is Reginald Powell, Facilities Operations Manager he can be reached at rpowell@stonecrestga.gov or (470) 464-3460.

4. GOVERNING REGULATIONS:

The Contractor shall provide services in compliance with all state, federal, city, and county regulations and guidelines.

5. PARK AND FACILITY LOCATIONS (See Attachment “C” – Park’s Maps):

The Contractor shall provide landscaping and maintenance services at City parks, sports fields and trails. The approximate acreage of each park and facility has been provided below. The Contractor is responsible for measuring each field to determine appropriate prices for of the services requested herein.

Facilities Address Approximate Acreage

Landscaping Sport Turf (Approximately)

Browns Mill Park Complex

5099 Browns Mill Road

10.78 3.93 6.85

Southeast Athletic Complex

5845 Hillvale Road

36.51

11.05

25.46

Salem Park

5290 Salem Road

3.34

3.34

Gregory Moseley Park

5600 Miller Grove Road

1 acre

1.0 1.0

Fairington Park

2831 Fairington

Parkway

5.26

1.90

3.36 “Botanical Garden” at

Fairington Park

Intersection Fairington Club

Drive and Fairington Pkwy

1.5

Entrance only

Everett Park

5106 Klondike

Road

84.6 acres mailto:kledbetter@stonecrestga.gov mailto:rpowell@stonecrestga.gov

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Panola Shoals 4432 Panola Road (Snapfinger)

Trailhead

10.5

Miller Grove Park

(Coming Soon)

2458 Panola Road

10.05 acres

6. PESTICIDE/FERTILIZER/WEED/PEST CONTROL:

Pesticides applications shall be in compliance with state and federal regulations and guidelines including but not limited to; the Georgia Pesticide Use and Application Act of 1976 and the Georgia Pest Contract Act, as amended.

6.1 The Contractor shall ensure any and all pesticides are applied in accordance with its label instructions, which are federally approved by the Environmental Protection Agency (EPA) (www.epa.gov/pesticides).

6.2 The Contractor shall provide the Material Safety Data Sheets (MSDS) for all pesticide products to be used and received.

6.3 The Contractor shall receive prior written approval before application of pesticides.

6.4 The Contractor shall not use “Restricted” pesticides. Use of restricted pesticides.

6.5 The Contractor shall ensure pesticides are applied by employees that have current licenses and certification required to apply pesticides.

6.6 The Contractor shall maintain accurate records of all pesticide applications, including general-use and restricted-use products.

6.7 The Contractor shall maintain records of retention of any and all pesticide used during the term of this contract for an additional period of two (2) years from date contract ends.

6.8 The Contractor shall ensure all fertilizer and weed control chemicals are applied in accordance with the manufacturer instructions and are EPA approved products.

6.9 The Contractor shall practice care in protecting water quality in areas where pesticides, fertilizers and weed control chemicals are being used.

7. SERVICES TO BE PERFORMED:

The Contractor shall provide the pruning, edging, tree trimming, maintenance of shrubs, hedges, and plants, fertilizing, weed control, irrigation installation, maintenance and repair services, provide pest identification and pest control services, sports turf/baseball fields landscaping and maintenance services including field lining/preparation, mulching, and debris pick-up.

7.1 Curbs, Sidewalks, etc.: are to be cleaned with mechanical blowers and/or brooms to maintain a neat appearance. Heavy accumulation of sand, gravel, leaves, etc. are to be removed with shovel and brooms if blowers provide unsatisfactory results.

7.2 Inspections:

The Contractor shall inspect the parks and fields for poison Ivey on a monthly basis and treat as necessary.

7.3 Edging:

During each occurrence;

7.3.1 Grass shall be trimmed during, or as an immediate operation following mowing. Trimming may be accomplished by hand or hand power shears or rotary nylon "fish line" cutting machines. Grass will be trimmed the same height as adjacent turf is mowed and remove all grass leaves from around all obstacles and vertical surfaces in the turf such as posts, tress, walls, cement medians. Particular http://www.epa.gov/pesticides

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attention will be given to trimming around sprinkler heads and other irrigation system fixtures to assure their proper water delivery function.

7.3.2 No "fish line" weed eaters are permitted to be used around trees or plant beds so as to prevent damage to the plant materials. In such instances, The Contractor shall remove weeds by hand and/or chemical application (Roundup or equal).

7.3.3 Mechanical edging (vertical trimming) of all turf edges abutting sidewalks, flush paved surfaces including all road curbs, drives, etc., will be done during or as an immediate operation following mowing. Turf edging at shrub beds, flower beds, ground cover beds, hedges or around trees where "edging" rather than "trimming" is direct shall be edged with a manual or mechanical edger to a neat vertical uniform line, every mowing cycle.

7.3.4 Dirt and debris produced by edging or trimming will be removed or swept from adjacent hard surface. Grass clippings and dirt must NOT be allowed to collect in curb areas.

7.3.5 Turfs will be edged by approximately eighteen (18) inches around all trees that are in lawn areas if directed by Contract Administrator / Designee. Turfs will be edged approximately ten (10) inches out from the drip line of shrubs and hedges (as applicable).

7.3.6 Chemical edging:

Chemical application (Roundup) may be used to kill weeds in and around areas such as planters, areas adjacent to buildings, tress, fence lines, sprinkler head, and cement medians. Prior to application of chemicals for this purpose all areas shall be trimmed to proper mowing height.

Chemicals shall be applied in a manner to limit drift to six (6) inches.

7.4.7 The Contractor is responsible for replacement of all damaged sod/landscape materials at his/her cost. If not replaced within one week of notification, the City may replace the materials and deduct the cost from the Contractor's pay request.

7.4 Weeding:

Weeds are to be mowed, trimmed or edged from turf areas during each occurrence. Weeds are to be manually removed or chemically removed from shrubs, hedges, and ground cover of lower beds weekly.

Weeds are to be removed from walkways, walkway and curb gutter expansion joints and along fence lines and cement noses of concrete medians during each occasion.

7.5 Pruning (Trees, Hedges, and Shrubs):

The Contractor shall performed pruning services regularly.

7.5.1 Shrub and Hedge Care:

Maintain shrubs in a healthy, growing correct-color condition and in the shape and area specified, or as specifically directed by Contract Administrator/Designee.

7.5.2 Hedge Trimming will be done once a month. Remove all cuttings and clippings from pruning and trimming operations on the same day as operation occurs.

7.5.3 Shade Trees shall be pruned and trimmed in accordance with the National Arborist Association for pruning of Shade Trees to keep the trees healthy and to maintain the natural character of the individual species.

7.5.4 At least (2) two months before rainy season begins the trees shall be trimmed back, tree branches shall not block common areas, and tree branches shall be cut back away from powerlines (as applicable).

Pruning may also include the following items:

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• To remove sucker growth and to maintain clear visibility.

• Dead, dying or unsightly parts of the tree.

• Branches, dead wood and cuttings shall be removed from job sites of pruning and disposed in an acceptable manner.

• Sprouts growing at or near the base of the tree trunk.

• Branches that grow towards the center of the tree.

• Crossed branches that may rub together.

• Multiple leaders of a tree that normally have only one stem.

• Branches that have strong potential for damage by storms (preventative).

• Branches that have been damaged by storms (post storm event).

• Nuisance growth that interferes with view, walks, lighting or signage.

• Nuisance growth indicates potential conflict with people.

• No climbing spikes will be permitted. Pruning paint is prohibited. Sharp and proper pruning tools will remove portions of trees, including any sucker growth.

• No chemical treatment for sucker growth will be permitted.

• All lawn and shrub areas damaged by pruning equipment shall be replaced at the Contractor's expense.

• Do not use hedge shears for pruning.

• Machetes will not be permitted for any operations.

• All trimming and pruning debris are to be picked up and removed and properly disposed of on the day of each trimming.

7.6 Fertilization:

7.6.1 Grass/Sodd:

The fertilizer shall be a granular fertilizer with appropriate composition based on existing gas and sod types. Fertilizer shall contain both major and micronutrients, sulfur coated, time released and applied at a rate of 1 lb. of nitrogen per 1,000 sq. ft. of grass and sod. Sod shall be fertilized three (3) times yearly, during the following months: January, April and October. Cost of fertilizer and application shall be included in the contract.

7.6.2 The Contractor shall adjust the irrigation systems according prior to applying the fertilizer. During heavy rain season the City may request a fourth application of fertilizer to all contract areas if needed. If needed, use of a general fertilizer shall be used at no extra charge to the City. The Contractor shall notify the Contract Administrator / Designee when they plan to apply fertilizer.

7.6.3 Fertilizer shall be applied to all designated areas where trees, shrubs, and ground covers are placed.

Fertilizer shall be commercial grade.

7.6.4 Fertilizer shall be appropriate for specific species (please see attached plant list). Granular fertilizer can be utilized for plants on level terrain.

7.6.5 Trees shall be fertilized three (3) times per year: March, June, and October; at a rate specified by the manufacturer.

7.6.6 Granular fertilizer shall be applied on level maintenance areas at the drip line of the trees in a 4" wide band around the tree.

7.6.7 Chemical analysis sheets for all fertilizers to be applied shall be submitted to the City, prior to application, particularly tree, shrub, and ground cover fertilizer, along with recommended application rates as noted by the manufacturer.

7.6.8 Granular fertilizer shall be applied on level maintenance areas at the drip line of the trees in a 4" wide band around the tree.

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7.6.9 All shrubs and ground covers shall be fertilized by broad casting the fertilizer over the landscape beds three (3) times yearly: March, June, and October at a rate of 1 lb. of fertilizer per every one (1) inch of main stem. No fertilizer shall be applied at the base against the trunks of stems of the plants.

7.7 Tree and Shrub Maintenance:

7.7.1 All plant and tree material are to be pruned in a manner to provide a neat natural appearance.

7.7.2 Limbs that obstruct buildings, walkways or vehicular traffic shall be removed. Shearing and selective pruning techniques are left to the discretion of the Contractor.

7.7.3 Shrubs shall be pruned to retain their natural shape, to promote bloom, and to meet accepted horticultural practices.

7.7.4 Growth shall be kept from encroaching on signs, walkways, driveways, and ventilation units. All formal hedges shall be trimmed to maintain desired shape and height.

7.7.5 Ornamental flowering trees are to be pruned at the proper time of year to encourage maximum flower production. Dead or damaged portions of plants shall be removed whenever possible.

7.7.6 All plant material will be fertilized with a balanced slow-release fertilizer in the dormant season and supplemented throughout the year as necessary to maintain vigorous healthy plant material.

7.7.7 The Contractor shall monitor trees and shrubs for signs of disease and insect infestations. If plants are affected appropriate recommendations for treatment shall be submitted to the City. When insect and/or disease problems are detected, legally approved chemicals are to be used to treat the problem.

7.7.8 Deep cut selective pruning and hard cutbacks will be performed on plant material during winter months, for corrective and restorative purposes. City shall be informed before any drastic cutbacks are performed.

7.7.9 All mulched shrub beds, maintained natural areas and walking paths, are to be treated with pre-emergence and post-emergence chemicals to control weeds. Weeds more than 2” tall are to be removed by hand and disposed of. Weeds less than 2” tall are to be treated with legally approved post-emergence herbicides.

7.7.10 All pruning debris is the responsibility of the Contractor. No debris may be disposed of onsite without the expressed permission of the City.

7.7.11 The Contractor is responsible for cutting and removing any fallen trees in the parks. The Contractor will be requested to provide a separate invoice prior to the removal of fallen tree(s).

7.8 Exterior Color:

7.8.1 Plants shall be watered as required to promote optimum growth. The Contractor shall make provisions to provide watering services up to two times per week for non-irrigated areas such as containers. If further watering is necessary, Contractor shall notify the City.

7.8.2 The Contractor is responsible for monitoring the water needs of all seasonal color beds and coordinating the appropriate irrigation settings.

7.8.3 It is the responsibility of the Contractor to arrange for and oversee watering of the planters and un-irrigated beds.

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7.8.4 Plants shall be monitored for the presence of insects or diseases and shall be treated accordingly.

An Integrated Pest Management (IPM) strategy, emphasizing least toxic choices, preventative cultural practices and most effective and cost-efficient results shall be implemented.

7.8.5 Soil shall be cultivated periodically to promote adequate aeration and to counteract the effects of soil compaction. Soil surfaces shall be left smooth to maintain a neat appearance.

7.8.6 The Contractor should be able to provide landscape design recommendations for new plantings.

Cost will be charged on an hourly rate basis as requested by the City.

7.8.7 Spent or dead blooms, including stems, declining foliage and plant debris shall be removed to encourage continued blooming and maintain a neat appearance. Plants shall be fertilized with either a balanced liquid or bloom-inducing fertilizer to promote lushness and colorful displays.

7.9 Ground Cover and Beds:

7.9.1 Open ground between plants shall be kept weed-free using mechanical or chemical methods.

7.9.2 All plant materials shall be free of insects and disease. At all times public and environmental safety is to be considered when applying pesticides.

7.9.3 Ground covers shall be fertilized, with a complete fertilizer, as appropriate and as recommended by the Contactor.

7.9.4 Litter and debris shall be removed during maintenance visits in order to ensure a neat appearance.

7.9.5 Soil surfaces shall be racked smoothly and cultivated regularly.

7.9.6 Vines shall be trimmed neatly against supporting structures and kept within bounds.

7.9.7 Ground covers shall be kept trimmed within curbs and along walkways. They shall not be allowed to grow into or through shrubs or other plantings.

7.9.8 Sign faces and windows shall be kept clear of encroaching growth.

7.9.9 Litter shall be removed as color is generally in a focal area. Color beds and containers shall not be void of plant material at any time. Should any plant material need to be replaced due to any type of damage a proposal for replacement shall be submitted and approved by the City prior to replacement.

7.10 Mulch:

The Contractor shall supply and apply mulch at designated areas on an as needed basis.

7.10.1 Mulch shall be a minimum of 3” of course organic mulch at all times over bare soil areas surrounding shrubs.

7.10.2 Mulch shall be applied so that it is below grade (curb, edging, etc.) by half an inch. Some additional grading preparation and grading of areas adjacent to sidewalks or edging, etc. may be required to keep the finish grade of the mulch at an appropriate level.

7.10.3 Refresh Mulch:

7.10.3.1 The Contractor shall inspect each area during each service.

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7.10.3.2 Every six (6) months top dress all mulched areas with l inch of mulch

7.10.3.3 Mulch shall be maintained in plant beds (where it already exists) in order to maintain a depth of three (3) inches at all times.

7.10.3.4 Beds shall be clear of weeds prior to the application of new mulch to maintain the three

(3) inch depth to plant beds.

7.10.3.5 Mulch shall be maintained around trees up to three (3) inches in order to maintain a depth of three inches at all times.

7.11 Litter and Debris Control:

The Contractor shall assist the City with clearing of litter and debris annually in preparation for weather events (strong winds, Storms, Emergencies, etc.) on an as needed basis.

7.11.1 Litter removal from turf areas and plant beds and designated areas shall be complete prior to each mowing operation in the same day.

7.11.2 Litter to be removed includes paper, glass, trash, undesirable materials or debris (unauthorized paper signs), deposited or blown onto the sites.

7.11.3 Tree limbs will also be removed.

7.11.4 Litter is to be removed entirely from the sites and disposed accordingly.

Failure to pick up debris will result in a $50.00 per day fee, as long as the debris remains which shall be deducted from the Contractor's pay request.

7.12 Blowing/Clearing:

The Contractor shall use a blower to clear all walkways, parking lots and curbs along common to ensure a neat, clean appearance after mowing.

7.13 Landscaping/Materials:

7.13.1 The Contractor shall notify the City of any damaged plant material that needs to be replaced.

7.13.2 Any plant material damaged by the Contractor equipment or personnel will be replaced by the Contractor at the Contractors expense.

7.13.3 The City shall approve any proposed new landscaping in advance of any work being completed.

7.13.4 Contractor shall perform installation at hourly rates provided.

7.14 Turf Maintenance:

The Contractor shall provide a seven-point chemical program for all athletic turf areas, following the proposed schedule below. Recommendations for schedule modification limited to pre-emergent weed control fertilizations and post-emergent treatments, insecticides, fungicides, lime, and other chemicals consistent with best management practices. The Contractor shall provide the materials, equipment, and labor to perform all applications. The Contractor shall ensure sports field maintenance schedule/program is developed and monitored by a Certified Sports Field Manager.

7.15 Seven Point Chemical Program:

• 1st Application – First week of March, pre-emergent weed control and 10-10-10 fertilizer

• 2nd Application – First week of April, pre-emergent weed control and fertilizer adjusted based upon soil test.

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• 3rd Application - Second week of May, granular nitrogen with iron, weed control and ammonium nitrate

• 4th Application – Third week of June, granular nitrogen, weed control and ammonium nitrate.

• 5th Application – Fourth week of July, granular nitrogen, weed control and ammonium nitrate.

• 6th Application – Fourth week of August, pre-emergent and weed control. Do not apply on fields that are being over seeded.

• 7th Application – Fourth week of September, pre-emergent, weed control and pre-emergent. Do not apply on fields that will be over seeded. Provide and treat all grass athletic fields for fire ants twice per year in the spring, summer and as needed during the warmer months.

• The Contractor will ensure chemical program is developed and monitored by a Georgia Department of Agriculture licensed fertilizer and pesticide applicator.

• Conduct soil testing on each sports field at least once per year. Adjust the chemical treatment program based upon the results of the soil test.

7.16 Turf Fertilization & Weed Control:

The Contractor shall use well-balanced fertilizer shall be used to maintain a healthy green color and shall be applied based upon Contractor’s knowledge and needs of the area. All lawn areas shall be treated with crabgrass prevention and broad leaf weed control products as necessary.

7.17 Aerating:

7.17.1 The Contractor shall perform core aeration of all grass athletic fields three times per year in May, July, and October. The schedule may vary based upon the weather conditions but at no time will the aeration be done sooner than four weeks after the previous aeration.

7.17.2 The Contractor shall perform aeration when the turf is actively growing and not under stress.

7.17.3 Space aeration holes between 2-3 inches (this often requires 3 passes in different directions).

7.17.4 Crumble and spread dried soil cores over the turf by using a flexible steel mat or by some other means.

7.17.5 Use a vibratory tine aerator to a depth of 2-3 inches during the winter months and as needed during the rest of the year to alleviate compaction.

7.17.6 Top Dressing:

After each aeration, the fields will be top dressed with sand as part of a continual process to eventually smooth out all lumps in the turf and soften the field surface. Apply no more than ½” of material during an application. Incorporate the material by mat dragging.

7.17.7 Verti cutting:

The Contractor shall have the ability to provide de-thatch as needed within a comprehensive sport field maintenance schedule/program.

7.18 Baseball/Softball/Soccer Field Landscaping and Maintenance Services:

The Contractor shall perform the following but not limited to landscape and maintenance services;

7.18.1 Leveling:

Ensure all fields are leveled and regulation complaint.

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7.18.2 Drag the dirt infields twice weekly during the season of typically active play to provide a safe playing surface. A schedule of fields to be prepared will be provided on a weekly basis. Drag the dirt infields once per week during the season that is not typically active play.

7.18.3 Blowout dugouts and pitching warmup lanes as needed during the season of typically active play.

7.18.4 Inspect outfield turf weekly to locate any holes in the playing surface and fill all holes with topsoil and cover with sand.

7.18.5 Sod cut and box scrape all lips to eliminate hazards.

7.18.6 Add infield clay / sand mix during the winter months prior to scheduled play in the spring and, add infield mix in the summer months before play in the fall.

7.18.7 Provide and install infield dirt conditioner to promote drainage and a softer surface. City to provide conditioner.

7.18.8 Inspect and repair any fencing that is detached or curling.

7.18.9 Inspect dugout gate latches and doors weekly and make repairs as needed.

7.18.10 Perform other necessary services to maintain regulatory requirements.

Note: The City is in the process of obtaining services to bring our fields up to regulated standards. Once this work has been completed, the Contractor shall perform the necessary landscaping and maintenance services required to maintain regulatory standards.

7.19 Trail And Trailhead

The Contractor shall provide landscaping and maintenance services at City trails and trailhead(s) to ensure they remain clean, safe, and assessable greenspace to residents and visitors.

7.19.1 Emergency Debris Removal Services: The Contractor shall provide debris removal services at trails and trailhead(s) on an as needed basis.

7.19.2 Debris and Trash:

The Contractor shall remove and dispose of all debris and trash found along the trails and trailhead(s) on a weekly basis.

7.19.3 Disposal:

The Contractor shall dispose of all debris and trash in the dumpsters located at the designated area(s).

7.19.4 Reporting:

The Contractor shall immediately report any damage and safety concerns and unsafe conditions to the Contract Administrator / Designee.

7.19.5 Paved/Concrete Areas:

The Contractor shall perform edging and cleaning services weekly paved/concrete portion of the trailhead (parking and seating areas) shall be edged and blown off weekly.

7.19.6 Graffiti/Property Damage:

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The Contractor shall immediately (same day discovered) report graffiti and property damage (signs, benches, tables, etc.) to the Contract Administrator / Designee.

7.20 Parking Lots:

The Contractor shall ensure parking lots and surrounding areas are always clean. Services shall include but are not limited to:

7.20.1 Inspection Services:

The Contractor shall perform inspection services at the designated parking lots and surrounding areas daily.

7.20.2 Debris and Trash:

The Contractor shall remove and dispose of all debris and trash in dumpster(s) located in the designated area(s).

7.20.3 Mulch:

The Contractor shall ensure mulch is replacement/refreshed at least once a year to maintain a neat appearance at designated parking lot islands.

Note: Additional replacement/refresh services may be requested on an as needed basis to maintain appearances after heavy rain or weather conditions.

7.20.4 Parking Lot Islands:

The Contractor shall provide landscape and maintenance services to all parking lot islands. The islands shall be kept weed free and mowed regularly to control overgrowth.

7.20.6 Trees and Shrubs:

The Contractor shall ensure all trees and shrubs are pruned and trimmed regularly to maintain a neat and clean appearance. Annual tree and shrub pruning and trimming shall occur every January.

7.20.7 Vegetation:

The Contractor shall ensure all vegetation is trimmed and cut back to prevent damage to vehicles.

Any vegetation where the growth has the potential to harm a pedestrian or vehicle shall be pruned when discovered.

7.21 Irrigation System Services:

7.21.1 Initial Inspection:

Upon award of this contract and completion of an initial inspection of the existing irrigation system.

7.21.2 Estimate for Initial Repairs:

The Contractor shall provide a formal written estimate inclusive of additional cost for repairs and services needed to bring the system to acceptable working conditions to the City. Repairs shall be completed at the City’s expense, if approved.

7.21.3 Maintenance and Repair:

7.21.3.1 After initial repairs are made, the Contractor shall provide maintenance and repair services to the existing irrigation systems at each location. The Contractor shall present repairs and maintenance requirements to the Contract Administrator / Designee

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immediately and receive written approval prior to performing repairs.

7.21.3.2 The City shall agrees to be financially responsible to replace and repair time clocks and related valves in a timely basis. Invoices presented without the proper authorization will not be accepted or paid.

7.21.3.3 The Contractor shall at no additional cost, fully cooperate and respond to assist and repair malfunctioning sprinkler systems on a 24-hour basis, seven days a week.

Contract price shall include a system start-up and winterization.

7.21.3.4 Scheduled Inspections and Testing Services:

The Contractor shall perform regular inspects and testing services on existing irrigation systems. After each mowing and edging service, the irrigation system shall be inspected for damage. In May, July and September, the irrigation system will be checked, and spray patterns will be adjusted, and watering schedules modified as necessary to assure full coverage of the fields.

7.21.4 Winterization:

In November, the irrigation systems shall be shut down and winterized. The water shall be turned off at the water meter and the RPZ and lines shall all be drained.

7.21.5 Timers/Controllers:

7.21.5.1 The Contractor shall monitor timers and controllers to ensure they are functioning properly and ensure a cost savings to the City.

7.21.5.2 The Contractor shall make necessary programming adjustments to timers and controllers as needed. Adjustments shall be made in accordance to seasonal weather conditions. The Contractor shall make efforts to maximize water usage to minimize overflow onto sidewalks, driveways, streets, buildings, and common area with foot traffic.

7.22 Damages:

The Contractor shall notify the Contract Administrator / Designee of any damages caused by its employees/staff immediately. If Contractor employees/staff cause damage to the irrigation system, damages and/or kills flowers/shrubbery/trees by mowers, metal-blade edgers, trimmers or pesticide application, the Contractor shall be responsible for all repairs and replacements at no additional cost to the City. Repairs and replacements shall occur within forty-eight (48) hours of the date and time of incident.

7.23 Supplies:

The Contractor shall be responsible for all supplies including but not limited to; turf chemicals, cleaning solvents, and any other materials required to perform the service herein.

7.24 Other Services:

7.24.1 Spring Clean-Up:

The Contractor shall be performed as follows and should be included in the pricing. Spring cleanup shall include, but not be limited to, leaf removal from all beds, turning flower beds as appropriate, remove winter wrapping and remove any sand and gravel from beds and lawns.

7.24.2 Fall Clean-Up:

The Contractor shall be performed as follows and should be included in the pricing. Fall clean up shall be in late fall after all leaves have fallen from the trees in the area. Work shall include, but not be limited to, leaf removal from all areas of the property, removal of all dead annual plantings, cut back perennial plantings appropriately, wrap trees to prevent sunscald, covering of beds necessary to protect plants, etc.

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7.24.3 Additional Services:

The City reserves the right to add other locations and request additional services. The Contractor shall provide an itemized written cost proposal for the additional location and additional services.

7.25 Emergency Services:

During and after a public emergency, disaster, hurricane, flood, and acts of God, the City shall be given “First Priority” for all services under this contract. Contractor agrees to provide all services to the City during and after the emergency / disaster at the same terms, conditions, and prices as provided in this solicitation and with a priority above and preference over services to the private sector.

7.26 Debris Removal Services:

During and after a public emergency, disaster, hurricane, flood, and acts of God, the Contractor may be required to provide assistance with debris and removal services on an as needed basis.

7.27 Field Supervisor:

The Contractor shall provide a field supervisor. The field supervisor shall have a minimum of three (3) years of experience as ground’s maintenance supervisor.

7.28 Full Time Staff:

The Contractor shall provide one (1) full time employee/staff with a degree in turf management, agronomy, or related field management.

7.30 Horticultural Services:

The Contractor shall provide horticultural services. The employee/staff performing horticultural services must be certified.

8. CONTRACTOR RESPONSIBILITIES:

The Contractor shall ensure the playground equipment provided meets or exceeds all current Federal Consumer Public Safety Commission (CPSC), American Society for Testing Materials (ASTM), International Play Equipment Manufacturers Association (IPEMA) playground standards, any guidelines and requirements of the ADA and the Florida Building Code. Please Note: The Contractor will be responsible for $100.00 of the materials/equipment in route to the site and at the site until the playground is turned over to the City.

8.1 The Contractor shall be responsible for any and all damage resulting from the improper use, damage, or caused by its employees/staff.

8.2 The Contractor must use effective project management practices while working on this project consisting of but not limited to; clear communication with the City and other parties involved in this project, management of time and resources, and documentation of all services performed.

8.3 The Contractor shall maintain all certifications, licenses, bonds, and certificate of insurance for the duration of this agreement.

8.4 The contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to their operations at the work sites.

8.5 The Contractor shall correct any and all damage caused by their operations to the City’s satisfaction at no additional cost to the City.

8.6 The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and provide reasonable protection to prevent damage to properties surrounding the work site, injury or loss to employees, materials, and equipment in connection with the performance of the work herein.

8.7 The Maintenance of Traffic (MOT) (if needed): The Contractor shall be in conformance with the applicable sections of the GDOT Section 150 – Traffic Control (as applicable).

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8.8 The Contractor shall supervise and direct the work, using the Contractor’s best skill and attention.

8.9 The Contractor shall enforce strict disciple and good order amongst its employees and other persons carrying out work under this agreement.

8.10 The Contractor shall be responsible to the City of acts and omissions of its employees, subcontractors, and other agents performing portions of the work for or on the behalf of the Contractor or any of its subcontractors.

8.11 The Contractor shall be responsible for protecting all existing utilities, irrigation, drainage structures, pipes and signs within the area in which work is being performed.

8.12 The Contractor shall assess the conditions at this site, notify the Contract Administrator / Designee in writing of any discrepancies, conflicts, or omissions promptly upon discovery, and make necessary recommendations to resolve identified issues.

8.13 Reporting Dangerous Conditions / Situations: The Contractor shall notify the Contract Administrator / Designee of any and all encounters with unsafe and dangerous conditions and/or unusual situations occurring at the work sites.

9. MEETINGS:

The Contractor shall participate in regular meetings throughout the term of this agreement. The date, time and place of the meeting will be arranged by the Contract Administrator / Designee.

9.1 Initial Meeting:

An initial kick off meeting will be held between the Contractor, designated Person of Contact (POC) and Contract Administration / Designee.

9.2 At this meeting, the Contractor shall identify his/her designated POC, supervisor and any additional personnel representing the Contractor and their respective roles and responsibilities.

9.3 The POC shall represent the Contractor, and communications given to the person of contact shall be as binding as if given to the Contractor. Important communications shall be confirmed in writing. Other communications shall be similarly confirmed in written requests in each case.

10. ISSUANCE OF NOTICE TO PROCEED AND PURCHASE ORDER (PO):

The Contractor shall not commence any work until receipt of a Notice to Proceed (NTP) and receipt of a Purchase Order (PO). Upon receipt of the NTP and PO, the Contractor shall commence work upon the direction of the Contract Administrator / Designee.

11. WORK SCHEDULE:

Regular work Hours: 7:00 am to 5:00 pm, Monday through Friday. The City will consider extended workdays or workweeks upon written request by the Contractor on a case-by-case basis. No work will be allowed on national holidays (i.e. Memorial Day, July 4th, Labor Day, etc.) and City observed holidays.

12. WEATHER:

12.1 If adverse weather conditions are affecting the Contractors’ ability to perform the services herein, such incidents shall be documented and contain data substantiating that weather conditions were abnormal for the period of time.

12.2 The Contractor will be required to promptly notify the Contract Administrator / Designee in writing of any such delays. Any such notification received by the Contract Administrator / Designee less than 24 hours than regular schedule time to commence services will not be acceptable.

13. RESPONSE TIME:

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The Contractor shall respond to e-mail/voice mail communication no less than twenty-four (24) hours from receipt of communication (e-mail/voice mail). The Contractor shall respond to requests for services within twenty-four (24) hours from receipt of request.

14. PERSON OF CONTACT:

The Contractor shall provide contact information for Primary and Secondary staff within the company who will be responsible for providing a response to City request for support services during the term of this agreement. Contact information shall include: Name of Contact(s), E-mail address. Website Information, Phone Number, and Fax Number.

15. CONTRACTOR AND SUBCONTRACTOR UNIFORM/BADGING:

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to the uniform. Uniforms shall comply with all safety provisions from OSHA and the City.

16. CONTRACTOR AND SUBCONTRACTOR VEHICLES:

The Contractor’s company vehicles shall be distinctly labeled with the company name; and shall only be parked in designated spaces provided by the City.

17. DAMAGE REIMBURSEMENT:

The Contractor shall be solely responsible for, and shall reimburse the City, any and all costs and/or expense of any kind or nature relating to the correction of any damage to any City property resulting from the installation, maintenance, replacement of mounted equipment and infrastructure.

18. CLEAN UP:

The Contractor shall ensure all debris and trash is removed and disposed of in an appropriate manner after completing each form of service herein by the end of each workday. The Contractor shall thoroughly clean up all areas where work has been involved as mutually agreed with the associated location Contract Administrator / Designee.

19. WORK ACCEPTANCE:

19.1 Services to be performed under this agreement will be inspected by Contract Administrator / Designee. This inspection shall be performed to determine acceptance of work, appropriate invoicing and warranty conditions.

19.2 The Contract Administrator / Designee shall provide written notice of issues with services performed. Written notice shall be provided within a minimum of twenty-four (24) hours from which services were performed and considered completed.

20. INVOICING AND PAYMENT:

The Contractor shall submit a detailed “itemized” invoice. Invoices shall specify the location in which services performed, and type of services performed at the location. Billing price/rates shall be in accordance with Attachment “B” – Bid Cost Proposal Form (Bid Sheet).

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GENERAL TERMS AND CONDITIONS

The following instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses. These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

1. ADDENDUMS AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Bidder. Prospective Bidders must request such interpretation in writing as instructed in the bid package. To be considered, such request must be received by the Questions and Answers deadline as indicated on Page ITB-2 of this solicitation package and on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest). Questions received after this time will not be answered.

• Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest).

• Failure of any Bidder to receive any such addenda or interpretation shall not relieve any Bidder from any obligation under his bid as submitted. All addenda so issued shall become a part of the contract document.

• Bidder shall verify in Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) that their bid response includes “all” addenda(s) before submitting a bid. Receipt of all addenda shall be acknowledged by the Bidder(s) on the Statement of Qualification Certification Form “Addendum Acknowledgement Section” and submitted with bid response.