ITB 1427 - Lenore Rest Area Landscaping Services.docx

STATE OF IDAHO

Idaho Department of Transportation

Invitation to Bid (ITB)

ITB 1427

ITD District 2 – Lenore Rest Area Landscape Services

Date of Issuance: 10/2026

ITB ADMINISTRATION

ITB Title:

Landscape and snow removal services for the District 2 – Lenore Rest Area

ITB Lead:

Doug Buswell, Grants/Contracts Officer Doug.buswell@itd.idaho.gov (Preferred method of contact) (208)772-8077

Submit electronically via IPRO:

Electronic Submission Only

IPRO LOGIN

Pre-Bid Tour

ITD District 2 – Lenore Rest Area US 12 Mile Post 27.6.

Deadline to Receive Questions:

November 4th, 2026, at 11:59:59 p.m. MST

ITB Closing Date:

See IPRO Header Document

Public Opening Date:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/2904936766900451?p=b7Fxj3PMUJc774e3CZ Meeting ID: 290 493 676 690 045 1 Passcode: zb6Fp3ix

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

Background Information The Idaho Transportation Department is requesting bids from qualified Vendors for landscape and snow removal services for the ITD D2 – Lenore Rest Area

RESULTING CONTRACT

If ITD awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system, IPRO, which will be an acceptance of the successful bid. The Contract will be comprised of that contract document; this ITB, including any incorporated documents; the successful Bid, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

pre-bid tour All parties interested may attend the optional pre-bid tour, at their expense. Parties interested in attending this conference should notify the ITB Lead no later than one (1) business day prior to the date of the pre-bid conference. The written request should specify the name and title of each person who will be attending. A maximum of three (3) persons for each party interested will be allowed to attend in-person.

Failure to attend the optional pre-bid tour shall not relieve the Bidder of meeting the requirements of this ITB.

Pre-Bid Tour Starting Location and Time:

10:30 am Pacific Standard Time ITD District 2 – Lenore Rest Area US 12 Mile Post 27.6.

Questions Restrictions on Communications From the issue date of this ITB, until a contract is awarded or the ITB is cancelled, vendors and their representatives are prohibited from communications (written or verbal) regarding this ITB with ITD staff, evaluation committee members, or other state employees other than the ITB Lead, except during formal solicitation events (including the pre-bid conference, demonstrations, and negotiations; if any) or challenges defined in Idaho Code 67-9232.

Questions This solicitation is issued via the State’s e-Procurement system, IPRO powered by LUMA. The ITB Lead is the only contact for this Solicitation. All correspondence must be in writing. If it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of parties interested in this ITB to monitor IPRO for any updates or amendments. NOTE: Accessing this sourcing event via the ITD website may not provide access to all documents, including amendments and answers to questions. Parties interested in this sourcing event must login to IPRO to access the full sourcing event; the State will not be responsible for a vendor’s failure to receive information if that vendor fails to login to IPRO. Any oral interpretations or clarifications of this ITB must not be relied upon. All changes to this ITB will be in writing and must be posted to IPRO to be valid.

Written questions must be submitted using the IPRO Q and A Board or Attachment 2 - Bidder’s Questions (under Buyer Attachments). Official answers to all written questions will be posted on IPRO utilizing the Q and A Board. Response times for answering questions may vary as some questions require consultation with agencies, legal counsel, risk management, or other third parties. The State will make every effort to answer questions in a timely manner; however, the State will not guarantee a specific response time and does not guarantee that questions will be answered in the order received.

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 2 - Bidder’s Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

4.3. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

4.4. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

4.5. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

4.6. Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

4.7. Questions or other correspondence must be submitted in writing to the ITB Lead (see contact information in the ITB Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY THE DEADLINE LISTED IN IPRO.

Instructions for Submission of Bid General Instructions Bids must be submitted electronically via IPRO, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time (via electronic submission in IPRO). If multiple submissions are received, only the latest timely submission will be considered, unless the ITB Lead can determine that the separate materials were intended to constitute a single submission.

Alternate Bids are not allowed.

All electronic files must be in Microsoft Word or Excel format; the only exception is for financials, brochures, or other information only available in an alternate format.

All Bidders participating in this Solicitation must establish an account in the IPRO system as it is necessary in order for the Bidders to access the entire sourcing event and for the State to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

Electronic Submission via IPRO When submitting electronically via IPRO, upload all of the Required Bid Submission Items and complete all the mandatory prerequisites and questions listed and enter your Cost in IPRO as “$0.01”.

When submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure. In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

Pursuant to IDAPA 38.05.01.081, the ITB Lead may, in the State’s sole discretion, require the apparent lowest responsive Bidder’s to provide documentation to demonstrate its responsibility. The ITB Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Bidder’s being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Bidder’s responsibility.

7 AWARD

Award will be made to the responsive responsible Bidder with the lowest total two-year cost for all line items. Bidders must Bid on all line items to be considered for an Award. (See Attachment 4 – Bid Schedule).

8 QUANTITY

Quantities estimated in the Items section of IPRO are for bidding purposes only. Actual quantities may vary due to the nature of the requirements; no minimum or maximum orders are guaranteed or implied.

1. Insurance See Attachment 6 - Insurance Requirements located on the Attachment tab of the solicitation.

Scope of Work See Attachment 3 – Scope of Work

BILLING PROCEDURE

The Contractor must provide an invoice within thirty (30) calendar days after delivery. No invoice will be accepted or paid without the required information listed below and will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

IPRO Contract number;

ITD Order number;

Delivery location;

Service description;

Quantity;

Unit and total price; and, Name of authorized individual/contact information for the Contractor Submit invoices to:

D2AP@ITD.Idaho.gov

SUBCONTRACTING

Unless otherwise allowed by the State in the Contract, the Contractor must not, without written approval from the State, enter into any subcontract relating to the performance of the Contract or any part thereof. Approval by the State of Contractor’s request to subcontract or acceptance of or payment for subcontracted work by the State must not in any way relieve the Contractor of any responsibility under the Contract. The Contractor must be and remain liable for all damages to the State caused by negligent performance or non-performance of work under the Contract by Contractor’s subcontractor. Subcontractor(s) must maintain the same types and levels of insurance as that required of the Contractor under the Contract; unless the Contractor provides proof to the State’s satisfaction that the subcontractor(s) are fully covered under the Contractor’s insurance, or, except as otherwise authorized by the State.

If you intend to utilize subcontractors, you must include with your bid a description of the extent to which they will be used to comply with Contract requirements. Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all Scope of Work requirements. If you do not intend to utilize subcontractor(s), provide a statement to that effect.

SPECIAL TERMS AND CONDITIONS

The following terms and conditions will apply to the resulting Contract (in addition to the terms and conditions incorporated in Attachment 3 of this ITB).

Price Adjustment A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ITD sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. ITD will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request.

If there is an industry-wide price decrease, Contractor must notify ITD immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

Records Maintenance The Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor must allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 1 – BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB 1427 ITD District 2 – Lenore Rest Area Landscape Services ITB 1427 – ITD District 2 – Lenore Rest Area Landscape Services

ATTACHMENT 2 – WALKTHROUGH REGISTRATION FORM

ITB 1427 – ITD D2 – Lenore Rest Area Landscape Maintenance

ITD District 2 – Lenore Rest Area US 12 Mile Post 27.6.

ITB 1427 – ITD D2 – Lenore Rest Area Landscape Maintenance

A walkthrough of all ITD location outlined in this ITB will be on October 29th, 2026, at 10:30 am PST. Only two (2) people per vendor will be allowed. We respectfully ask that anyone showing symptoms of cold, flu, or Covid, that they do not attend. The vendors will be required to register with Attachment 2 – Walkthrough Registration Form.

Potential bidders choosing to participate in the Walkthrough must pre-register by submitting this completed form, via e-mail, to the ITB Lead at Doug.Buswell@itd.idaho.gov After the ITB Lead receives your form and the registration deadline passes, you will be provided with Zoom Meeting details. Attendees are asked to register for the Walkthrough no later than October 26th, 2026, 5:00pm Pacific Time, PLEASE PRINT:

Attachment 3 – Requirements and Scope of Work

1. kick off & performance review meetings The Contractor(s) must attend a contract kick-off meeting located at ITD’s District 2 HQ facility, within two (2) weeks after contract award. This meeting will consist of an overview of the contract requirements;

The Contractor and Contractor’s employee(s) contact information must be provided to the ITD Contract Monitor at the kick-off meeting. Contract Monitor contact information will be provided at the time of Contract award and;

ITD may require the contractor’s contract monitor to attend performance review meetings. These meetings are typically held when the contractor continues to fail to meet the requirements of the contract. This is a way for ITD and the contractor to meet in person or over the phone (at ITD’s discretion) to discuss discrepancies together in a constructive environment. The contractor’s attendance is mandatory when required by ITD and are at no additional cost to ITD when they are required.

Location ITD District 2 Main Office 2600 Frontage Rd Lewiston, ID 83501

Descriptions of LANDSCAPE SERVICE AREAS The following terms are used to describe general locations within the facilities where tasks must be completed. The Vicinity Maps (EXHIBIT 3) are provided for general information and reference and must not be relied on as absolute delineations of areas or scope of work.

General Requirements The Contractor must provide adequate personnel to provide landscape services to maintain the Rest Area facilities in a safe, sanitary, clean, and attractive manner to the satisfaction of ITD;

The Contractor and its employees or subcontractors are not employees of ITD; however, ITD retains the right to control its own workplace and the use of its property;

In the performance of this Contract, the Contractor agrees to abide by all employment laws, codes, rules, and regulations set forth by State, Federal, and all appropriate authorities having jurisdiction in the location where the work is to be performed;

The Contractor must meet with the ITD Contract Manager each contract year to ensure a proper plan is established for cleaning and maintenance and;

In the event of questions concerning areas of responsibility and duties, ITD will have final authority.

ITD CONTRACT MONITOR and MANAGER Contract Monitor contact information will be provided at the time of Contract award. The Contract Monitor is responsible for managing the performance of the Contract;

Contract Manager contact information will be provided at the time of Contract award. The Contract Manager is responsible for managing the Contract and remedial action and;

The Contractor and Contractor’s employee(s) contact information must be provided to the ITD Contract Monitor at the kick-off meeting.

CONTRACTORS EMPLOYEE(S)

The Contractor must provide the ITD Contract Monitor, or designee, with the names and telephone numbers of all employees who will be utilized in the performance of the Contract. This information must be updated if personnel changes occur during the term of the Contract and be provided in writing via email to ITD as quickly as possible, with a maximum of twenty-four (24) hours;

Uniforms and Name Tags must be worn by employees while on duty at the Facility. Uniforms and Name Tags must be presented to ITD Contract Monitor or designee for written approval seven (7) calendar days prior to contract start date or as authorized by ITD. Employees must display easily read identification badges, either attached to or printed on the uniforms, which identify the employee’s name and the Contractor. Employee’s attire must be clean and presentable during their entire shift;

The Contractor and employees must treat the public in a friendly, courteous manner. Employees must be able to communicate effectively with the public in English;

Tips or other gratuities must not be accepted by the Contractor or employees for any services performed in the Facility;

Guests or immediate family of the Contractor or employees will not be allowed to accompany or assist with landscape services unless they are also employees. Pets will not be allowed to accompany Contractor or employees while performing duties in the Facility without written approval from ITD;

Contractor and employees are prohibited from operating or advertising any commercial enterprise or activity on any part of the Facility premises;

Contractor and employees are prohibited from having firearms in their possession while on duty;

Contractor’s employees must be properly classified as employees and be on the Contractor’s payroll and NOT be treated as Independent Contractors;

It is distinctly and particularly understood and agreed between the parties to the Contract that the State is in no way associated or otherwise connected with the performance of any service under the Contract on the part of the Contractor or with the employment of labor or the incurring of expenses by the Contractor. Said Contractor is an independent contractor in the performance of each and every part of the Contract, and solely and personally liable for all labor, taxes, insurance, required bonding and other expenses, except as specifically stated herein, and for any and all damages in connection with the operation of the Contract, whether it may be for personal injuries or damages of any other kind. The Contractor shall exonerate, defend, indemnify, and hold the State harmless from and against and assume full responsibility for payment of all federal, state and local taxes or contributions imposed or required under unemployment insurance, social security, worker’s compensation and income tax laws with respect to the Contractor or Contractor’s employees engaged in performance under the Contract. The Contractor will maintain any applicable worker’s compensation insurance as required by law and will provide certificate of same if requested. There will be no exceptions made to this requirement and failure to provide a certificate of worker’s compensation insurance may, at the State’s option, result in cancellation of the Contract or in a contract price adjustment to cover the State’s cost of providing any necessary worker’s compensation insurance. The Contractor must provide either a certificate of worker’s compensation insurance issued by a surety licensed to write worker’s compensation insurance in the state of Idaho, as evidence that the Contractor has in effect a current Idaho worker’s compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission. The State does not assume liability as an employer. (See Idaho Standard Terms and Conditions) and;

Contractor’s employees must be paid the federal minimum wage provisions as contained in the Fair Labor Standards Act (FLSA) https://www.dol.gov/general/topic/wages/minimumwage. In cases where an employee is subject to both the state and federal minimum wage laws, the employee is entitled to the higher of the two minimum wages.

property damage In the event ITD property is damaged by the Contractor, the Contractor must:

Take immediate corrective action to prevent further damage;

Prevent pedestrians from coming in contact or harming themselves as a result of the damage;

Take photographs and notify ITD, via phone and in writing, within the same business day;

Provide ITD with a corrective action plan to repair damages within twenty-four (24) hours of the damage. Repairs must be approved by ITD prior to work taking place and be completed within seven (7) business days after approval by ITD;

In the event repairs are not made within seven (7) business days, ITD will have the right to have repairs made or to make repairs and deduct this amount from any invoices due to the Contractor and;

The property must be repaired to restore the damaged area(s) back to the original condition at no additional cost to ITD.

LANDSCAPE SERVICES

The Contractor must provide all labor, materials, safety gear, and equipment necessary for the Landscaping/Maintenance/Snow Removal Services;

The Rest Area has been constructed and maintained under applicable code requirements. The Contractor must maintain the integrity of the grounds as it applies to the State of Idaho building code requirements;

The Contractor personnel must be neat in appearance and perform in a professional manner. Employees must wear high-visibility clothing with the company name or logo;

Landscaping Services must occur during daylight hours;

ITD will provide a single point of contact for each district who will be responsible for monitoring the Contractor’s performance. The Contractor must provide a single point of contact for each district who will be responsible for communicating and coordinating with ITD’s district point of contact. Contractor must be on site to deal directly with ITD Contact if requested by ITD Contact;

The Contractor must attend a contract kick-off meeting held at District Headquarters facility within two (2) weeks of award to go over the schedule and scope of work. Contractor must sign off that they understand and agree to the contract requirements;

A schedule supporting the scope of work must be submitted to ITD during the kick-off meeting and with each renewal thereafter. ITD reserves the right to modify prior to approving and landscaping services starting;

Rotary mowers must be equipped with safety shields, chains, or guards to prevent damage to property by flying debris. Engines must be equipped with manufacturer approved mufflers to reduce noise emission;

Equipment must be maintained in good operating and safe condition to provide a clean, sharp cut of the vegetation at all times;

Mowing and pruning equipment must be disinfected before commencing work at any site under this contract if diseased plants have been cut or trimmed with that equipment within three (3) days of entering the site. Disinfectant must be one (1) part of fresh bleach to nine (9) parts of clean tap water, applied by spraying to the blade(s) and underside of cutting decks and/or all pruning tools and;

Contractor must provide personal safety equipment for all personnel working at each site that is normally found in “best practice”. This must include but not be limited to eye, ear, skin, and head protection. https://www.osha.gov/SLTC/landscaping/index.html

SERVICE ADJUSTMENTS

In the event that ITD needs to add or remove a location from this contract, it is expected that the Contractor will be able to expand or eliminate services without other locations being affected;

Any new locations must receive pricing that is equal to or less than the pricing offered to similar locations currently being serviced as part of the resulting Contract and;

In addition, if a location is removed from this contract, the pricing for the other locations currently being serviced, as part of this contract, will not be altered.

GENERAL SAFETY REQUIREMENTS

The Contractor must take the necessary safety precautions to prevent injury to pedestrians, including Contractor personnel, at each location;

Maintenance must be performed in a manner that does not impede, or harm, vehicle, or pedestrian traffic. The Contractor must immediately cease landscaping Services until deemed safe and appropriate to continue without interfering with the public activity;

The Contractor must place warning signs, as appropriate, in accordance with the Manual on Uniform Traffic Control Devices (MUTCD): http://mutcd.fhwa.dot.gov/;

All equipment must be maintained in good operating and safe condition. Damaged equipment, oil/fuel leaks, or other hazardous conditions are not permitted;

Engines must be equipped with manufacturer-approved mufflers to reduce noise emission;

Any equipment that has come in contact with diseased plants within three (3) calendar days of entering ITD’s location must be disinfected prior to entering the location and;

LAWN MAINTENANCE and Maintenance Lawn mowing must be performed one (1) time per week, from approximately April 1 to October 31 each year (28 weeks) and maintained as follows:

Litter, leaves, pine needles and debris that have collected during the winter season must be removed as part of the first seasonal mowing service and will not be paid separately;

The Contractor must mow as close as practical to all fences, curbs, walls, or buildings where applicable. Grass must be cut at a uniform height not to exceed four (4) inches. All equipment must be set at the same height in order to produce an even cut and appearance;

Any vegetation unable to be cut by mechanical means must be cut by other means and must not exceed a height of four (4) inches or be scalped;

Use string trimmers to cut grass in areas inaccessible to mowers. Contractor must not use string trimmers to expose sprinkler heads. Grass must be trimmed around sprinkler heads with a circular sprinkler head trimmer;

Mechanically edge grass along or around all walkways, curbs, ramps, embankments, obstructions, light poles, fencing, signs, trash receptacles, benches, landscaped beds, and canal edges;

String trimmers are not to be used within twelve (12) inches of the tree or shrub trunks;

Chemical edging is allowed around trees, large shrubs, and fencing but not along edges such as walks and curbs or sprinkler heads. If chemical edging is used, Contractor must provide ITD maintenance agreement administrator with a list of all fertilizer to be used, amounts used, and dates of application.

Grass clippings must be mulched or removed with a mower equipped with a clippings bag. No “wads” or piles of grass clippings will be allowed to remain on the lawn or turf after mowing;

Grass clippings, dirt, dust, and any other debris must be removed from all plant beds, sidewalks, ramps, driveways, parking lots, and trails after each mowing. Power blowers, vacuums, and sweepers are permitted;

Care must be taken to prevent clippings and debris from being directed into irrigation canals, storm water detention areas, streets, gutters, or storm sewer inlets. Grass clippings must be mulched or removed with a mower equipped with a clippings bag at the time of each mowing. No piles of grass clippings will be allowed to remain on the lawn, turf, or sidewalks after mowing and;

Contractor must remove all litter, leaves, pine needles, and clippings. Trash and debris from the Facility and properly dispose of. Contractor is not allowed to use Facility dumpsters.

Edging Edging must be performed one (1) time per week with each mowing cycle as follows:

Mechanically edge grass along or around all walkways, curbs, ramps, embankments, obstructions, light poles, fencing, signs, trash receptacles, benches and landscaped beds and;

Chemical edging is allowed around trees, large shrubs, and fencing but not along edges such as walks and curbs or sprinkler heads.

Litter, Leaves, Pine Needles, and Debris Litter, leaves, pine needles and debris must be removed one (1) time per week during the active mowing season, as follows:

Grass clippings, litter, leaves, pine needles, dirt, dust, tree debris, and any other debris must be removed from all plant beds, sidewalks, ramps, driveways, parking lots, and trails. Power blowers, vacuums, and sweepers are permitted;

Litter, leaves, pine needles and debris must be prevented from being directed into irrigation canals, storm water detention areas, streets, gutters, and storm sewer inlets and;

Litter, leaves, pine needles and debris including paper, wrappers, cans, bottles, building material, cigarette butts, tree debris, and all clippings as a result of the Landscaping Services performed by the Contractor;

Litter, leaves, pine needles and debris includes paper, wrappers, cans, bottles, building material, cigarette butts, tree debris; removal outside of the mowing season will be charged at the Additional Work hourly rate indicted on Attachment 4 – Bid Schedule;

Contractor must remove all litter, leaves, pine needles, and clippings. Trash and debris from the Facility and properly dispose of. Contractor is not allowed to use Facility dumpsters and;

Litter, leaves, pine needles and debris that have collected during the winter season must be removed as part of the first seasonal mowing service and will not be paid separately.

Landscape Bed Maintenance Landscape beds must be inspected every other week, from approximately April 1 to October 31 each year, depending on weather conditions, and maintained as follows:

Planting bed areas and plants must be kept in healthy condition to include removal of all weeds, diseased plants, and insect control. Fertilizers are authorized (see Section 12 for additional details);

Ground covers must be edged and trimmed so that they remain within the area defined by the landscape edging;

Shrubs must be trimmed and shaped according to natural characteristics and standard cultural practices specific to each species. Selectively thin and tip back annually to encourage branching and vigor;

Plants damaged or thin areas in ground cover beds must be replanted using existing spacing as follows:

Plants damaged by the Contractor must be replaced and planted by Contractor at no cost to ITD;

If plants are diseased or showing poor vigor at no fault of the Contractor, replacement plants will be provided by ITD and planted by the Contractor;

Replacement plants may be provided by the Contractor but must be approved by ITD prior to planting. The cost of the plants will be reimbursed, at cost, to the Contractor. Labor to replace the plants must be included in the fully burdened cost of the Landscape Bed Maintenance;

Tree Maintenance Tree canopy must be trimmed above pedestrians and vehicles twice yearly between June – August or as needed. Minimum height of seven (7) ft. during the first season mowing;

All shrubs must be trimmed on all walkways, to allow for a clear walk path between June – August or as directed by the Contract Manager;

Water sprouts must be removed/cut from trees between June – August or as directed by the Contract Manager;

Any additional canopy trimming, shrub trimming, and water sprout trimming will be completed upon request of the ITD Contract Manager at the submitted Attachment 4 - Bid Schedule Additional Services Price;

Maintain and replace broken plant stakes, ties, (if ties are too tight, they must be replaced or adjusted) and bent stakes as needed or as directed by ITD Contract Manager at Additional Services Attachment 4 – Bid Schedule Additional Services Price and;

The Contractor is responsible for any damage to trees or plant materials caused by chafing or breakage of foliage or limbs coming in contact with stakes or ties.

Lawn Fertilizer Application Lawn fertilizer applications must be made according to the manufacturer’s recommendations and by or under the immediate supervision of the license holder;

Fertilizer must be applied as needed to fertilize the lawn. The Contractor is responsible for choosing appropriate Fertilizer and is accountable for any misuse thereof;

ITD reserves the right to prohibit the use of any fertilizer that may be undesirable for any reason;

Application must be coordinated with weather and sprinkler schedules so that fertilizer is not washed off the plants. Repeat application will be required at the Contractor’s expense if rain or irrigation washes material off the plants before uptake;

Fertilizer must be prevented from drifting and coming in contact with pedestrian use items, ponds, water features, and drinking fountains at each location;

Take care not to fertilize on days when the product will drift to unwanted areas or off ITD property due to windy conditions;

The Contractor must prepare and submit a plan to ITD within seven (7) business days prior to each application showing the areas to be treated, fertilizer to be applied, the rates of application, and any danger associated with use of any product;

Fertilizer must be applied to the lawns as follows:

12.1 12.2 12.3 12.4 12.5 12.6 12.7 12.8 12.9 12.10 12.11 12.12 12.13 12.14 12.1.

12.2.

12.3.

12.4.

12.5.

12.6.

12.7.

12.8.

12.9.

12.10.

12.11.

One (1) early spring application;

One (1) late spring application;

One (1) summer application;

One (1) fall application;

The Contractor must follow all applicable Federal, State, and local laws for the storage, transport, handling, mixing, use, and application of all fertilizer being at each location;

Current product labels and Safety Data Sheets of all Fertilizer being applied at each location must be on hand at location during each application.

IRRIGATION SYSTEM MAINTENANCE

The irrigation system must be inspected one (1) time per month, from approximately April 1 to October 31 each year, depending on weather conditions, and maintained as follows:

The sprinkler system must have the water turned on and be in full operating condition within seven (7) calendar days of notice from ITD. Estimated sprinkler system start time is April of each Contract year;

Inspections include visual inspection of all accessible components of the irrigation system including, but not limited to controllers, remote control valves, quick coupler valves, drip pressure and air release valves, bubblers, and sprinkler heads;

Program and monitor the automatic irrigation system to water lawns, turf, trees, and shrubs in order to provide healthy and vigorous growth;

Lawn and plants must not be over-watered to stimulate unnecessary growth and plant disease. Lawn must not be kept soaking wet and should be allowed to dry out between watering;

Watering two (2) times per week is adequate under average weather conditions. If the temperature is hot or if wind is excessive, more water may be needed. Areas shaded by trees or shrubs may require additional water time or frequency due to competition between plants. If the turf wilts, shows gray-brown color, the Contractor must water more frequently;

Clean and adjust sprinklers, as needed, so the sprinklers spray the lawn and not on automobiles, signs, buildings, streets, sidewalks, and brick pavers;

Perform repairs to the sprinkler system and water lines, as needed, in order to maintain original functionality. The cost of the replacement parts will be reimbursed, at cost, to the Contractor;

Replacement parts for the irrigation system must be of the same make, model, and size of the existing irrigation system. Any replacement parts over one hundred and fifty (150) dollars mut be preapproved by ITD Contract Monitor;

The sprinkler system must have the water turned off and be winterized by blowing air through the lines to remove any water within seven (7) calendar days of notice from ITD. Estimated sprinkler shut down time is October of each Contract year and;

Irrigation system labor repairs will be billed at Additional Work rate as indicated on Attachment 4 – Bid Schedule.

Trash Containers Landscape Contractor is not permitted to use bulk trash containers on site;

Contractor will be responsible for any costs associated with landfill/transfer station disposal and;

There are no storage buildings for Contractor equipment available on site.

ADDITIONAL SERVICES

ITD may utilize Contractor for small and medium projects related to landscaping at the location described in this document to include but not limited to, litter, leaves, pine needles, sprinklers, sprinkler repairs and debris may be included in additional services that are provided outside of and during the normal mowing season. Provide your hourly cost for additional services on Attachment 4 – Bid Schedule.

QUANTITY

ITD reserves the right to change items, quantities, and/or frequency of tasks at any time during the life of the Contract upon written notification to the Contractor and;

If circumstances require extended closure of the Rest Area, the Contractor’s duties and compensation may be suspended for the closure period.

KEY MONITORING METRICS

Below is a list of requirements within the scope of the Contract that ITD will be monitoring. This is not an exhaustive list; ITD will be monitoring all requirements and will take remedial action as necessary. The key metrics below have payments associated with them, thus are called out in this separate section;

ITD will determine acceptance of service by performing monthly, random, and public inspections as detailed below. These inspections will determine if the service being provided is in compliance with the Contract and to assess price adjustments for Substandard Performance. Failure of the Contractor to perform any of the requirements will be defined as a “Discrepancy(ies)”. Discrepancies include, but are not limited to:

Failure to comply with all requirements of the Contract;

Failure to complete tasks as described in Exhibit 1 - Weekly Landscape Log;

Failure to notify ITD of any needed repairs, replacements, or non-functioning items within twenty-four (24) hours;

Failure to notify ITD of emergencies or incidents within the required time frame;

Assignment of the Contract without prior approval of the State;

Replacement of a Contractor without prior notice to ITD and;

Receipt of excessive or serious complaints from public citizens. Ongoing or repeated complaints regarding the same or similar problems will be considered excessive. Complaints related to issues of public safety or criminal activity will be considered serious.

INSPECTIONS

Monthly Inspections – ITD will perform monthly inspections to verify the Contractor’s compliance with the Contract. ITD will provide a schedule for the monthly inspections at the kickoff meeting. ITD reserves the right to modify the scheduled monthly inspection, and it will provide the update to the Contractor at least one (1) week in advance of the modification. The Contractor must be present during every scheduled monthly inspection. If the Contractor is not present for the scheduled inspection, the inspection will be conducted, and the Contractor will be subject to all findings in their absence. If monthly inspections continue to show Substandard Performance, the Contractor’s Contract Manager will be required to attend the scheduled inspections, at no additional cost to ITD;

ITD will assign a representative to conduct each monthly inspection. The ITD representative will complete the Landscape Inspection Report Exhibit 2 – Monthly Landscape Inspection Report (Report) and email it to the Contractor’s Contract Manager within twenty-four hours (24) after completion of the inspection. This Report will document all items inspected, rating for each item, and comments as needed. All Discrepancies found will be noted in the “comments” field of the Report and photographs may be attached as needed;

The Contractor’s Contract Manager must confirm receipt of the Report and provide a written response explaining how and when each Discrepancy will be corrected. All Discrepancies must be corrected and brought back into compliance with the Contract within twenty-four (24) hours after receipt of the Report from ITD;

Random Inspections – ITD may perform random inspections at any time during the Contract. No notice will be given prior to random inspections. The Contractor may accompany ITD’s representative during each inspection, but it is not required. The ITD representative will complete the Report and email it to the Contractor’s Contract Manager within twenty-four hours (24) after completion of the inspection. This Report will document all items inspected, rating for each item, and comments as needed. All Discrepancies found will be noted in the “comments” field of the Report and photographs may be attached as needed.

The Contractor’s Contract Manager must confirm receipt of the Report and provide a written response explaining how and when each Discrepancy will be corrected. All Discrepancies must be corrected and brought back into compliance with the Contract within twenty-four (24) hours after receipt of the Report from ITD and;

Public Inspections – ITD will review all notifications made by public citizens that relate to the Contractor’s performance. ITD may conduct a random inspection or forward a copy of the notification to the Contractor. If a random inspection is performed by ITD, the same conditions apply per the above section for “Random Inspections”. If a copy of the notification is provided to the Contractor, all Discrepancies must be corrected and brought back into compliance with the Contract within twenty-four (24) hours after receipt of the notification from ITD. Price Adjustments (see below) will not apply to forwarded public notifications; price adjustments will only apply if ITD performs a random inspection.

DETERMINATION OF CONTRACT COMPLIANCE

ITD will perform monthly inspections to verify the Contractor’s compliance with the Contract. The Contactor or employees must be available to assist the ITD Contract Monitor during inspections. ITD will give the Contractor twenty-four (24) hours’ notice of the inspection. The ITD Contract Monitor will complete Exhibit 2 - Monthly Landscape Inspection Report. The Landscape Inspection Report will be the basis of any price reduction under Section 26 of the Contract;

ITD will also perform random inspections between announced monthly inspections. No notice will be given prior to random inspections. The Contractor or employees may accompany the ITD Contract Monitor when inspections are made. Any deficiencies observed during random inspections will also be considered during the monthly visit and;

ITD will review all complaints made by the public, which relate to the Contractor’s performance. If appropriate, ITD will provide a copy of the complaint and reply to the Contractor.

REPORTING REQUIREMENTS

The following records must be maintained carefully and accurately.

Weekly Log The Contractor or employees must keep a weekly Log (see Exhibit 1, Weekly Landscape Log), detailing tasks completed; times of completion; details of unusual activities, including, but not limited to, accidents; vandalism and other incidents; lost and found articles; if applicable and;

ITD will supply one (1) master weekly log sheet for the Lenore facility to the Contractor. The Contractor must make enough copies to have at least one (1) Weekly Log available at each facility for each week of the Contract term. Weekly Log sheets must be digitized and e-mailed by the Contractor to the Contract Monitor weekly.

REMEDIAL ACTION

In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements:

Require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements;

Require the Contractor to subcontract all or part of the Contract at no additional cost to the State;

Withhold payment or require payment of actual damages caused by the Discrepancy;

Withhold and reduce payment pursuant to Section 29, (Price Adjustments) terminate the Contract pursuant to Section 30, Termination for Non-Compliance, in addition to any remedies imposed by the State and;

If ITD must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

Invoicing & prompt payment Provide your fully burdened Total Cost on the Attachment – 4 Bid Schedule. Your price must be a fully burdened to complete the required landscape services, to include all operating and personnel expenses including, but not limited to: overhead, salaries, administrative expenses, profit, insurance, bonding requirements, equipment, supplies, and any other expenses related to providing the service/performing the work;

All bills shall be accepted, certified for payment, and paid within sixty (60) calendar days of receipt of billing as called out in Idaho Code 67-2302;

Payment will be…