ITB_32701-14004_Amd_2.pdf

ITB # 32701-14004 – Amendment # 2 Page 1 of 6

STATE OF TENNESSEE

DEPARTMENT OF ENVIRONMENT AND CONSERVATION

INVITATION TO BID # 32701-14004

AMENDMENT # 2

FOR BICENTENNIAL CAPITOL MALL STATE PARK

GROUNDS & MAINTENANCE

DATE: SEPTEMBER 28, 2026

ITB # 32701-14004 IS AMENDED AS FOLLOWS:

1. This ITB Schedule of Events updates and confirms scheduled ITB dates. Any event, time, or date containing revised or new text is highlighted.

Event Time Date

Event Posted 8:00 am CT 8-31-2026

Pre-Response Conference #1 10:00 am CT 9-8-2026

Pre-Response Conference #2 10:00 am CT 9-22-2026

Questions and Comments Due 2:00 pm CT 9-24-2026

Bids Due 2:00 pm CT 10-1-2026

2. State responses to questions and comments in the table below amend and clarify this ITB.

Any restatement of ITB text in the Question/Comment column shall NOT be construed as a change in the actual wording of the ITB document.

ITB

SECTION

PAGE

QUESTION / COMMENT STATE RESPONSE

1) The specifications require a TN Department of Agriculture Pesticide Charter, Category 3 license, and HLT certification. If the Respondent is the prime contractor and our landscaping subcontractor holds the required licenses and certifications, will that satisfy the requirement, or must the Respondent independently hold these credentials as well?

If the subcontractor is performing the pesticide treatments, then it is acceptable for them to hold the TN Dept of Agriculture Pesticide Charter and Category 3 license with a HLT certification.

2) Is there an estimated mowable acreage and approximate landscape-bed area for the property, or a map identifying the areas included in the contract?

Measurements must be made by the Respondent. The Park is approximately 20 acres, including the roads.

3) What is the anticipated start/effective date for the new contract?

November 2026

4) For the minimum 52 visits per year, what services are expected during the winter/dormant months when mowing may not be necessary?

The Specifications document outlines the services to be performed. Specifically, the Contractor will need to ensure leaf blowing and tree limb trimming / clean up are continued during the winter months in addition to the other tasks outlined in the Scope of Work document.

5) Is the contractor responsible for purchasing all mulch, seed, fertilizer, herbicides, pesticides, and other

Yes.

ITB # 32701-14004 – Amendment # 2 Page 2 of 6

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QUESTION / COMMENT STATE RESPONSE

treatment materials required under the scope?

6) Approximately how many cubic yards of mulch have historically been required for each application?

The State does not have an estimate on the cubic yardage for mulch.

7) Is additional overseeding or restoration resulting from park events included in the base contract price, or would that be considered additional work?

Damage from a Park managed event would be the responsibility of the Contractor and would be included in the base contract price.

Third parties who hold an event at the Park would be responsible for the repairs of any significant damage. However, minor damage that could be fixed with overseeding would be handled by the Contractor.

8) Is major storm debris/deadwood removal included in the base contract regardless of volume, or would significant storm cleanup be considered additional work?

Significant storm debris cleanup would not be included in the base contract. Significant storm damage would be defined as fallen trees and multiple large (greater than six (6) feet in length) limbs scattered across the Park.

The Contractor would be responsible for all minor storms clean up, such as picking up branches, trimming off low hanging and broken tree branches that interfere with the walking paths, etc.

9) Are there specific hours during which the contractor is permitted to perform maintenance services?

The Contractor shall perform work during Park business hours and shall not conduct any work after dusk or in non‑daylight conditions.

Park Hours:

7:00 a.m. – 8:00 p.m. (November 1 to March 15)

7:00 a.m. – 10:00 p.m. (March 16 to October 31)

10) Please provide the current contract. This request would need to be submitted through a Public Records Request.

11) Please provide previous bid tabulation for this solicitation.

This request would need to be submitted through a Public Records Request.

12) Will contractors be allowed to spray herbicide weed control for treatment of weeds in all cracks and crevices & bed areas to assist in manual weeding?

Yes. The Contractor shall communicate with the Park staff before spraying in the planting berms.

13) Can you please provide an overhead boundary map for this location? Measurements must be taken by the Respondent.

The Park is approximately 20 acres, including the roads.

14) Are there any other forms that need to be submitted by the bidder that are not included in the ITB specifications? If so, where can these forms be found online?

All items and forms that need to be addressed by the Respondent are provided in the current ITB version.

15) Will pricing increases be allowed during the 2-year (24 month) contract term?

No.

16) Will spraying for insect and disease be considered as an additional service, or should this be included in our submitted pricing?

Insect and disease control for grass areas and shrubs shall be the responsibility of the Contractor.

Insect and disease control for trees shall not be within scope of this contract, and shall not the Contractor’s responsibility.

17) How many times per year will soil tests be required? Twice per year.

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QUESTION / COMMENT STATE RESPONSE

18) Is aeration included to be core-tine or solid-tine? If core-tine, do we need to also drag the cores or leave them on top of the turf?

The aeration shall be core-tine and can be left on top of the turf.

19) What type of seed should be used for overseeding? Also, what application rate should the seed be installed at?

The seed type shall be like-for-like. The State would defer the Contractor to decide what application rate is appropriate.

20) What type of mulch should be installed twice per year? Wood chips shall be used as the mulch type.

21) Are contractors required to have DBE participation in this bid? If so, could you please specify the percentage number?

DBE participation is not required.

22) If contractors are not utilizing a DBE company for subcontracting, are they still required to submit the Diversity Utilization Plan?

No.

23) Are there any time restrictions that the contractor will have to abide by? The Contractor shall perform work during Park business hours and shall not conduct any work after dusk or in non‑daylight conditions.

Park Hours:

7:00 a.m. – 8:00 p.m. (November 1 to March 15)

7:00 a.m. – 10:00 p.m. (March 16 to October 31)

24) Should contractors use broadcast ant bait applications or should they just spot treat for any mounds?

The Contractor shall perform broadcast ant bait applications and spot treat mounds as needed.

25) Can you provide a list of the attendees for both pre bid meetings? The attendance sheets will be made available once the Notice of Intent to Award is issued and the open file period has begun.

26) What color mulch is to be spread in the flower beds? Wood chips shall be used as the mulch type.

27) Who is responsible for fallen trees?

The Contractor will not be responsible for fallen trees.

28) Can you please clarify on a map the areas where Hardwood mulch is to be installed?

Please see the attachment “BCMSP Designated Mulch Areas”.

29) Limbs that are cut and placed on the curb by the park staff for removal, will those instances be looked at as an extra charge for proper removal and disposal?

No, removal of tree limbs shall be included in the base contract.

30) Can the LA plans be shared to show areas where new plantings and projects are being performed? In these areas once completed, will the contractor performing the installation be installing mulch?

Mulch will be installed by the Park’s Construction Contractor only in the newly planted areas. The awarded Contractor of this ITB shall install a full application of mulch starting in Spring 2027 to all designated mulch areas.

31) Will you please review and clarify the invoicing requirements for this RFP?

Is it an amortization on a (12) monthly basis of the yearly total or will billing to be itemized for services performed that month.

Please see the BCMSP Park Grounds & Maintenance SOW (UPDATED) attachment.

32) The Scope of Work requires the

Contractor to maintain an active Tennessee Department of Agriculture Pesticide Charter and a TDA Pesticide License with Category 3 and HLT certification, and the bid form requires the Respondent to affirm these credentials and provide the charter and license numbers. May a Respondent satisfy this

Yes, the Respondent may satisfy this requirement through a properly licensed and disclosed subcontractor at the time of bid submission.

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QUESTION / COMMENT STATE RESPONSE

requirement through a properly licensed and disclosed subcontractor performing the chemical application scope, or must the prime contractor hold these credentials directly?

33) If a Respondent intends to use a subcontractor, must that subcontractor be identified at the time of bid submission, or may the subcontractor be identified after award subject to prior written approval from the Central Procurement Office?

The subcontractor must be identified at the time of bid submission.

34) Is a Tennessee contractor license under Tenn. Code Ann. 62-6-101 et seq. required for this scope of work, or is routine grounds and landscape maintenance exempt from that requirement?

All license requirements are outlined in the Scope of Work document provided in the ITB.

35) The Scope of Work requires numerous seasonal services, including fertilization of plants and shrubs twice per year, turf aeration in spring and fall, seeding in spring and fall, three applications of weed control product during June, July and August, a complete herbicide program, mulch, replenishment twice per year, trench edging of bed borders, and pruning of ornamental shrubs, plants and small trees up to three times per year. Are these services to be priced within the Line 2 per-visit unit price, or will they be ordered and compensated separately under Line 1?

All services are to be included in Line 2 Ground Maintenance Services.

36) Line 2 reflects a quantity of 105 with a unit of measure of “Each”, while the Scope of Work specifies mowing every seven days or a minimum of 52 visits per year. Does the State intend the Line 2 unit price to represent a single complete service visit? Given an anticipated October 10, 2026 service start, how many visits does the State anticipate in the first contract year?

The Line 2 unit price should be the bid price for a single complete service visit. The contract is anticipated to start in November 2026.

37) Line 1 reflects 20 hours of

Miscellaneous Law Services performed at Park Manager request.

IS this quantity the State’s full estimate for the 24-month term, and may the park order hours in excess of this quantity at the bid hourly rate?

Yes, twenty (20) hours is the estimate for the twenty-four (24) month contract period. The Park does not anticipate exceeding the twenty (20) hour quantity.

38) The ITB states that the expected maximum liability will exceed $200,000.00. Can the State provide the anticipated maximum liability amount for the 24-month term to assist Respondents in scaling their pricing appropriately?

No. The State expects the maximum liability to exceed two hundred thousand dollars and zero cents ($200,000.00).

39) The Scope of Work states that acreage is estimated and that Respondents must determine actual acreage for bidding purposes, while Line 2 references approximately 19 acres. Can the State provide its measured acreage for the site, No. Measurements must be taken by the Respondent. The Park is approximately 20 acres, including the roads.

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QUESTION / COMMENT STATE RESPONSE

broken out by maintained turf area, planting bed area, and hardscape area?

40) What is the estimated annual mulch volume required to maintain the specified two to three inch depth across all mulched areas, and does the State require a particular type, grade, or color?

The State does not have an estimate on the cubic yardage for mulch. Wood chips shall be used as the mulch type.

41) The Scope of Work requires leaves, deadwood, and storm debris to be removed from the property and disposed of properly. Does the State designate a specific disposal method or location, and are disposal, tipping, or landfill fees the responsibility of the Contractor?

The Park does not have a specific location for disposal or specific method. Disposal, tipping or landfill fees shall be the responsibility of the Contractor and included in `bid price.

42) Approximately how many special events occur at the park annually that would require mowing schedule adjustments, additional cleanup, or supplemental overseeding due to turf wear?

The Park has many events throughout the year.

The Contractor shall coordinate and communicate weekly with the Park’s Maintenance Supervisor.

43) Will the State provide the Contractor with on-site access to a water source, a staging or storage area, or designated equipment parking? Are there specific access points, designated hours, or notification procedures for bringing equipment into the interior of the park?

The Park has no onsite storage areas. The Park can provide water as needed. The Contactor may park on 6th Avenue or 7th Avenue provided they place cones around their vehicles and trailers.

There are multiple access points for walking into the Park and two (2) access points for driving lawn equipment into the Park. To obtain access with equipment larger than standard lawn equipment, the Contractor shall coordinate with the Maintenance Supervisor or Park Manager.

44) The Scope of work requires all chemical applications to be mixed in a concealed area and applied very early in the morning. Are there defined hours during which the Contractor may be on site for chemical applications, and are there restrictions on the Contractor’s general working hours at the park?

The Park does not have defined dates or times for the chemical applications. The Contractor shall coordinate with the Maintenance Supervisor or Park Manager prior to chemical application.

The Contractor shall perform work during Park business hours and shall not conduct any work after dusk or in non‑daylight conditions.

Park Hours:

7:00 a.m. – 8:00 p.m. (November 1 to March 15)

7:00 a.m. – 10:00 p.m. (March 16 to October 31)

45) The Scope of Work states that complete fertilizers shall be determined based on good industry practice combined with soil testing. Is the soil testing the responsibility of the Contractor, and if so, what testing frequency does the State expect?

The Contractor shall perform the soil tests twice per year.

46) Is there a current incumbent contractor performing this scope of work? If so, can the State provide the incumbent’s name, the current contract pricing, and the annual contract value?

The State has a contract for these services currently. The incumbent name, contract pricing, and annual contract value would have to be requested and obtained through a Public Records Request by the Respondent.

47) Has the State experienced any recurring performance issues or scope adjustments under the current or prior contract that Respondents should account for in their pricing?

The Respondent’s pricing should be based off the Scope of Work provided on this ITB.

ITB # 32701-14004 – Amendment # 2 Page 6 of 6

3. Add the following ITB Attachment in its entirety:

“BCMSP Designated Mulch Areas”

4. Delete ITB attachment “BCMSP Park Grounds & Maintenance SOW” in its entirety and insert the following in its place (any sentence or paragraph containing revised or new test is highlighted):

“BCMSP Park Grounds & Maintenance SOW (UPDATED)”

5. ITB Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this ITB not expressly amended herein shall remain in full force and effect.