ITB_PWD260499_SE_Stormwater_Drainage_Retention_Maintenance_-_Exhibit_A_Scope_of_Work.pdf

Exhibit A – SCOPE OF WORK CONTRACT# PWD/260499

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BACKGROUND

1. Contractors need to provide Stormwater ground maintenance services for the Southeast sections of the City. These services will include the maintenance services for the City drainage retention pounds (DRA’S). Contractor must provide all labor, equipment, tools, and materials necessary to provide professional maintenance services.

2. A Non-Mandatory Pre-Bid Meeting is scheduled for Monday, March 9, 2026, at 10:00AM. The pre-bid meeting will be held at Public Works Administration, Conference Room located at 1805 NE 30th Ave., Building 300, Ocala, FL 34470.

3. All work must be coordinated by the City's Project Manager Brian Herrick (352) 351-6927 bherrick@ocalafl.gov. or Dan Slivka, (352) 351-6729 dslivka@ocalafl.gov.

4. Contractor must provide a valid telephone number and address to the City Project Manager. The phone must be answered during normal working hours, or voicemail must be available to leave a message.

WORK AREAS

1. The specific work areas will be given to the Contractor at the pre-work meeting.

DEFINITIONS

1. Trash is defined as anything loose and useless (examples but not limited to) bottles, cans, paper, plastic bags, plastic bottles, plastic food wrappers, and Styrofoam cups and plates.

2. Debris is defined as objects lying on the ground in an area to be mowed that is mostly organic (examples but not limited to) tree limbs less than six (6) inches in diameter and smaller than six

(6) feet in length, tree branches, twigs, hedge clippings, and sapling trimmings. One (1) or two (2) broken concrete blocks would qualify as debris, but an abundance of blocks would be the City's responsibility to move. If the Contractor finds large items such as old tires, concrete blocks, old chairs or sofas, dead car batteries, etc., on a site to be mowed, the Contractor shall contact the City Project Manager to report the findings and the City will remove and properly dispose of the debris.

Otherwise, it is the Contractor's responsibility to remove and properly dispose of the debris before mowing.

CONTRACTOR RESPONSIBILITIES

The following maintenance duties are required for each mowing cycle at all properties:

1. Mow and weed eat each property, including the city right-of-way. Survey markers, fire hydrants, electric poles, and water meters usually determine the roadway/right-of-way limits.

2. Sidewalks and curbs must be properly edged (provide edge line with power equipment).

3. Litter such as any trash and debris must be picked up and disposed of properly.

4. Areas must be sprayed for weed control as needed. Weeds in sidewalks/driveways within the city are sprayed for weed control.

mailto:bherrick@ocalafl.gov mailto:dslivka@ocalafl.gov

Exhibit A – SCOPE OF WORK CONTRACT# PWD/260499

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5. Clean/mow around each tree.

6. After each location is completed, the Contractor shall take a cellphone photo using the Solocator or Timestamp cell phone app of the property and e-mail it to the City-designated e-mail address.

The contractor shall submit the photo daily as each location is completed. The contractor shall also copy each manager in the Streets Division.

All mowing locations must have the line-item number attached to each photo using the Solocator or Timestamp apps Please visit www.solocator.com or www.timestampcamera.com for details.

7. Additional mowing cycles in the heavier summer months (Contractor shall comply with the schedule).

8. Contractor is responsible for supervising each mowing sub-contractor or mowing crew.

MINIMUM EQUIPMENT REQUIRED

1. Three mowers- zero turn

2. Two weed or string trimmers

3. One edger

4. One blower

MOWING

1. Mow at a height of two (2) inches for Bahia grass and three (3) inches for St. Augustine grass.

2. All mowing shall be performed between the hours of 7:00 a.m. and 5:00 p.m., Monday through Friday. Any change to days and/or times must be approved by the City Project Manager. There will be no mowing on City-observed holidays. The City Project Manager will provide the Contractor with a list of City-observed holidays. Weekend work may be done at the Contractor's discretion, but the City reserves the right to prohibit weekend work. The Contractor shall immediately notify t h e City Project Manager of any emergencies that arise during the performance of work.

3. Proper equipment must be used to mow city sites to prevent scalping, rutting, or cutting off tops of slopes with mowing equipment, causing soil erosion.

4. All equipment must be properly maintained with sharp blades, so the grass is cut and not torn, to prevent damage to the grass plants.

5. Mow all grassed areas by the frequencies indicated below.

Month Cuts Per Year

14 14 14

January

Exhibit A – SCOPE OF WORK CONTRACT# PWD/260499

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February

March 1 1 1

April 1 1 1

May 2 2 2

June 2 2 2

July 2 2 2

August 2 2 2

September 2 2 2

October 1 1 1

November

December 1 1 1

Note: Refer to Exhibit B- Price Proposal to see how many cuts each location gets per year.

6. The City does not include an allowance for delays caused by the effects of inclement weather;

however, the City will grant time extensions, on a day-to-day basis, for delays caused by the effects of rains or other inclement weather conditions. No additional compensation will be made for delays caused by inclement weather. The Contractor shall submit a written request to the City Project Manager (e-mail is the preferred method) for additional days for which work is suspended or delayed by weather.

7. Contractor must pick up trash and debris in and around the area to be mowed (including fence lines) before mowing and properly dispose of it so it is not chopped up by the mower. The Contractor is responsible for a clean area (free of trash and debris) with a neat appearance, even cut and no clumps of grass to remain in the mowed areas.

8. Contractor shall be responsible for all damage incurred to any water sprinkler systems, shrubs, trees, etc. while performing grounds maintenance services. All damages shall be immediately reported to the City Project Manager who will determine the need for replacement and/or repairs. All replacement and/or repairs for damage done by the Contractor shall be performed at no cost to the City. Any damaged ground sprinklers shall be repaired immediately to comply with water conservation regulations.

9. Backflow assemblies are located in various areas throughout the City. Suppose a backflow assembly unit is damaged or destroyed by the Contractor. In that case, the Contractor shall be liable for all damages and shall be responsible for any costs associated with the repair or replacement of the unit(s). The Contractor's employees shall always have a wrench to shut off the water, should damage occur to a backflow assembly.

10. Mowing areas will include tops (inside and outside fenced-in areas) slopes and any easement leading to the retention pond including the entire Right of Way (ROW) that borders the retention pond.

11. The bottoms of the retention ponds will not be cut by the Contractor unless specifically noted in Exhibit B Price Proposal.

Exhibit A – SCOPE OF WORK CONTRACT# PWD/260499

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12. Some DRA bottoms noted are to be bush-hogged, raked, and disposed of the bottom growth once during the dormant season (December). The accumulated vegetation from this cut will be gathered by a rake, loaded, removed, and disposed of properly. Due to the likelihood of having a high metal, nitrate and phosphorous levels, this material is not to be feed to livestock.

WEED TRIMMING

1. Trimming shall be done in areas inaccessible by mowers (fence lines, trees, signs, etc).

2. When using chemicals to treat fence lines, special care shall be used to ensure chemicals are not sprayed onto adjacent private property.

3. A three-inch (3") swath shall be sprayed on either side of the fence to maintain grass and weed control, providing the adjacent side of the fence is not private property. If the adjacent side is a private property only a three-inch (3") swath shall be sprayed on the City property. Once the vegetation has been treated with chemicals, the dead grass, weeds, and vines shall be removed with a weed-eater or similar device down to ground level, and the remaining dead vegetation removed from the fence.

4. A three-inch (3") diameter area from the base of trees shall be maintained when trimming around trees. The Contractor shall chemically kill or retard the growth directly under trees using suitable and equally effective herbicide. When chemically trimming around trees, special care shall be given so as not to spray the suckers growing from the ground around the tree; as this may damage or kill the tree. Removal of the bark greater than 25% of the diameter of the tree shall require the tree to be replaced. This is common around Crape Myrtles and not normally found around oaks and other common hardwood trees.

5. Grass debris shall never be blown into roadways. Grass clippings shall be blown away from roadways, but not into retention ponds. The Contractor shall ensure all cuttings are kept off the streets and sidewalks.

6. Sidewalks shall be edged. The Contractor shall provide proper edging techniques and equipment to edge all curbs and sidewalks, gas-powered edging tools are required.

7. In areas where there are cracks in the sidewalks with grass and weeds growing through the cracks, the vegetation shall be sprayed with an approved herbicide. After the vegetation is dead, it shall be removed with a weed-eater or similar string device.

8. The Contractor shall provide a manicured professionally mowed project at each location.

MISCELLANEOUS

1. Contractor must immediately report sinkholes to the Public Works Department (352- 351- 6733).

2. Contractor must have at least one crew member who communicates fluently in English.

3. Properties having gates: The Contractor shall report to the City Project Manager any gates needing repair for failure to close, open, or lock.

4. Contractor's employees shall always wear shirts or have a badge that identifies the company, and all trucks belonging to the Contractor must bear the company's name.

Exhibit A – SCOPE OF WORK CONTRACT# PWD/260499

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5. When working near roadways, the employee shall wear an FDOT (Florida Department of Transportation) approved vest and place FDOT-approved safety cones and FDOT-approved "Men Working Signs" in front of, and behind, company vehicles.

6. At the end of each working day, the Contractor shall submit a list of all mowing locations that have been mowed to the City Project Manager.

7. All walking trails and sidewalks in or around the right of way shall be free of grass clippings and weeds. Edging required.

8. Add bag litter picked up an amount to each invoice submitted. At the top of the invoice.

9. Bidder must provide proof of FDOT TTC Certification and Florida Right of Way Pesticide License at the time of bid submission. Any bid that does not meet the license and certification requirements will be rejected as non-responsive.