ITB010166_Contract_REV.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: LAWN CARE AND LANDSCAPING SERVICES - ODPS, HILLTOP COMPLEX

CONTRACT No.: ITB010166

CONTRACT ID: 10166

EFFECTIVE DATES: 02/06/2023 to 01/31/2025 *Renewal through 01/31/2027

SUPPLIER: OBERSONS NURSERY & LANDSCAPE INC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000006157. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 01/31/2028 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Ohio Department of Public Safety, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

*Indicates renewal through 01/31/27.

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE: Lawn Care and Landscaping services at the Ohio Department of Public Safety (ODPS) Shipley building, located at 1970 W. Broad Street, Columbus, Ohio 43223 and Centre School located at 1952 W. Broad Street, Columbus, Ohio 43223, collectively referred to as the “Facility.” The Contractor shall furnish all labor, equipment, materials, and incidental items necessary to perform the lawn care services listed and described herein.

1.2 GENERAL REQUIREMENTS:

1.2.1 The Contractor shall perform landscape services commencing at 7:00 a.m. and finishing at 5:00 p.m., Monday through Friday. Work may be performed Saturday and Sunday with prior ODPS Facility notification and approval.

1.2.2 ODPS requires a single point of contact for scheduling, administration, and billing to eliminate confusion for questions to responsible parties after award. The Contractor shall provide the contact information for single point of contact upon award. The awarded Contractor shall update the contact list as necessary during the term of this contract.

1.2.3 A routine background check, at ODPS’ expense, will be performed on the contract awardee. The law enforcement criminal record check will include a complete Computerized Criminal History (CCH) check as well as a check of Ohio Bureau of Motor Vehicle records. State (BCI) and Nationwide (FBI) fingerprint-based checks will be performed only for contractors and consultants who have physical or logical access to areas or ODPS data systems containing criminal justice information. Failure to pass the background check will result in immediate dismissal.

1.2.4 The below table lists holidays that are observed by ODPS. All holidays that occur on Saturday will be observed by the State of Ohio on the preceding day (Friday). All holidays that occur on Sunday will be observed by the State of Ohio the following day (Monday).

TABLE 1

1.2.5 Description of Facility Grounds:

1.2.5.1 ODPS Facility – 1970 W. Broad Street, Columbus, Ohio 43223

A. 64,800 SF / approximately 1.4 acres in planting beds with 2,850 LF of bed edging B. 258 Ornamental Trees C. 41 Tree Rings (4’) D. 190 Shrubs E. 165 Ornamental Grasses F. 128 Bushes G. 6,000 LF of Sidewalk Edging H. 5.3 Acres Mowed I. Spray and Trim Woody Plant Life at 600 LF of Tree Line – Located East between ODPS and City Park

1.2.5.2 Centre School Facility – 1952 W. Broad Street, Columbus, Ohio 43223

A. 8,400 SF / approximately 0.2 acres in planting beds with 350 LF of bed edging B. 21 Ornamental Trees

Holiday Observance Date New Year’s Day January 1 Martin Luther King Day Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

C. 10 Tree Rings (4’) D. 3 Bushes E. 35 Shrubs F. 300 Ornamental Grasses G. 1,450 LF of Sidewalk Edging H. 1.6 Acres Mowed I. Spray and Trim Woody Plant Life at 525 LF of Fence Line – Located East between ODPS and City Park

1.2.6 Mowing, Trimming and Edging:

The Contractor shall mow and trim lawn areas of the Facility thirty-two (32) cuts per season between March 20th and November 30th, annually, as weather permits. This includes:

• ODPS Facility: 5.3 acres mowed with 6,000 LF of sidewalk edging, and 600 LF of tree line

• Centre School Facility – 1.6 acres with 1,450 LF of sidewalk edging, and 525 LF of fence line.

1.2.6.1 Grass shall be maintained to three (3) inches in height.

1.2.6.2 Mow and Trim every other week commencing around the second week in August (depending on weather conditions) during hot, dry weather and maintain turf to four (4) inches in height to avoid turf stress. If conditions require more than the base thirty-two (32) seasonal cuts, the Contractor shall provide additional cuts at the same bid rate upon prior approval from the agency.

1.2.6.3 Mowing shall not be performed when it may be detrimental to turf health. Not more than 1/3 total blade shall be removed during any mowing event. Mowing will be suspended during drought conditions as determined by the facility manager or designee. The Contractor will be held accountable for any turf damage caused by improper or unauthorized mowing.

1.2.6.4 Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat edge between the building, fences and the lawn. Fence line trimming may require the application of chemical treatment to control growth.

1.2.6.5 Keep all walkways, parking lots, entryways, and courtyard areas free of grass cuttings and debris. Mow in direction to avoid blowing cuttings onto parked cars. (Notify the facility manager or designee of mowing schedule so cars can be moved if necessary).

1.2.6.6 All sidewalks curb lines, concrete slabs and planting bed edges shall be mechanically edged to maintain a neat, clean appearance. All edging debris shall be swept or blown clean and or otherwise disposed of. This shall be reflected in your unit price for edging.

1.2.6.7 Litter and debris removal must be performed prior to mowing.

1.2.7 Pruning of Trees, Shrubs, and Bushes:

1.2.7.1 The Contractor shall prune trees in early spring, conforming to the National Arborist Association Class II standard pruning procedures. ANSI A300 is the accepted method of pruning. Prune deciduous trees and remove dead and dying branches to retain natural shape and growth. Maintain proper heights and clearances for vehicular and pedestrian traffic the Class II pruning standards link:

http://www.bbtreenh.com/uploads/3/9/6/3/39636735/pruning-standards.pdf

1.2.7.2 The Contractor shall prune shrubs two (2) times during the growing season.

1.2.8 Fertilization and Insect Control:

1.2.8.1 The Contractor shall fertilize the grass/lawns and shrubs/bushes areas at the Facility from April 1st to November 30th. Turf shall be fertilized at the Facility with a well-balanced slow-release fertilizer a minimum of four times per year as follows to avoid burn:

A. Chemical weeding and pest control products are to be applied by a pesticide applicator licensed by the Ohio Department of Agriculture in the appropriate category and in accordance with State and Federal Regulations and requirements. Contractor shall adhere to requirements for dormant oil sprays and http://www.bbtreenh.com/uploads/3/9/6/3/39636735/pruning-standards.pdf preventative pesticide applications. Contractor shall use only EPA approved chemicals, rates and methods of application per manufacturer specifications and shall not apply herbicides.

B. Pre-season soil sample required – The Contractor shall provide Facility Services pre-season soil sample results.

C. To provide Facility Services with SDS sheets for all chemicals and pesticides used during the term of the contract.

D. Pesticide application shall be according to need and not by schedule.

E. Products are to be applied by an applicator licensed by the Ohio Department of Agriculture in the appropriate category and in accordance with all applicable rules and regulations.

F. Fertilize shrubs and bushes twice per year in the Spring and Fall.

1.2.9 Mulching:

1.2.9.1 The Contractor shall furnish and install double-shredded dark hardwood mulch. Mulch shall be applied at a depth of two inches (2”) in all beds, tree rings, and mulched island areas on the property between April 1st and May 10th annually (see Attachment 1). Estimated mulching: 37,317 square feet.

1.2.9.2 At the conclusion of mulch installation, walks and curbs adjacent to the work areas that are used for bulk storage are to be swept or blown clean.

1.2.10 Weeding:

1.2.10.1 The Contractor shall spray weeds along Fence line on the east side of the Shipley building and Centre School facilities. Weeds that are 3 inches or above must be trimmed and sprayed.

1.2.10.2 The Contractor shall remove all weeds in flower beds, mulched beds, tree rings, sidewalks, curbs, and islands in the parking lots and grounds:

A. Weekly from March 20th to May 31st B. Bi-weekly from June 1st to November 30th

1.2.10.3 Contractor shall dispose of weeds off-site.

1.2.10.4 Pre- and post-emergent herbicides may be used at the Contractor’s option. Preferred chemical for non-selective weed control is Rodeo® or equivalent. No additional payments will be made for herbicide applications. Plant material, other than weeds, killed by application of herbicides will be replaced at the Contractor’s expense.

1.2.10.5 The cost of all weed control work shall be included in the contract price for landscape maintenance. This task will only be considered complete when weeds from all beds, tree rings, sidewalks, curbs, and islands in the parking lot and grounds are removed. Inspections by the Facility Manager will be performed to determine if this task has been satisfactorily completed each week.

1.2.11 Aeration:

1.2.11.1 Aeration shall be performed during early fall (September 25th to October 20th).

1.2.11.2 The Contractor shall perform aeration of the turf surfaces to remove turf soil plugs to a depth of 2 to 4 inches over the entire lawn (approximately 6.9 acres).

1.2.11.3 Aeration shall be completed using a piston driven aerator with 5/8 inch diameter core cutters. The aerator shall have up and down coring motion leaving clearly defined holes by pulling the cores from the soil.

1.2.12 Over Seeding:

1.2.12.1 Over Seeding shall occur during early fall (September 25th to October 20th).

1.2.12.2 The Contractor shall furnish and apply to over seed/renovate the entire lawn area (approximately 6.9 acres) twice, once in each direction by slice or slit process.

1.2.12.3 The following mixture shall be applied at the rate of 3-4 lbs. / 1,000 square feet.

A. 70% improved Kentucky Bluegrass with a minimum of two (2) seed types selected from the following cultivars: Adelphi, Glade, Merit, Parade, Ran 1, or Touchdown.

B. 30% Tall Fescue with a minimum of two (2) seed types selected from the following cultivars: Apache, Finelawn 1, Jaguar, Mustang, or Tribute.

1.2.13 End of Season Cleanup:

1.2.13.1 The Contractor shall perform the final cleanup of leaves and debris and prepare landscape for winter after

November 15th and prior to December.

1.2.13.2 The cleanup may be completed by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum Services required are as follows:

A. Cleaning and Raking of lawn area to remove leaves and debris.

B. Trimming and Pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses, and/or brush.

C. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

D. Level out, rake, and reseed area around roadways or parking area, as needed, which were damaged by snow removal operations the prior winter.

1.2.14 Repair Grass Areas:

1.2.14.1 At the direction of the Facility Manager, the Contractor shall provide and apply topsoil and seed to damaged areas of the lawn. This may be due to the result of tree removals, unplanned excavations, vehicle damage, drought, etc.

1.2.14.2 Repairs and Services provided under this section are separate from those services provided in other sections of these specification. Estimated usage: Approximately 5,000 square feet per season.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 4/19/22) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective sixty (60) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

https://procure.ohio.gov/pdf/Standard_T_C_041922.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - MANDATORY SITE VISIT

A mandatory site visit will be held on 12/14/22 at the Ohio Department of Public Safety (ODPS) Shipley building, located at 1970 W. Broad Street, Columbus, Ohio 43223 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 10:00 AM, barring an unforeseen circumstance that results in a delay of the site visit.

Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Suppliers who fail to attend the mandatory site visit will be deemed not responsive.

Please arrive 15 minutes early to complete registration and sign-in.

Pre-registration for the Mandatory Site Visit is required (see below).

Suppliers must Pre-Register with Jarrod Chapa at jachapa@dps.ohio.gov by 2:00pm on 12/13/2022.

Note: This contact person is for registration only – ITB questions are not permitted.

The following information is required for Pre-Registration for each individual person attending: Company Name; First and Last Name; E-mail address; and Phone Number.

The State cannot ensure attendance at the site visit for Suppliers that fail to Pre-Register by the deadline.

5.2 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will: multiply the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items.

Failure to bid both scheduled and unscheduled services may result in the bidder being deemed not responsive.

5.3 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

6 - SUMMARY OF AMENDMENTS

Amendment

Number

Effective

Date Description

1 02/01/25

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional 24 months, effective 02/01/25 through 01/31/27. All other prices, terms and conditions remain unchanged.

mailto:jachapa@dps.ohio.gov

CONTRACTOR INDEX

CONTRACTOR, TERMS: CONTRACT NO: ITB010166

PURCHASE ORDERS TO: TERMS: Net 30 Days

0000195799 Obersons Nursery & Landscape, Inc.

2389 Hamilton Cleves Road Hamilton, OH 45013

CONTRACTOR’S CONTACT:

Brook Haygood Direct: (614) 390-9507 Email: BROOK@OBERSONS.COM

6 - SUMMARY OF AMENDMENTS