Landscape Addendum 1.pdf

ADDENDUM ONE

GEORGIA WORLD CONGRESS CENTER AUTHORITY

EXTERIOR LANDSCAPE MAINTENANCE SERVICES #GWCCA112524RCB

Addendum Issue Date: December 16, 2024

From: Georgia World Congress Center Authority

Purchasing Office

285 International Boulevard NW

Atlanta, Georgia 30313

Addendum 1 is hereby issued to incorporate the following as requirements of the Request for Proposal, Exterior Landscape Maintenance Services #GWCCA112524RCB:

1.) How many irrigation Clocks and locations? 14 Irrigation controllers across campus

(Calsense networked together).

2.) How many irrigation zones? 170 zones.

3.) Who is the current contractor? Brightview Landscape Services, Inc.

4.) What is the current contract amount? The current contract amount is $38,352.00 per month for GWCC and Centennial Olympic Park.

5.) Is a bid bond required with the submission or is a letter from our surety company outlining our performance and bid bond limits sufficient? “Bid Bond: Each proposal must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 5% of the proposer’s largest proposal total price for the entire proposed work for one (1) full year, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the proposer will enter into a contract with the Authority for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.”

6.) Is there an existing site map or will one need to be created? The awarded contractor will need to complete an irrigation survey and create a map.

7.) Does the GWCCA have smart irrigation clocks that track water consumption? Yes, GWCC uses Calsense irrigation controls.

8.) Can GWWCA mark on the map the location of the irrigation clocks and provide a zone count by clock? 14 controllers, 170 Zones. Map to be created by contractor once awarded.

9.) Will contractors have access to historical consumption to notate and track variances in water consumption? No, the contractor will need to monitor consumption once awarded.

10.) How much storage space exists on site for equipment and materials? Approximately 16’ x 45’ fenced and gated space in the bottom of the Green Parking Deck, accessible from Baker St., adjacent to A Exhibit Hall.

11.) Will GWCCA provide login credentials for ArborScope to the winning bidder? Yes, access will be provided.

12.) Is a sub-meter available onsite for charging equipment? GWCC currently has 120v 15a receptacle in storage space. GWCC will explore adding power to the area for additional charging capacity.

13.) Is The Home Depot Backyard, Mercedes Benz, and terrace levels of the Signia Hotel included? They are stated in the RFP but not highlighted on the map. Only the highlighted map areas GWCC and COP are covered for this RFP. The areas listed in Section II are for descriptive purposes only.

14.) Snow and Ice: Will the owner have ice melt / product on hand for an event? The owner does have a supply of ice melt on property (approximately 30 pallets of bags, 18 bulk bags, 1,100 gallons of liquid brine) we would ask that the contractor be able to supply ice melt if needed at a rate stated in their RFP response alone with the number of personnel and equipment that will be available to GWCC.

15.) Gardner: states 5 days a week. Is this defined as Monday – Friday? The Gardner’s normal schedule will be Monday-Friday. The GWCC will retain the right to alter the schedule with 72 hours prior notice if needed for activity support.

16.) Gardner: states they will report to the owner. Is there a different scope for the Gardner or will we be able to direct the Gardner accordingly based on the RFP scope? The Gardner will normally be at the direction of the contractor, the GWCC will reserve the right to assign landscape related projects to the Gardner at our discretion.

17.) Under Term - Extension: Is there an option to negotiate a potential increase with written approval? All supplier request to increase prices pursuant to the contract must be in writing.

18.) Is the ArborScope Landscape Management Application able to be used by another company other than Bartlett? If the contractors are unable to purchase a subscription to the software we will alter section 3.4 to require written/electronic records of all tree work and care so that Arborscope software can be updated by Bartlet on our behalf.

19.) Is there a conflict of interest if a board member of GWCCA is a current employee of one of the bidders? The answer is yes. Employees may not contract with the GWCCA.

20.) The RFP does not specify an anticipated start date for the awarded contract. Could you provide clarity on the expected start date? March 1, 2025

21.) Are we required to have access to the ArborScope Landscape Management application prior to submitting our proposal? No

22.) Will existing data for the tree inventory be provided, or will the contractor be responsible for data collection? When the contract is awarded, the data will be shared.

23.) If irrigation systems are not accessible, will the cost of hand watering fall on the contractor? Yes, the contractor should calculate non-irrigated planted areas as part of their contract price.

24.) If the irrigation system is nonfunctional due to issues like clocks or zones (which are not the contractor’s responsibility), what is the expected turnaround time for repairs? If hand watering is required due to such issues, will repair costs outside of our control be approved promptly? Piping, heads, and control valve repairs will need to be executed within 24hrs during growing season. Clocks/controllers should be repaired within 5 days.

Exceptions can be made based on parts availability. If hand watering or manual zone control valve manipulation is requested by GWCC due to repairs needed not caused by the contractor, GWCC will consider/approve associated cost in a timely manner.

25.) How long will the selected vendor have to inspect and repair the system before becoming responsible for costs related to repairs between valves and irrigation heads?

Temperature permitting, the contractor will have two weeks to conduct the initial irrigation survey and present GWCC with a list of deficiencies.

26.) Will the GWCCA cover all costs for repairs required for pre-existing issues? GWCC will cover the cost to bring the irrigation system up to good working conditions but reserves the right to solicit pricing from multiple vendors if deemed necessary.

27.) Who determines fault for dead plants covered under the warranty? Ultimately the owner, but GWCC will engage in dialog with the contractor about warranty claims.

28.) Are contractors held responsible for plant deaths caused by external factors such as foot traffic, acts of God, or severe weather events? Traffic related to events, No. Severe weather (hail, flooding, sustained high winds, wind gust in excess of 30 MPH, tornado, extended periods of extreme cold weather) No.

29.) Would GWCCA be willing to sign our snow/ice agreement, or will we be required to sign GWCCA’s terms? GWCCA agreement terms.

30.) If we are required to follow GWCCA’s terms, will a full contract and its terms be made available for review? Yes.

31.) What standards are in place for defining the “minimum use of chemicals”? Best practices are to be employed to ensure that chemicals are applied in such a way to promote healthy growing conditions. Soil and tissue shall be taken from multiple areas across campus and submitted to University of Georgia Ag Services Laboratory, application will be adjusted based on their recommendations. Please refer to the scope.

Most of our areas open to the public are high traffic. ASTM F2269-11 (2018) may be used for reference purposes unless practices are stated in the scope.

32.) What types of chemical applications are acceptable, and in which areas can they be used? Liquid and granular may be used, best practices to ensure public safety and healthy growing conditions should be employed.

33.) How is “minimum” quantified? Quantity needed to follow UGA Ag Lab recommendations based on multiple samples throughout campus, while maintaining optimal weed control and growing conditions.

34.) Can you please clarify the expectations for ArborScope Landscape Management Application? Please refer to 3.4 in scope.

35.) Can you provide the full tree inventory? The selected contractor will have access to the full tree inventory.

36.) Where are the access points for vehicles/equipment on the properties? For Centennial Olympic Park? Please refer to the attached map (Exhibit B-COP Load Map) Reinforced sidewalk areas for service vehicle access.

37.) What is the expectation for using battery powered equipment? Edging, trimming, pruning of minimum 10% applicable property area first year of contract expanded to 20% by year two.

38.) How much storage space is available for our equipment/vehicles? Approximately 16’ x

45’ fenced, gated in the bottom of Green Parking Deck accessible from Baker St., adjacent to A Exhibit Hall.

39.) Are the dead Hollies next to State Farm Arena across from the GWCC our responsibility? No, those planters are the responsibility of State Farm Arena.

40.) Is there a specific vehicle needed for the full-time gardener? Or can this be a UTV-style vehicle? Golf cart style utility vehicle or side by side type of vehicle is preferred.

41.) Can you clarify what plants are our responsibility on the inside of the GWCC? Is there any other interior scaping to be done? No interior plants are included.

42.) Please clarify pricing guidelines for line items 13, 14 and 15 on the GWCC Rate sheet. The lines read “Additional sq. ft. of turf maintenance (per sq. ft./per month)” and “Additional sq. ft of shrub and tree maintenance (per month)” and “Additional sq. ft.

of hardscape (per month)”, respectively. Are these to mean that if the GWCC opts to add turf under the same specifications as listed in the RFP what the cost would be to maintain that turf? How are bidders to interpret the assumption of bed space for tree and shrub maintenance without knowing what type of plant material would be present and their maintenance requirements for that specific plant material? Same question for hardscapes. 13 provide price sqft /month to provide services outlined in section services outlined in section 1 Turf Management. 14 provide price sqft /month to provide services outlined in sections 2 Shrub/Ground Cover Services and 3 Tree Management. 15 provide price sqft /month to provide policing, edging, blowing for hardscape areas. These area requests are if GWCC adds additional sqft on a temporary or permanent basis for the contract period. Assume same plant/tree species and density as other areas on campus (COP, Pedestrian mall).

43.) Mulching/Strawing:

Spot repairs conducted at Owner’s Request on an as- needed basis.

Is this after proposal approval, or should this additional cost be assumed by the contractor? After proposal, unless the result of negligence by contractor.

44.) 6.1 Plant material which was installed and dies by the Contractor shall be replaced with a specimen of the same species and of equal or similar size as the plant lost, at no cost to the Owner. This must be coordinated with the Owner.

What is the warranty period assumed by the contractor? Please see section 6.2

45.) 7.1 Supplemental hand watering to be provided by Contractor to areas not covered under the irrigation system i.e. planters.

What number of and frequency of waterings should the contractor assume be included in the proposal? Also, what planters require included hand waterings? Please see attached Exhibit-A Planters Beds Seasonal Color Hand Water. Contractor should establish frequency to assure optimal plant health and performance keeping section 6 Plant Material Replacement in mind.

46.) Under section VII. Special Terms and Conditions, number 2 (on page 13) states:

“Each bid must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 10% of the base bid, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the Proposer will enter into a contract with the Owner for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.”

However, under section IV – Proposal Terms & Conditions, number 18 (on page 19) states:

“Bid Bond: Each proposal must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 5% of the proposer’s largest proposal total price for the entire proposed work for one (1) full year, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the proposer will enter into a contract with the Authority for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.”

What is the requirement for a bid bond for this proposal? “Bid Bond: Each proposal must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 5% of the proposer’s largest proposal total price for the entire proposed work for one (1) full year, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the proposer will enter into a contract with the Authority for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.”

47.) Could you please provide/confirm the total zone count for Irrigation? 14 controllers, 170 zones.

48.) Please confirm that the 100” electric autonomous mower is being removed from this procurement. 100” electric autonomous mower will not be required.

49.) Please confirm that the contractor must have access to the ArborScope Landscape

Management Application. It is a proprietary software developed by Bartlett Tree Experts. Is it required to utilize BTE as a subcontractor who utilizes this software? GWCC will provide access to ArborScope.

50.) Please identify the specific areas in which the water plants and perennials are subject to replacement. Please see attached Exhibit A-Planters Beds Seasonal Color Hand Water.

51.) Will an amended property map be provided? Yes, please see the amended property map with the added areas in green- back of Marshalling Yard 3 approximately 100’ of fence line to be cleared back 5’ off the fence Entry drive to Signia Hilton approximately 4,480 sqft of turf to be maintained.

52.) Has Section 9 Equipment, Section 9.1 been amended? Yes. It has been amended to read, “Contractor will make every effort to use electric equipment to include but not limited to string trimmers, edgers, and shears.

Exhibit-A Planters Beds Seasonal Color Hand Water

Area Planter/ Bed

Hand water

Season al flowers

Approximate size

Upper International adjacent to Orange deck

Planter Yes Yes 12 round 24"

Corner Andrew Young Internatinal and Centennial Park

DR

Planter Yes Yes 6 42" square

Corner of International Plaza and Transportation Terminal

Bed No Yes 364 sqft of bed for flowers around center plant material

Upper AYI adjacent to State Farm Arena

Bed No Yes 800 SQFT (4' x 200')

Green synthetic plant wall bed B main entrance Ped Mall

Bed No Yes 910 sqft of bed for flowers around green wall

Ped Mall adjacent to synthetic wood decks

Bed No Yes 6' x 25'

Ped Mall adjacent to synthetic wood decks

Bed No Yes 5' x 15'

Ped Mall adjacent to synthetic wood decks

Bed No Yes 5' x 15'

Ped Mall adjacent to synthetic wood decks

Bed No Yes 5' x 15'

Ped Mall adjacent to synthetic wood decks

Bed No Yes 6' x 20'

Ped Mall adjacent to synthetic wood decks

Bed No Yes 6' x 20'

East Plaza cross walk Planter Yes Yes 2 round 24"

East Plaza Planter Yes No 8 7' x 7'

East Plaza Planter Yes No 9 42"

East Plaza Bed No Yes 6' x 140' round raised bed around center turf

East Plaza Bed No Yes 30' x 8' around flag poles

East Plaza Bed No Yes 40' x 5'

East Plaza Entrance to A Bld Planter Yes Yes 4 8' x 20"

COP adjacent to Visitors Center Bed No Yes 2 8' x 8' round beds

Cop around Fountian of Rings Planter Yes Yes 18 round 24"

COP around Visitors Center Planter Yes Yes 12" x 12"

This addendum will be part of Exterior Landscape Maintenance Services #GWCCA112524RCB and modifies the original proposal documents dated November 25, 2024, as noted.

NOTE: A signed acknowledgement of this addendum should be received by this office prior to the due date or should be attached to your proposal. A signature on this addendum does not constitute your signature on the original proposal document.

Authorized Signature:______________________________________Date:_______________________

(Blue ink)

Name (Typed or Printed) ________________________________________