Landscape_Maintenance_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofgainesville.org

GCRA-260029-AF

LANDSCAPE MAINTENANCE

RELEASE DATE: March 16, 2026

RESPONSE DEADLINE: April 22, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Landscape Maintenance

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

6. AWARD

7. CONTRACT

8. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses from responsive, responsible, and qualified bidders. Some city projects located within the GCRA have enhanced landscaping and therefore require special attention. Proper maintenance of these sites requires a higher level of knowledge, professional management, and quality services. The results of these maintenance activities will be highly visible to the community and are essential to the appearance and vitality of the reinvestment area.

The successful bidder will need to:

A. Ensure the personnel performing these services will wear neat, proper clothing at all times and will be trained to interact with the public in a friendly, professional, and informative manner. Personnel should also be competent and trained to carry out their job responsibilities.

B. Illustrate the ability to hire and manage staff.

C. Assure quality control standards of this solicitation.

D. Supply an active email address from which to receive correspondence from the CITY.

E. Have thorough knowledge of plant requirements specific to the vegetation existing on each project site.

F. Demonstrate the expertise to undertake and complete the scope of work.

G. Be able to provide required insurance.

H. Follow maintenance services detailed in Maintenance Specifications

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/

1.3. Procurement Representative

Anette Francia

Procurement Specialist II franciaa1@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville

Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

Release Project Date: March 16, 2026

Pre-Proposal Meeting (Non-Mandatory): April 2, 2026, 9:00am https://us06web.zoom.us/j/4355631197?p wd=IUVPs7DZzvqV80tNrBmApMue0X8gju.1 &omn=84226069865

Question Submission Deadline: April 9, 2026, 12:00pm

Response Submission Deadline: April 22, 2026, 3:00pm https://procurement.opengov.com/portal/cityofgainesville https://us06web.zoom.us/j/4355631197?pwd=IUVPs7DZzvqV80tNrBmApMue0X8gju.1&omn=84226069865

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

Have no less than 3 years of experience performing landscape work.

Supply an active email address for correspondence with the City.

Demonstrate expertise to undertake and complete the scope of work.

Be able to provide required insurance.

Have thorough knowledge of plant requirements specific to the vegetation on project sites.

3.2. SCOPE OF WORK

GENERAL DESCRIPTION

It is the intent of the City of Gainesville to obtain bid responses from responsive, responsible, and qualified bidders. Some city projects located within the GCRA have enhanced landscaping and therefore require special attention. Proper maintenance of these sites requires a higher level of knowledge, professional management, and quality services. The results of these maintenance activities will be highly visible to the community and are essential to the appearance and vitality of the reinvestment area.

SCOPE OF WORK/SPECIFICATIONS

REQUIREMENTS

The successful bidder will need to:

A. Ensure the personnel performing these services will wear neat, proper clothing at all times and will be trained to interact with the public in a friendly, professional, and informative manner. Personnel should also be competent and trained to carry out their job responsibilities.

B. Illustrate the ability to hire and manage staff.

C. Assure quality control standards of this solicitation.

D. Supply an active email address from which to receive correspondence from the CITY.

E. Have thorough knowledge of plant requirements specific to the vegetation existing on each project site.

F. Demonstrate the expertise to undertake and complete the scope of work.

G. Be able to provide required insurance.

H. Follow maintenance services detailed in Maintenance Specifications

TASKS

1. Parcel # 13912-000-000: 1018 NW 5th Avenue, Gainesville, FL (Vacant Lot) This site requires basic services where the lot is maintained and kept clear of debris for the purposes of future project construction.

A. Litter Removal

B. Mowing

2. Parcel # 14479-000-000: 414 NW 5th Avenue, Gainesville, FL (Vacant Lot)

This site requires basic services where the lot is maintained and kept clear of debris for the purposes of future project construction.

3. Parcel # 13748-001-000: 810 NW 3RD Avenue, Gainesville, FL (Vacant Lot) This site requires basic services where the lot is maintained and kept clear of debris for the purposes of future project construction.

4. Parcel # 11740-000-000: 1490 SE Hawthorne Road Gainesville, FL - Eastside Gateway (Triangle lot) The Eastside Gateway is Gainesville’s eastern entrance and is visually dominated by a sliver of land prominently situated at the intersection of University Avenue and Hawthorne Road. The CITY overhauled the highly visible site creating a landmark that serves as a gateway to eastern Gainesville.

This site includes plantings, lighting, irrigation, and topographic elements making it both iconic and eye-catching.

A. Weed & Pest Control

B. Litter Removal

C. Sweeping

D. Mulching

E. Irrigation System Inspection

F. Irrigation System Test

G. Annual & Perennial Flowers Care

H. Annual Planting

I. Fertilization

J. Tree Trimming

K. Shrub Trimming

L. Edging

M. Lighting Inspection

N. Winter Plant Protection

O. Winter Procedure

5. Parcel #12907-000-000: Southwest Corner of SW 5th Avenue & SW 4th Street (INFILL HOUSING)

This site requires basic services to maintain the lot and keep it clear of debris for future project construction.

6. Parcel #13369-000-000 – Southeast Corner of SW 7th Avenue & SW 5th Terrace

This site requires basic services where the lot is maintained and kept clear of debris for the purposes of future project construction.

7. Parcel N#13008-000-000: Porters Gateway: Northwest Corner of SW 5th Avenue & So. Main Street

The scope of services focuses on the landscaped corner area immediately surrounding the large monument sign that reads “Porters Neighborhood”.

B. Weed Control

C. Mulching

8. Cornerstone Phase I – 2153 SE Hawthorne Road. (Parcels # 11340, 11340-1, 11340-1-2, 11340-1-3, 11340-1- 4)

B. Weed & Pest Control

C. Sweeping

D. Mulching

E. Irrigation System Inspection

F. Irrigation System Test

G. Fertilization

H. Mowing

I. Annual Replanting

J. Edging

K. Tree Trimming

L. Shrub Trimming

M. Hedge Trimming

N. Winter Procedure

O. Ornamental Glass Trimming

9. Cornerstone Phase II – Parcels #11297, 11299, 11299-3, 11299-4, 11339

C. Sweeping

D. Mulching

E. Fertilization

F. Mowing

G. Edging

H. Tree Trimming

10. Heartwood Community - 1717 SE 8th Ave. Parcels # 16102-010-000 (Common Open Space & Conservation Easement) and 16102-10-LOT (Common Open Space and Drainage Easement)

C. Sweeping

D. Mulching

E. Irrigation System Inspection

F. Irrigation System Test

G. Cat Tail Mitigation (Pond & Wetland)

H. Trash Removal (Wetland)

I. Fertilization (Trees only)

J. Mowing (Lots and Common Areas)

K. Annual Replanting

L. Edging

M. Tree Trimming

N. Overflow Weir (Pond & Wetland)

O. Winter Procedure

MAINTENANCE SPECIFICATIONS

Weed Removal: The preferred method is hand removal. The CITY will need to approve herbicides - including pre-emergent treatments and the sites proposed for application for heavy weed infestations. All herbicides shall be fast-dissipating and applied only per the manufacturer's label. Dead weeds shall be removed from the site within seven (7) days.

The following areas shall be maintained as weed-free:

A. Planting beds

B. Sidewalks

C. Masonry structures, walls adjacent to sidewalks

D. Parking Lots

Pest Control: Contractor shall practice Integrated Pest Management (IPM) to control insects, diseases, and weeds on and around perennials, ground covers, shrubs, and trees. This approach will include frequent monitoring and spot treatment as necessary using the least toxic methods. All applications will be performed when temperatures are below 90°F and when wind drift is negligible. First choice will be insecticidal soaps, horticultural oils, and biological controls such as Bacillus thuringiensis (Bt) formulations.

Litter Removal: Contractor shall pick up the trash and other debris in the service area, including all paved surfaces, in planters, in landscaped beds, in tree wells with and without grates, and on benches during each weekly service visit. The Contractor shall dispose of all trash and debris off-site.

Examples of litter and debris to be removed from the service area include, but are not limited to the following:

A. Leaves (dead or living) & sticks

B. Paper & plastic

C. Old newspapers

D. Cigarette butts

E. Fruit or berries

F. Traffic debris

G. Rocks, stones, gravel, and sand

H. Maintenance-generated debris (grass clippings, woody materials, and mulch)

Sweeping: Sweep paved surfaces, planter walls, and benches, and dispose of collected sweepings off-site. Keep a clean, defined edge between mulched planting beds and paved surfaces. If motorized leaf blowers are used, the Contractor shall not begin prior to 8:00 am - NO EXCEPTIONS.

Blowing: Blow paved surfaces and adjacent streets. Dispose of collected debris off-site. Keep a clean, defined edge between mulched planting beds and paved surfaces. If motorized leaf blowers are used, Contractor shall not begin prior to 8:00 am – NO EXCEPTIONS.

Pond & Wetland Maintenance: All Planting Beds to the edge of the pond and wetland are to be kept weed and debris-free. The preferred method for weed removal is by hand. The CITY will need to approve all herbicides, including pre-emergent treatments and the sites proposed for application for heavy weed infestations. All herbicides shall be fast-dissipating and applied only per the manufacturer's label. Dead weeds shall be removed from the site within seven (7) days. Contractor shall provide to the CITY documentation upon completing this task whenever non-mechanical, i.e., chemical means, are used.

Irrigation Systems:

A. Upon contract award, the CITY shall provide the Contractor with keys to the irrigation controls. At contract termination, the Contractor shall return all keys to the CITY.

B. The Contractor shall be responsible for the operation and maintenance of the irrigation systems where they exist in the service area. The delivery of irrigation water shall include, but not be limited to, the operation of manual valves, automatic controllers, and bleeding valves.

C. The Contractor shall inspect the systems fifty-two (52) times per year and test six (6) times per year.

Contractor shall perform a daily visual check for major irrigation system failures as evidenced by flooding or excessive saturation.

D. Inspections shall consist of checking for leaks, adjusting heads for proper direction, and unclogging plugged heads.

E. Irrigation testing shall consist of checking controller operation, checking for major leaks, testing rain shut-off devices, and ensuring adequate flow rates.

F. The Contractor shall reset zone times twice per year according to seasonal weather changes. From June

1st through September 30th, Contractor will shut off timers and turn them on manually as needed to maintain plant health. From October 1st to May 30th, Contractor shall adjust the system to apply 1/2 inch to 3/4 inch of water per irrigation twice per week for 20 minutes.

G. Minor adjustments and repairs, such as head/emitter cleaning or replacement, filter cleaning, small leaks, and minor timer adjustments, shall be made by the Contractor, with the CITY paying for parts.

(Contractor is to receive prior approval from the Project Manager before purchasing parts.)

H. Contractor shall turn off all controllers and bleed backflow preventers 12 hours before a hard freeze is forecast. A Hard freeze is defined by the National Weather Service as less than 27 degrees for at least 2 hours. Contractor shall turn the controller back on after the threat of freeze subsides.

I. If an irrigation system is unable to perform for any reason, then the Contractor shall use other irrigation methods when necessary until the system becomes operational. If hand-watering is required, then

Contractor shall provide hoses and nozzles for this purpose.

J. Unscheduled Repairs: Repairs or system service beyond the above scope will be addressed on a case-by-case basis and charged to the CITY at the hourly irrigation rate provided on the Cost Proposal, #7 per worker plus parts. The Contractor will notify the Project Manager of the nature of the problem, and the Project

Manager must agree to the repair costs before repairs are made. All repairs shall utilize replacement parts equal to those originally installed in the system. The Contractor will note and report to the CITY any symptoms of inadequate or excessive irrigation, drainage problems, or system leaks on the same working day the problem is observed.

Winter Procedures for Irrigation Systems: When temperatures are predicted to drop to freezing, irrigation systems must be completely drained and shut down to prevent damage from freezing water in system components.

Mulching: All mulched areas will be replenished once a year in May, and generally, the Contractor shall provide material to eliminate bare spots as needed. Contractor shall use pine straw mulch unless directed otherwise by the Project Manager. Mulch should be maintained at a depth of 3 inches. All bed edges will be trenched to help contain the applied mulch. Mulch will not be placed against the trunks of plants. Additional mulch will be billed on a per sq. ft. basis, inclusive of materials and labor.

Annual and Perennial Flowers Care: Certain landscapes include annual and perennial plant materials that require care beyond what is needed for basic shrubbery.

Contractor shall provide these services at least twice per month:

A. Deadhead (spent blossoms & dead foliage) in season to ensure flowering vigor and dispose of material off-site.

B. Replace damaged plants (ex: freeze damage) when necessary.

NOTE: The CITY is not responsible for damage due to neglect and/or non-adherence to the agreed-upon scope of work.

C. Provide for establishment irrigation for newly planted materials for a period of thirty (30) days.

D. Provide fertilization services as described in Fertilization section.

The CITY reserves the right to change planting materials requirements at any time during the term of the contract.

Tree Trimming: Trees shall be pruned back only for safety or structural clearance. Pruning shall be performed for thinning or opening to promote tree spread and shading potential. No more than one-fourth of the leaf area shall be removed at any pruning. All trimmings are to be removed and disposed of off-site.

Shrub Trimming:

A. Shrubs will be pruned with sharp hand shears as needed to provide a manicured, formal shape, fullness, and blooms. Project Manager will provide specific directions regarding the maintenance of desired forms.

B. Trim all shrubbery using proper horticultural techniques so that shrubbery is healthy and well-maintained. Remove all dead, diseased, or unsightly branches from shrubs. Remove all runners and vines that start to climb buildings, masonry walls, shrubs, and trees.

C. No pruning will be done during or immediately following growth flushes.

D. Sucker growth will be removed by hand from the base of trees. No herbicides will be used for this purpose.

E. It is recommended that an ISA Certified Arborist be consulted and/or utilized for tree work needed for limbs that exceed two (2) inches in diameter.

F. The Contractor will remove all trimmings and dispose of them off-site. Composting this material is desirable.

G. The Contractor will remove all dead shrubs and notify the Project Manager.

The CITY reserves the right to change plants and/or pruning requirements at any time during the term of the contract.

Fertilization: Fertilizer shall be slow-release. Fertilize plants three (2) times per year in March & July with the following materials:

A. Azaleas and camellias: special azalea and camellia fertilizers.

B. Ornamental shrubs, trees, and ground covers: 6-6-6-, 50% organic. The rate is to be 1 pound of nitrogen per 1,000 square feet of application.

C. Annuals: Slow-release fertilizer such as Osmocote or Nutricote incorporated into the bed at planting and applied thereafter according to label instructions.

D. Fertilizer should also contain magnesium and micronutrient amendment. Contractor shall punch fertilizer shallowly into the soil where slopes may encourage runoff.

E. Nutrient deficiencies shall be treated with supplemental applications of the deficient nutrient.

F. Contractor shall provide documentation of fertilizer application upon completion.

G. Contractor shall follow Alachua County-mandated fertilizer guidelines and restrictions. For example, as of August 13, 2021, the following guidelines are in place: Alachua County's landscape fertilizer regulations prohibit the use of landscape fertilizers containing nitrogen from July through February and require that such fertilizers contain no less than 50 percent slow-release nitrogen. New regulations also prohibit phosphorus unless a deficiency is verified. Full details on this example can be found at https://alachuacounty.us/news/Article/Pages/Landscape-Fertilizer-Ban-in-Effect-through-February-within-

Alachua-County.aspx

Lighting: Contractor shall inspect the landscape accent lighting system in the planting areas of certain projects weekly to ensure operability. This task does not include roadway or pedestrian lighting. Contractor shall report any malfunctioning equipment to the CITY. Contractor may be responsible for changing malfunctioning light elements, with the CITY paying for parts.

Mowing: All grass areas shall be mowed to maintain a neat and clean appearance. Grass shall be cut with sharp blades to a height of no less than 4". All mowing equipment shall be equipped with mulching decks and plugs.

Contractor shall not leave cut grass in piles or rows. Litter, rocks, and debris must be removed from grass areas so mower decks will not cut this material. No clippings shall be left on paved surfaces including sidewalks, street gutters and travel lanes. If motorized leaf blowers are used, Contractor shall not begin prior to 8:00 am .-NO

EXCEPTIONS.

https://alachuacounty.us/news/Article/Pages/Landscape-Fertilizer-Ban-in-Effect-through-February-within-Alachua-County.aspx https://alachuacounty.us/news/Article/Pages/Landscape-Fertilizer-Ban-in-Effect-through-February-within-Alachua-County.aspx

Mowing shall occur on the following schedule:

October through December: Mow six (6) times (twice per month) January through April: Mow one (1) time per month

May – September: Mow (13) times (no less than 2x per month)

Edging: Grass areas shall be edged to establish a clean line between curbs, gutter, signs, parking lots, roads, planting beds, buildings, or other structures located within grass areas. The edging shall be done with each mowing visit. Contractor shall remove all clippings from paved surfaces, including sidewalks, street gutters, and travel lanes. All edging shall be done with mechanical means.

Winter Plant Protection: Plants and shrubs that are not cold-hardy should be covered when temperatures are predicted to reach below 35 degrees. Approved covering materials include cloth, sheets, quilts, burlap, or any covering purchased from a local nursery. Plastic should not be used for winter plant protection. The covering should extend to the ground to reduce cold damage by reducing heat loss. When the freeze has ended and temperatures return to normal, covers should be removed and plants checked for watering needs. Water as soon as possible.

GENERAL CONDITIONS

A. Work to be performed in the areas described in this Exhibit A Scope of Work comprises specialized horticultural maintenance, the operation of manual and automatic irrigation, cleanup of landscape areas, and, when necessary, repairs of irrigation systems and replacement of plant materials. Requirements vary by location, depending on the landscaping.

B. Contractor and its employees shall conduct themselves in such a manner as to be courteous to the public. Proper clothing appropriate to professional landscape practice shall be always worn, including shirts, necessary safety equipment, and proper protective footwear. Clothing must identify the company name. Where work is performed on state roads or city streets, the Contractor and their employees must wear eye protection and high-visibility safety clothing (orange or green vest or shirt).

C. All vehicles and equipment used in the service of this contract must be maintained in good repair, appearance, and sanitary conditions at all times. Vehicles must be identified with the Contractor's name and phone number clearly visible.

D. All leaf blowers are not to exceed 70dB.

E. It is the Contractor's responsibility to ensure that all work is being done per specifications called out in this RFP.

F. Contractor shall provide a 24-hour emergency phone number where he/she can be reached with no more than a fifteen (15) minute delay in call back time. Contractor is to have an active email address. Contractor must be able to respond to emergencies on site within one hour of notification by the CITY’s Project Manager.

G. Contractor shall have fully trained and competent employees who can execute the responsibilities contained in this scope of work, including but not limited to operation of power equipment, plant care, pruning, trimming, irrigation system testing and repair, and replacement of irrigation valves, controllers, and repair of line breaks.

H. The Project Manager may conduct regular inspections of contract sites at least weekly. Contractor shall meet as required with the Project Manager to review site reports and visit any sites deemed necessary for review.

I. The Contractor shall be aware of and comply with all City ordinances governing landscape maintenance work as applicable to individual locations.

J. Work affecting the Public Right of Way: No activity shall be performed in the roadway portion of the Right of Way between the hours of 7:00 am to 8:00 am and 5:00 pm to 6:00 pm Monday-Friday, unless approved in writing by the Project Manager. Additional work prohibitions may be required by the CITY during special City events such as the University of Florida Homecoming weekend. Contractor shall obtain necessary lane closure permits and provide, at no additional cost to the CITY, traffic control and/or barricades as needed or as required by the State of Florida Department of Transportation. Barricading and detouring of traffic shall be accomplished in conformance with the State of Florida Manual of Uniform Traffic Control Devices for Highway Construction and

Maintenance Operations, latest edition, while working on City, County, or State roads. All existing lanes of traffic shall be open to traffic at the completion of each working day.

K. Approval to Work in the Public Right Of Way: Contractor shall be responsible for obtaining approval from the City of Gainesville for traffic control plans, protecting existing utilities and improvements in the Work Area, and for repairing any damage to utilities and improvements caused by the Contractor's operations.

L. Scheduling of Work: All work shall be performed from Monday to Friday between the hours of 7:00 am to 7:00 pm unless otherwise noted in this document. Exceptions to these working hours may be granted by prior written approval by the Project Manager. In cases of inclement weather, the Project Manager should be notified the day of via email or phone.

A. Public Convenience and Safety

Contractor acknowledges and agrees that public safety is of utmost importance. The Contractor agrees that during the progress of the work, the Contractor shall protect and preserve public safety. Contractor shall not unnecessarily cause inconvenience to the public during the progress of the work and shall minimize the inconvenience caused by the Contractor’s operations.

B. Defective Work

The Project Manager will work with the Contractor to achieve satisfactory performance results under this contract;

however, the CITY will have the authority to disapprove or reject work that the CITY believes is defective and not in accordance with the contract specifications. The Project Manager will be the final interpreter of the contract requirements and the judge of the acceptability of the Contractor's work.

• The Project Manager will notify the Contractor in writing of defective work and any corrective actions required.

• Contractor shall correct all defective work within five (5) working days and bear all costs to correct defective work.

Contractor shall inform the Project Manager in writing when its personnel will correct the defective work.

• Should the Contractor fail to correct three (3) defective work notices in accordance with 4(c) within any three (3) months, then the CITY may request termination of the contract.

• The CITY may, at its discretion, contract with another Contractor in order to rectify the defective work.

C. Changes to the Scope of Work

The CITY reserves the right to order changes (in writing) to the work, including additions, deletions, unscheduled work tasks, or other revisions within the general scope of the contract. The Contractor shall not make any claims against the CITY that the scope of the Contractor's contract has been changed, requiring changes to the amount of compensation to the Contractor, as long as such changes have been made by written amendment to the contract executed by the CITY and the Contractor. If the Contractor believes that any particular work is not within the scope of the project, or will require additional compensation to the Contractor, then the Contractor must immediately notify the Project Manager in writing of this belief. The Project Manager and the Contractor may then negotiate the terms of a contract amendment to address the proposed change in work scope.

D. Damage Caused by Contractor

The Contractor shall repair at Contractor’s expense any damage to property belonging to either the CITY caused by the Contractor to the satisfaction of the respective owner. The Contractor shall also take adequate measures to insure that its operations do not harm any existing underground utilities. Damage may include, but is not limited to:

1. Power equipment damage to trees, water supply, or electrical facilities

2. Pruning methods not consistent with specifications

3. Over-or under-irrigating plant materials

4. Failure to make irrigation inspections on schedule

5. Failure to apply chemicals in accordance with specifications and/or product label instructions

E. Emergencies and Complaints Response

Whenever in the Project Manager's opinion, immediate action is required to prevent impending injury, death, or damage to private or CITY property maintained under this contract, the CITY will, at its discretion, attempt to contact the Contractor to take preventative action. Should the CITY be unable to reach the Contractor as specified in Section 2 E., the CITY may cause preventative action to be taken by City forces and/or other service providers and may charge the cost thereof to the Contractor. Should it be determined that the necessary repairs were caused by the Contractor’s lack of performance under the specifications of this contract, then the Contractor may be liable for all charges to perform the required repairs.

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

https://procurement.opengov.com/portal/CityofGainesville

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating Respondent’s observations with the

Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m.

on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section

1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one https://procurement.opengov.com/portal/cityofgainesville https://procurement.opengov.com/portal/GRU hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this

Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade

Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under Florida’s Public Records Law.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation;

postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

1. RESPONDENT VERIFICATION*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 120 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• Respondent_Verification.pdf

*Response required

2. LOCAL PREFERENCE*

To claim "Local Preference" a bidder must have a valid occupational…