Lawn_Mowing-RFP.pdf

ODVA Lawn Mowing RFP 4/2025

ODVA RFP for Lawn Mowing Service

1.0 Statement of Needs

1.1 The purpose of this RFP is to establish a contract for a Supplier to provide lawn mowing services at our Sallisaw Veterans Home. Oklahoma Veterans Homes are a long-term, skilled nursing care facility for Veterans.

2.0 Definitions:

2.1 Agency: The entity for which the contract has been issued.

2.2 Business Day: Any day when normal business operations are conducted. Monday through

Friday from 8 a.m. to 5 p.m. CST.

2.3 FMS: Facility Maintenance Supervisor to include assigned personnel in the absence of FMS.

2.4 ODVA: Oklahoma Department of Veterans Affairs.

2.5 State: State of Oklahoma.

2.6 Contract Term

The Contract term, which begins on June 2nd 2025, as the effective date of the Contract, is through November 30th, 2025.

3.0 ODVA TERMS

3.1 The Bidder is encouraged to read the Solicitation documents very carefully, as the ODVA shall not be responsible for errors and omissions on the part of the Bidder. The Bidder is also encouraged to carefully review their final submittal documents, as the Evaluation Committee is not required to make interpretations or correct detected errors in calculations.

3.2 The Bidder shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

3.3 SITE VISIT: Bidders are strongly encouraged to visit the facility sites prior to submitting a bid and take other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve bidders from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting the Contracting Officer designated on the Solicitation Cover Page.

3.4 CONDUCT: The Contractor shall be fully responsible for the actions of their employees while they are at the job site. Contractor employees shall be fully qualified to perform skillfully all the work as required for the contract and shall conduct themselves in a courteous, professional manner at all times while on state property.

3.5 ODVA reserves the right to have any employee of the Contractor removed from the job site and replaced if they are not compliant with contractual requirements.

3.6 DRESS CODE: The Contractor shall assure that all workers assigned to perform service on state property shall be dressed in an appropriate company uniform with the company name, and a photo ID in their possession.

3.7 DAMAGE TO STATE OWNED PROPERTY: The Contractor shall perform all work so that no damage to the building or grounds occurs. The Contractor shall repair any damage to buildings or grounds caused by gross negligence or any other means to the satisfaction of ODVA at no cost to the State.

3.8 HOUSE KEEPING: All materials, tools, equipment, etc. shall be removed or safely stored by the Contractor. ODVA is not responsible for theft or damage to the Contractor's property. All safety hazards to workers or the public shall be corrected immediately and the site shall be left in a safe condition at the end of each day. The Contractor shall be responsible for restoring the building or grounds area where work has been performed back to the former or an improved state prior to final acceptance.

3.9 SAFETY: Safety of the Contractor’s employees, employees of the State, as well as the public is a prime concern of ODVA and the Contractor must take all necessary steps to assure proper safety during the performance of the contract.

3.10 If the Contractor is unable to respond to the needs of ODVA for any reason, ODVA reserves the right to call in another qualified, Contractor to perform the work required at that time.

4.0 Scope of Work

4.1 The mowing of the site shall include the mowing and trimming of all grass and weeds within each area.

4.2 Estimated Acres is 9.5 to 10.

4.3 Mowing frequency is every 10 days during hours of operation.

5.0 CONTRACTOR REQUIREMENTS

5.1 Contractor shall remove all trash, litter, and debris from the entire site including parking lot areas, sidewalks, curbs and turf areas. The Contractor shall properly dispose of all trash and litter. Any debris scattered by the mowing process shall be cleaned up by the Contractor prior to leaving site.

5.2 Contractor shall provide all safety equipment to protect the public, including cones, signage, truck and trailer flashers, wigwags, and barricades.

5.3 All mowing equipment shall be equipped with turf type tires (cleated or ribbed tractor tires are prohibited). All mowing equipment shall be equipped with mulching kits (side discharge mowers are prohibited.

5.4 Cut grass and debris which falls or is thrown upon the pavement, streets, sidewalks, driveways or adjacent properties shall be removed from the area prior to leaving the work site, but shall not be blown into the street or into storm drains.

5.5 Contractor’s personnel working in medians and on roadways shall be required to wear a safety orange vest or other safety garment. Care should be taken to avoid conflicts with oncoming traffic.

5.6 Edging:

a. All areas adjacent to curbs, driveways, and sidewalks, shall be edged with a blade edger;

resulting in a clean, straight edge

b. All clippings resulting from the edger will be removed from concrete and bedding areas to produce a clean appearance

c. Weeds growing in cracks of curbing and concrete shall be removed by the Contractor.

5.7 All plant growth around fences, building lines, trees, posts, and other areas where a mower cannot reach will be trimmed.

5.8 Special caution will be taken not to damage small trees and shrubs with the nylon line of the trimmer.

5.9 All concrete areas shall be thoroughly cleaned after the performance of any maintenance service such that no grass clippings or debris appear on sidewalks, driveways, and streets. Such clean-up to be provided at the time of services.

5.10 Shrubs and ground covers shall be pruned and trimmed by Contractor on a monthly basis. All resultant debris shall be removed by the contractor.

5.11 Contractor shall forward to the FMS a work record summary detailing the dates, times, and locations of the work that has been completed.

5.12 Deficiencies in Work: The Contractor shall correct any deficiencies in work within 48 hours of written or verbal notification by the FMS.

5.13 Mowing Heights: Mowing heights shall be agreed upon and adhered to as recommended by the

FMS.

5.14 The Contractor shall provide point of contact phone number(s).

6.0 MANDATORY BIDDER REQUIREMENTS Sections 6.1 through 6.4: Failure to include these documents with your bid may deem your proposal non-responsive.

6.1 Company Information: The bidder shall furnish documentation with bid packet that demonstrates five (5) years continuous previous experience specializing in mowing and trimming services. The bidder shall have performed this work as the same organizational Contractor during those previous five (5) years.

6.2 Equipment List: Bidder must submit with the bid, a complete list of all equipment to be used during the course of the contract. All equipment shall be subject to inspection by the FMS.

6.3 Description of Services: Describe the process of your services to show how you will meet the Contractor Requirements in section 5.1 through 5.14.

6.4 References:

List of three (3) verifiable references in which the Bidder has provided mowing and trimming services similar in scope on Exhibit 1 References.

7.0 Invoice Accuracy: Original invoices will be electronically submitted to ODVA_AP@odva.ok.gov monthly for services delivered and completed.

All invoices shall include the following:

a) Purchase Order Number,

b) Complete remittance address,

c) Building where work was performed,

d) Date(s) work was performed.

e) Description of services performed,

f) Services billed hours,

g) Itemized materials list if any that the Contractor used for job completion.

8.0 Evaluation and Award:

Selection Criteria: ODVA shall conduct a comprehensive, fair and impartial evaluation of the responses received for this Solicitation. The responses shall be initially evaluated and scored separately. Responses will be evaluated using the best criteria whose proposal is determined to be responsive to the requirements in the Solicitation, and cost proposal that is fair, reasonable and provides the best value to the ODVA given the requirements of the contract.