Request for Proposal 2024-2025-02 Landscape Maintenance Services.pdf

Request for Proposal (RFP) #2024-2025-02

Landscape Maintenance Services

Northwest Florida State College invites qualified firms to submit a response to the terms of this solicitation. For more information about the College, visit our website at www.nwfsc.edu. For more information about College procurements, visit our Purchasing page at www.nwfsc.edu/purchasing. The College officially advertises solicitation documents, addenda, and communications through BidNet's Florida Purchasing Group. Suppliers must register with BidNet to access and download the College’s solicitation documents. Access to the College’s BidNet site is free. Please click here to register for an account and access the College’s active solicitations. Thank you for your interest in submitting a response to the College.

http://www.nwfsc.edu/ http://www.nwfsc.edu/purchasing https://www.bidnetdirect.com/florida/northwestfloridastatecollege

Request for Proposal #2024-2025-02

Request for Proposal (RFP) #2024-2025-02

1.0 Schedule and Contact Information

Date of Posting: April 24, 2025

Posting Site: BidNet's Florida Purchasing Group

Purchasing Contact: Director of Purchasing | Katherine St. Onge purchasing@nwfsc.edu | 850-729-6031

The issuance of this solicitation was approved by The District Board of Trustees of Northwest Florida State College on February 18, 2025.

The College reserves the right to amend this schedule at any point. Any changes to the schedule below will be posted in an addendum at: BidNet's Florida Purchasing Group The College lists times in Central Time.

Date of Posting April 24, 2025

Inquiry Deadline May 5, 2025 @ 4:30 p.m.

Answers to Inquiries Posted by or Before May 12, 2025 @ 4:30 p.m.

Date and Time that Proposals are Due in BidNet May 19, 2025 @ 8:00 a.m.

Bid Opening, NWFSC Niceville Campus Building 400, Room 239 - Conference Room May 19, 2025 @ 8:15 a.m.

Public Evaluation Meeting (if requested by Committee member) Building 400, Room 239, Niceville Campus

May 22, 2025 @ 8:00 a.m.

Tabulation Complete and Notice of Intent to Award Tentative: May 29, 2025 by 4:30 p.m.

Date of Award Posting Tentative: June 18, 2025, by 4:30 p.m.

mailto:purchasing@nwfsc.edu

Contents

1.0 Schedule and Contact Information

2.0 Scope of Work

2.1 Background Information

2.2 Purpose of Solicitation and Services Sought

2.3 Site Visits

2.4 Interpretations of Drawings and Documents

2.5 Bid Submittal Format

2.6 Bidder Minimum Requirements

2.7 Bid Evaluation

2.8 Services to be Provided and Location of Services

Primary Components of the Landscape Program

Landscape Maintenance

Shrubs & Ground Cover

2.9 Term

2.10 Price

2.11 Invoicing for Services

2.12 Silence of Scope of Work

2.13 Estimated Quantities/Frequency of Services

2.14 Mistakes

2.15 Time of Completion and Liquidated Damages

2.16 Acceptance of Bid

3.0 Exhibits

Exhibit List

Exhibit A Solicitation Acknowledgement

Exhibit B Proposer Information Form

Exhibit C Project Reference Form

Exhibit D Bid Price Sheet

Exhibit E Drug Free Workplace

Exhibit F Anti-Coercion Affidavit

Exhibit G Required Minimum Annual Schedule of Services

4.0 General Terms and Conditions

4.1 Solicitation Acknowledgment

4.2. Definitions

4.3 Registration and No Response

4.4 Sealed Response Deadline

4.5 Execution of Response

4.6 Costs

4.7 Inquiries, Bidder Communications, and Cone of Silence

4.8 Application Policy, Terms, and Conditions

4.9 Prior Relationship

4.10 Addenda

4.11 Accessibility

4.12 Reserved Rigthe awarded vendor

4.13 Accuracy of Information

4.14 Meeting(s) and Conference(s)

4.15 Solicitation Opening/Due Date and Time

4.16 Scoring Meeting

4.17 Presentations

4.18 Negotiations

4.19 Award

4.20 Posting and Tabulation

4.21 Protest

4.22 Service Test Period

4.23 Insurance

4.24 Prices, Terms, and Payment

4.25 Taxes

4.26 Mistakes

4.26 Delivery

4.27 Conflict of Interest and Affirmation

4.28 Disputes

4.29 Governmental Restrictions

4.30 Intellectual Property

4.31 Advertising

4.32 Assignment

4.33 Agreement to Indemnify, Defend, and Hold

4.34 Anti-Discrimination

4.35 State Licensing Requirement

4.36 Public Entity Crime Information

4.37 Discriminatory Bidders List

4.38 Records

4.39 Severability

4.40 Governing Law and Venue

4.41 Termination for Convenience

4.42 Availability of Funds

4.43 Force Majeure

4.44 Verbal Instructions

4.45 College Rules, Sexual Harassment, and Child Abuse

4.46 Changes to Agreement / Changed Conditions

4.47 Compliance with Law

4.48 Debarment and Suspension and Prohibited Equipment

4.49 FERPA

4.50 Independent Contractors

4.51 Mechanics and Laborers

4.52 Employment Eligibility

4.53 Anti-Coercion Affidavit

4.54 Produced Iron and Steel in Public Works Projects

4.55 Social, Political, and Ideological Interests

4.56 Option to Extend to Other Governmental Entities

4.57 Background Checks – Applicable to Vendors Providing Services on College Property

4.58 Vendor Personnel

2.0 Scope of Work

2.1 Background Information

Founded in 1963 and located in the coastal heart of the Florida panhandle, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida’s public system of twenty-eight state colleges, NWFSC offers bachelor’s degree programs, associate degrees, and certificates. The College’s primary service district stretches from the Gulf of Mexico to the Alabama state line.

2.2 Purpose of Solicitation and Services Sought

Northwest Florida State College is accepting sealed bids to secure a comprehensive landscape maintenance program and horticultural services for Northwest Florida State College (NWFSC) campuses and centers. This program will meet or exceed a combination of the NWFSC Facilities Management/Grounds standards and the Association of Physical Plant Administrators (APPA).Level 2 standards for upkeep associated with turf grass in irrigated areas, shrub beds, annual flower beds, trees.

2.3 Site Visits

NWFSC locations are open to the public. Bidders are invited to visit any of the locations, between the hours of 8:00 a.m. to 4:00 p.m., to inspect the spaces and/or verify dimension which may affect the work.

No questions will be addressed by College personnel for these visits; any questions will need to be submitted in writing per Section 1.0. By submitting a response, the bidder acknowledges familiarity with the sites, the size and complexity of the project and the scope of work.

2.4 Interpretations of Drawings and Documents

If any bidder has any questions regarding this solicitation, it must request make its inquiry for interpretation or correction no later than the inquiry deadline.

At its discretion, the College will answer inquiries submitted by issuing a written addendum to the solicitation. Verbal instructions or interpretations (or any other instructions or interpretations not issued by written addendum to the solicitation) have no validity or authority, regardless of source. A bidder relies on any drawings or documents not specifically provided in these materials or in a written addendum from the College at its own risk.

2.5 Bid Submittal Format

Bids shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder's capabilities to satisfy the requirements of this Solicitation. Bids are only accepted electronically.

Submit the bid through the College’s BidNet's Florida Purchasing Group. Failure to follow the guidelines in this section may result in the disqualification of the bid.

General Requirements

• Submit a single bid submission in one PDF file that includes all required components;

• Bid submission may not exceed 30 pages;

• Cover page must identify the Solicitation Number, Name, Submission Date, and Bidder Name;

• All information must be in a legible typeface, such as Arial or Times New Roman;

• Table of Contents should identify the material by section and by page number;

• Number each page consecutively, including exhibits, attachments, and any other information; and

• Separate and identify each section of the Bid response by use of a divider/separation page.

2.6 Bidder Minimum Requirements

The bid submission is expected to include:

• Letter of Transmittal / Intent: Include a cover letter, not to exceed 1 page, on the Bidder’s letterhead that summarizes in a concise manner an understanding of the Scope of Work and a positive commitment to perform the services. An official authorized to make such commitments and to enter a contract with the College must sign the letter. The letter must indicate the official’s title or authority and contact information.

• Exhibit A Solicitation Acknowledgment Form: Return complete and signed.

• Exhibit B Proposer Information Form: Return complete and signed.

• Exhibit C Project Reference Form: Return complete and signed.

• Exhibit D Bid Price Sheet: Return complete and signed.

• Exhibit E Drug Free Workplace: Return complete and signed.

• Exhibit F Anti-Coercion Affidavit: Return complete and signed.

• Evidence of Ability to Perform Scope of Work: Include materials concisely and directly explaining how Bidder can and will meet the requirements of the Scope of Work. Such materials include:

o Proof of Experience: Provide documentation evidencing the experience of the proposer and demonstrating that the proposer has successfully provided Services similar to those specified herein to other agencies of similar size and needs. The proposed firm shall be currently engaged in landscaping and maintenance services on a full-time basis and shall have been in existence and continuous operation providing the Services for a minimum of five (5) years.

o Safety Record: Proposer shall provide documentation evidencing the safety record of the proposer in performing similar services, including information as to any safety violations, assessments or citations issues by applicable government agencies in the past five (5) years.

o Proposer’s Qualifications: Include name, function, and qualifications of key personnel in the organization who will be providing Services and involved in this Project. The key person or contact assigned to this Project shall within the past three (3) years have been conducted and been responsible for providing Services in a similar project or environment.

o Service and Incorporation: Contractor shall have been in business and continuous operation and service and incorporated in the State of Florida for a minimum of five (5) years.

o Licenses: The Bidder must be a firm authorized to do business in the State of Florida.

Submission of a bid is the Bidder's affirmation that it is authorized to do business in and in good standing with the State of Florida. Contractor must be fully licensed with all applicable and required licenses, certifications, and permits for landscaping and fertilization and pest control services. including government licenses, certifications, and permits from the State of Florida, County, City, and any other governing governmental regulatory authorities. Attach relevant copies of license(s) to proposal.

o Pesticide Certification: Contractor must have, subcontract and/or retain an individual or company with certified pesticide operator license and/or certification through the State of Florida, Department of Health and Rehabilitative Services, as well as any and all licenses and certifications required by the applicable law for pesticide applications. The operator or individual holding the pesticide license or certification shall perform pesticide application for this Project and comply with all State, County, and Town laws and regulations. Attach to copies of certification(s) to proposal.

o Subcontractors: Any use or intent to use subcontractors or to team with other providers to carry out the Scope of Work must be fully disclosed in writing. References, experience, and history must be provided for subcontractors or partners.

Proposer may provide any additional information that highlight the awarded vendor experience or expertise, which is relevant and directly applicable to this solicitation. All proposers must provide the necessary documentation to demonstrate that they meet the following minimum qualifications.

• Insurance: The Bidder must meet, at a minimum, the requirements in the College’s insurance matrix. Bidder must submit proof of insurance meeting the requirements of the matrix. Attach proof of insurance to proposal.

• Acknowledgment of Addenda: Return all addenda signed and dated, if applicable.

2.7 Bid Evaluation

The College intends to contract with the responsive and responsible Bidder whose response is determined to provide the best value to the College. "Best Value," as defined in Section 287.012(4), Florida Statutes, means the highest overall value to the College based on objective factors that include, but are not limited to, price, quality, design, and workmanship. Based on a determination of best value, the College reserves the right to award none, one, or more contracts for these services, as is in the best interest of the College.

Initial Review: Proposers will submit their solicitation package as outlined in the Scope of Work and consistent with all requirements of this solicitation. Purchasing will then review for responsiveness to the requirements of the solicitation. Proposals will be checked for completeness and compliance with instructions.

Evaluation: After the initial review by Purchasing, Proposals will be provided to the Evaluation Committee.

It will evaluate the offers, assigning a score to each. No ties may be assigned. When the Evaluation Committee’s scores are turned in, they will be ranked by Purchasing from most points to least points.

Proposals will be evaluated on the following and may score a maximum of 100 points:

1. Price Proposal. The committee will review the price sheet submitted with each responsive proposal.

(Up to 25 points)

2. Safety Record. Proposer shall provide documentation evidencing the safety record of the proposer in performing similar services, including information as to any safety violations, assessments or citations issues by applicable government agencies in the past five (5) years. (Up to 25 points)

3. Proposer’s Qualifications. Include name, function, and qualifications of key personnel in the organization who will be providing Services and involved in this Project. The key person or contact assigned to this Project shall within the past three (3) years have been conducted and been responsible for providing Services in a similar project or environment. The committee will assign points based on their qualifications, certifications, and the degree of related experience. (Up to 25 points) https://www.nwfsc.edu/about/purchasing/ https://www.nwfsc.edu/about/purchasing/

4. Firm and Staff Experience. The Evaluation Committee will review responsive proposals submitted and evidence provided that demonstrates the experience of the Proposer in offering similar services to other institutions. The committee will assign points based on their qualifications, certifications, and the degree of related experience. References will be considered in this category. (Up to 25 points)

Bid Tabulation and Results: Bid tabulations will be available for review by interested parties once the notice of an intended decision is posted or thirty days after opening the bids.

Authority to Award: The Evaluation Committee will recommend, if any, its top ranked response(s) for award. Award and any following contract will be made according to applicable law and College policy.

2.8 Services to be Provided and Location of Services

Vendor services will be provided at the following Northwest Florida State College facilities. Bidders may submit a bid on one, multiple or all locations. The College reserves the right to award work on all locations to one or more bidders. Additionally, the College reserves the right to award work for all or multiple sites to a single bidder for the efficiency of working with a single contractor, even if the price for all sites in one bid is higher than awarding all sites separately.

Niceville Campus 100 College Boulevard E Niceville, FL 32578

Fort Walton Beach Campus 1170 Martin Luther King Jr Blvd Fort Walton Beach, FL 32547

Robert L.F. Sikes Education Center 805 East James Lee Blvd. (U.S. Hwy. 90) Crestview, FL 32539

Aviation Center of Excellence (Bob Sikes Airport) 3152 Airport Rd.

Crestview, FL 32539

South Walton Campus 109 Greenway Trail Santa Rosa Beach, FL 32459

Chautauqua Center 908 U.S. Highway 90 West DeFuniak Springs, FL 32433

Campus maps can be found here: https://www.nwfsc.edu/campus-maps/

The work to be completed by the Vendor is to be performed in accordance with the schedule of services set by the College and cannot be changed without prior written approval by the College.

Exclusions to the landscape maintenance program and horticultural services are the baseball and softball fields on the Niceville campus' west side.

The costs of services must include all labor, equipment, and materials to perform work at a professionally consistent level. Jobsites must always be left clean, and free of trash, debris, and equipment and materials used.

All employees from any awarded vendor must wear a uniform to perform work at the College. Only uniformed personnel with the vendor company name clearly and professionally labeled on all uniforms https://www.nwfsc.edu/campus-maps/ and labeled vehicles will be allowed on the College premises. All personnel working on the College property are always to adhere to all safety procedures.

Any awarded vendor must complete and provide proof of completion to the College of employee background checks, to include legal residency and authorization to work in the State of Florida.

Any awarded vendor must have least one member of a local (Okaloosa or Walton County, Florida) operations management team who will have designated oversight responsibility for the delivery of the College-contracted landscape maintenance services. That local operations management employee must be available for on-site review of work and meetings at the College’s request.

All fertilization is to be applied by licensed applicator(s) with documentation of the license(s) presented to the College in written form before the application of any fertilizer. License(s) to perform any and all work included within the scope of work must always to be kept current by the vendor and on file with the College.

The Vendor must comply with all applicable local, state, and federal laws, including but not limited to those regarding mixing, loading/unloading, disposal and application of chemicals. Any contamination of water, soil or other areas owned by the College will be the vendor’s sole responsibility for any cost, repair, or liability for any damages.

Primary Components of the Landscape Program Any awarded vendor will be responsible for:

Comprehensive landscape maintenance & horticultural services

• Work scheduling

• All debris collected, created, accumulated will be responsibly removed and disposed of off-site

• Although grounds will be maintained according to standards year-round, attention will be paid to services performed before spring and fall graduations and any other essential operation or event the College notifies the vendor of in writing in advance of provision of the services

Operating Times

• Landscape Maintenance services can be performed Monday through Saturday and cannot start prior to 6:00 a.m. Turf Maintenance includes mowing, trimming, edging, blowing, and fertilization (when applicable).

• See EXHIBIT G for service function frequency schedule.

Landscape Maintenance Inspection and maintenance of the landscape listed below in accordance with industry standards, all applicable local, state, and federal laws, rules, regulations, and ordinances.

Turf Maintenance

• Mowing, Blowing, Trimming & Edging

• Inspection and policing conducted at every site during every property maintenance visit at each NWFSC location for litter, debris, tree limbs and irrigation heads which may not have fully retracted.

Heads are to be manually returned to non-operating position. Damage caused by Vendor shall be reported to NWFSC immediately and repaired as required by Vendor prior to next watering cycle.

• Required Landscape Maintenance Services (see EXHIBIT G) to be conducted weekly at all NWFSC locations during April through October and bi-weekly November through March.

o Turf areas will be thoroughly maintained and evenly cut to a 4” height year- round.

o Parking lot islands shall be mowed with a push mower and edged with an edger. No string trimmers are to be used on these islands.

o Edging of all curbs, walkways, tree rings, turf bed lines and utility apparatus (i.e. valve boxes, manhole covers, drains etc.) with metal blade edger each mowing operation.

o Trimming after each mowing using string trimmer or similar machine to trim grass.

o Blowing will be used to clean entrances, sidewalks, curbs, and parking lots of organic material caused by mowing, edging and string trimming. Discharge/blowing into pond surfaces is prohibited. If mowing extends overnight due to weather conditions, all grounds must be cleaned prior to each crew departure.

Fertilizer (EPA registered products only, low odor, applied on Fridays, Saturdays, Sundays only)

• Spring: Balanced fertilizer with pre-emergent herbicide

• Late Spring: Balanced fertilizer, lower nitrogen than Spring

• Early Fall: Balanced fertilizer with pre-emergent herbicide

• All fertilizing programs for irrigated campus turf areas only will be supplemented by additional nutrients when it becomes necessary and as needed to sustain healthy green turf. All fertilization, weed control, insecticide, fungicide, pesticide chemical applications will be the responsibility of the Vendor and be included in the contracted monthly/annual service pricing.

Insect & Disease Control

• Vendor is responsible for bi-weekly inspections of entire property and treatment of any insect or disease related problem, including but not limited to Grey Leaf Spot, Brown Patch, Take All, Mole Crickets, Chinch Bugs and Grubs.

• Troubleshoot and apply corrective solutions to suppress issues and prevent further infestation.

• Properly deal with continuous or predictable pests and take appropriate preventative measures to control damage.

• Irrigated areas of campuses only.

Shrubs & Ground Cover

General Pruning

• Vendor shall perform pruning and trimming for all shrubs, vines, and ground covers in all plant beds or landscape areas throughout all NWFSC campuses.

• All shrubs shall be regularly pruned to remove dead/damaged wood allowing for natural development.

• All areas shall be pruned bi-weekly during growing months and once per month during dormant months (see EXHIBIT G) with all debris removed and disposed of off- site.

• Hard cutbacks to re-establish shape and size will be conducted by Vendor in late winter, as required for suitable plant species.

Fertilizer/Weed Control (EPA registered products only, low odor, Friday, Saturday & Sundays only)

• Vendor shall have full responsibilities of determining the proper formulation and rates of all fertilizers/nutrients to maintain healthy, vigorous shrubs at a minimum of (2) applications per year.

• The fertilizer type should be specifically labeled for shrubs and ornamentals using industry standards and used in accordance with the manufacturer’s recommendations.

• Facilities Management must provide approval prior to use of any fertilizer plus insect, pest, fungus, disease and/or weed control horticultural chemicals.

• Vendor shall be responsible during every service visit for inspections of the entire property and treatment of any insect or disease related problems.

• Pests will be identified and treated appropriately as required. Products/chemicals used are to be pre-approved by NWFSC Facilities Management Staff.

• Vendor shall remove vines, weeds and volunteer plant materials from beds, shrubs, palms, trees, buildings, signs, fences, or structures.

• Vendor to remove weeds at curbs, pavement lines, beds, tree rings, sidewalks, and buildings.

• Vendor shall be proactive to keep campus weed-free.

2.9 Term

The College intends to offer a non-exclusive, limited period contract to one or more vendors for all or each locations. The College reserves the right to award work on all locations to one or multiple bidders.

2.10 Price

The Bidder must respond with its best price for the Scope of Work. The Bidder must provide total bid prices for the Scope of Work stated in Section 2.8.

Bidders may submit a bid on one, multiple or all locations. The College reserves the right to award work on all locations to one or more bidders. Additionally, the College reserves the right to award work for all or multiple sites to a single bidder for the efficiency of working with a single contractor, even if the price for all sites in one bid is higher than awarding all sites separately.

Additional Price Terms

All the rates and charges submitted in response to this solicitation are firm from the date of submission to the College and are not subject to increase during the term of the contract and any extension or renewal of the contract. If the Bidder anticipates different rates in any potential contract extension years, Bidder must include the price data required in this section for each year for which the contract may be renewed.

The College will not pay for any rates or fees not transparently disclosed to the College in the Bidder's bid, except as expressly provided above regarding union workers.

Any bid containing modifying or escalator clauses will not be considered unless specifically requested by the College in the solicitation document. The College may reject any bid that is unbalanced. A bid will be considered unbalanced when, in the opinion of the Director of Purchasing, the bid allocates a disproportionate share of costs to the price of one or more price items and reduces the costs to the price of another item or items, and if there is a reasonable possibility that the bid will not result in the lowest overall cost to the College.

2.11 Invoicing for Services

Contractor will be required to submit detailed invoices to the College on a schedule to be agreed on by any successful bidder and the College. By submitting a bid, Bidder represents that it agrees to provide on all invoices at least the following information: College purchase order number, Contractor employee name, Contractor FEIN and/or last four digits of Contractor employee social security number, hours worked by assigned employee, cost center or index (provided by College), hourly rate of employee, employee agency fee, billing rate, sub-total by cost center or index, and invoice total.

2.12 Silence of Scope of Work

On any matter on which the Scope of Work appears to be silent, the College is seeking best commercial practices and only materials and services of high quality and correct type, size, fitness for purpose, and design, as applicable.

2.13 Estimated Quantities/Frequency of Services

The College reserves the right to enter any, as many as necessary, or no agreements based on this solicitation to serve the College’s needs. The College reserves the right to increase or decrease estimated quantities specified in this solicitation or to obtain like goods and services from an alternate source at the sole and exclusive discretion of the College. By submission of its response, the Bidder accepts that the quantities provided by the College in this solicitation are estimated quantities that may or may not fluctuate according to the needs of the College. The College shall not be obligated to purchase any minimum or maximum amount of goods and/or services under the terms of any awarded contract.

2.14 Mistakes

In the event of error(s) involving services pricing, the prices listed in the response shall prevail. Bidder is solely responsible for assuring the accuracy of its bid. Bid line items containing erasures or corrections must be initialed for each such erasure or correction, in ink by an individual having authority to bind documents on behalf of the Bidder.

2.15 Time of Completion and Liquidated Damages

Refer to 2.0 Scope of Work.

2.16 Acceptance of Bid

No Bidder shall consider itself under contract after opening and reading of bids until an agreement is signed by the College President, approved by the Board of Trustees, is accompanied by a College Purchase Order, and all steps for Contractor compliance with the agreement terms has been made.

The College will post the Notice of Intent to Award as indicated in the schedule. Following the statutory protest period, the College will post a Notice of Award, which will be submitted for approval to the College’s Board of Trustees. The College will supply an agreement to successful bidder(s) for signature.

The successful bidder(s) shall return a signed agreement, take all compliance actions required by this solicitation and applicable law, and return certificates of insurance and any further proof of bonding necessary to the College. When all signatures and approvals are secured, the College will issue a purchase order and notice to proceed.

3.0 Exhibits

Any exhibit marked "Required” must be included with the submission. Failure to include each required exhibit will result in immediate rejection of the submission.

Exhibit List Exhibit A | Solicitation Acknowledgement – Required

Exhibit B | Proposer Information Form – Required

Exhibit C | Project Reference Form – Required

Exhibit D | Bid Price Sheet – Required

Exhibit E | Drug Free Workplace – Required

Exhibit F | Anti-Coercion Affidavit – Required

Exhibit G | Required Minimum Annual Schedule of Services

Exhibit A Solicitation Acknowledgement

REQUIRED

Remainder of Page Intentionally Left Blank

Exhibit A | Solicitation Acknowledgement Invitation to Bid #2024-2025-02 Landscape Maintenance Services

The undersigned certifies that the response submitted is made without prior understanding, agreement, or connection with any person or business entity submitting a response for the same goods or services and is in all respects fair and without collusion or fraud.

The undersigned understands and agrees that by submitting a response, the entirety of the response is subject to Florida Statues Chapter 119 and will be considered a public record upon solicitation award or recommendation to award. Should the Respondent believe any information submitted is protected from disclosure under Florida’s public records law, the Respondent must provide advance written evidence of a statutory exemption under Florida law that is satisfactory to the College or obtain a protective order. Every specific item of confidential information must be labeled in writing as such when delivered to the College, and the College reserves the right to disregard confidential information markings that are not accompanied by a citation to a current exemption from public disclosure under Florida law. Any item marked “Confidential” that is not accompanied by sufficient evidence of statutory exemption or a protective order shall be considered a public record and by signing below the Respondent agrees to this provision.

The undersigned understands and agrees that any Respondent-suggested changes and inquiries regarding this solicitation are due by the date shown at 1.0 Request for Qualifications – Schedule and Contact Information, and that any Respondent-requested changes to the terms and conditions not already approved in an addendum issued by the College prior to the response due date may be rejected and may (in the College’s complete discretion) result in the rejection of the entire submission.

The undersigned agrees to abide by all conditions of this solicitation and certifies that he or she is authorized to sign this submission for the business entity indicated below.

Respondent Business Entity Name:

Business Address:

Federal Employer ID No.:

Telephone Number:

Printed Name of Authorized Signatory:

Title of Authorized Signatory:

Authorized Signatory Signature:

Exhibit B Proposer Information Form

REQUIRED

Respondent Company Name

Formerly (if any)

Type of Entity

Incorporated in which State and Year

Registered to do Business in

Principal Place of Business

Mailing Address (if different from above)

Name and Title of Contact Person

E-mail Address

Phone Number

Website

Exhibit B | Proposer Information Form Invitation to Bid #2024-2025-02

Exhibit C Project Reference Form

REQUIRED

Project Reference Form

A list of three (3) references to include a contact name, telephone number, email address, year services were completed, and the scope of services performed under the contract.

If applicable, references should be provided for the vendor and all subcontractors to demonstrate their experience in their respective areas.

Contractor should specifically name and reference any continuing services contracts or similar contracts with other entities.

References should be from the last five (5) years.

Do not include as a reference: Northwest Florida State College trustees, personnel, or other representatives.

Business Name

Contact Name

Telephone

Number

Email

Address

Dates/Years of Service(s) Completed

Scope of

Work

Exhibit D Bid Price Sheet

REQUIRED

NICEVILLE CAMPUS

Landscape Maintenance

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

FORT WALTON BEACH CAMPUS

Landscape Maintenance

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

Price Bid Sheet Proposed Detailed Price for Services - Per Exhibit G

ROBERT L.F SIKES EDUCATION CENTER

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

AVIATION CENTER OF EXCELLENCE

Landscape Maintenance

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

SOUTH WALTON CENTER

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

CHAUTAUQUA CENTER

Landscape Maintenance

Price per Service # Services

Per Year

Annual Total (price per service x # services per year)

Campus Access Availability

BASE MAINTENANCE

(Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing) Frequency: 41x per year

41 A

GENERAL PRUNING

(Shrubs, Ground Cover, 10 ft Tree Limb-Up) Frequency: 19x per year

19 A

TURF FERTILIZATION APPS

Frequency: 3 applications per year 3 B

SHRUBBERY & GROUND COVER

FERTILIZATION APPS

Frequency: 2 applications per year

2 B

TURF & SHRUBBERY INSECTICIDE,

FUNGICIDE, PESTICIDE APPS

Frequency: As needed

As Needed (use 1 for this calculation only)

B

Annual Total (Sum of Annual Total Column)

Exhibit E Drug Free Workplace

REQUIRED

Exhibit E Drug Free Workplace

REQUIRED

The undersigned firm in accordance with section 287.087, Florida Statutes, certifies that

__________________________________________________________________________ does:

(Name of Business)

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are proposed a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Submitting Firm's Signature: ___________________________________________

Date: ___________________________________________

Exhibit F Anti-Coercion Affidavit

REQUIRED

The District Board of Trustees of Northwest Florida State College, Florida

Required Affidavit Regarding the Use of Coercion for Labor and Services

Zip:

Contractor Name:

Contractor FEIN:

Contractor’s Authorized Representative Name and Title:

Address:

City: State:

Phone Number:

Email Address:

Section 787.06(13), Florida Statutes requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The District Board of Trustees of Northwest Florida State College, Florida, is a governmental entity for purposes of this statute.

As the person authorized to sign on behalf of the Contractor, I certify that the Contractor identified does not:

• Use or threaten to use physical force against any person;

• Restrain, isolate, or confine or threaten to restrain, isolate, or confine any person without lawful authority and against her or his will;

• Use lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined;

• Destroy, conceal, remove, confiscate, withhold, or possess any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person;

• Cause or threaten to cause financial harm to any person;

• Entice or lure any person by fraud or deceit; or

• Provide a controlled substance as outlined in Schedule I or Schedule II of s. 893.03 to any person for the purpose of exploitation of that person.

Under penalties of perjury, I declare that I have read the foregoing document and the facts stated in it are true.

By:

Authorized Signature

Print Name and Title:

Date:

bmullowney Cross-Out

Exhibit G Required Minimum Annual Schedule of Services

REQUIRED

ADDITIONAL REQUIRED “SEASONAL SERVICES” – TO BE BILLED UPON OCCURRENCE

1 General Pruning: Shrubbery will be pruned with focus on new growth management on an as needed basis during MAR-OCT, dictated by both climate conditions and rainfall/irrigation watering actualization.

Landscape Maintenance Property Visits JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Total

Base Maintenance (Mowing, Trimming, Edging, Weeding Beds, Policing, Debris Removal, Blowing)

2 2 2 5 4 4 5 4 4 5 2 2 41

General Pruning 1 (Shrubs, Ground Cover, 10 ft Tree Limb-Up)

1 1 1 2 2 2 2 2 2 2 1 1 19

Turf Fertilization Applications 1 1 1 3

Shrubbery & Ground Cover Fertilization Applications

1 1 2

Turf & Shrubbery Insecticide, Fungicide, Pesticide Apps

Seasonal Services JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Total

2x Pine Straw Installations 1 1 2

1x Hardwood Mulch Installation

1 1

2x Seasonal Color Installations

(**) (**) 2

1x Palm Tree Pruning (including debris removal)

(**) 1

Complete Irrigation System Inspections

1 1 1 1 1 1 1 1 8

Woods Line Brush Clearing (*) (*) (*) 3

4.0 General Terms and Conditions

4.1 Solicitation Acknowledgment

To ensure acceptance of a response to this solicitation, Bidder must follow the instructions in this solicitation. This solicitation is issued under authority from The District Board of Trustees of Northwest Florida State College and is conducted according to the procedures set out in the Northwest Florida State College Purchasing Manual and applicable provisions of Florida law.

By signing Exhibit B “Solicitation Acknowledgement,” Bidder agrees to the terms and conditions in this solicitation document, including Northwest Florida State College policy, procedure, and requirements incorporated by reference in this solicitation document. Any inquiries regarding or proposed changes to any terms and conditions of this solicitation must be submitted by the “Inquiry Deadline” specified in Section 1.0. The College has no obligation to consider any inquiries submitted after the deadline.

All conditions within Section 2.0 take precedence if they contradict any condition in Section 4.0. Any attempts by the Bidder to alter the terms and conditions in this solicitation are void and unenforceable unless agreed to in a written agreement signed by the Bidder and the College.

4.2. Definitions

When used anywhere in this solicitation document, the following terms have the meanings assigned below:

1) “Bidder” means the business entity submitting a bid, proposal, or reply in response to this solicitation. “Bidder” carries this definition whether capitalized or lowercase.

2) “Board” or “Board of Trustees” means The District Board of Trustees of Northwest Florida State College.

3) “College,” “Owner,” or “NWFSC” is Northwest Florida State College.

4) “Contractor” refers to any Bidder, if any, whose response is selected for award and with whom the College executes a contract. This term may be used interchangeably with “vendor”.

5) “Evaluation Committee” is a group comprised of College employees established to review the responses submitted, score the Proposals in accordance with the criteria, and make a recommendation for award. The Director of Purchasing serves as the non-voting chair of the committee. The College may or may not use an evaluation committee, which is a decision made in the College’s discretion and depending on the type of solicitation.

6) “Response” or “Bid” or “Proposal” refers to a business entity’s submission in response to this solicitation. These terms may be used interchangeably with each other as appropriate to the solicitation.

7) “Responsible” means an entity who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

8) "Responsive” means a bid, proposal, or reply submitted by a responsive and responsible vendor which conforms in all material respects to the solicitation.

If a term does not appear in the solicitation document, it is inapplicable to this solicitation. The terms hold the same meaning whether capitalized or not.

4.3 Registration and No Response

Northwest Florida State College advertises solicitations, addenda, and communications through BidNet's Florida Purchasing Group. Northwest Florida State College welcomes all vendors to register to the Florida Purchasing Group.

Firms must register with BidNet to access and download Northwest Florida State College's solicitations. Access to NWFSC’s BidNet site is free.

The College is not responsible for providing addendum to Bidders who receive solicitations from other sources. Failure to register may cause the firm’s response to be rejected as non-responsive if Bidder’s response does not include an addendum acknowledgement for the most current addendum.

4.4 Sealed Response Deadline

Bidders may withdraw their response via BidNet before the closing date and time. All responses must be submitted via BidNet by the closing date and time.

The College is not responsible for any circumstance resulting in a late submission. Bids received after the bid due date & time will not be considered.

Submissions are considered valid for 120 days from the due date unless otherwise stated in this solicitation.

Once opened, responses become the property of the College and will not be returned to the Bidders.

4.5 Execution of Response

The response must contain a manual or digital signature of an authorized representative of the Bidder on Exhibit B “Solicitation Acknowledgement.” Responses not submitted with a signed “Solicitation Acknowledgement” form shall be rejected.

4.6 Costs

The College is not responsible, accountable, or otherwise liable for any costs incurred by a Bidder in preparing and submitting a response to this solicitation, including those for oral presentations, attending meetings, or any other requirements. All documentation produced as part of this solicitation shall become the exclusive property of the College upon receipt and may not be removed by the Bidder or its agents except as provided in this solicitation. All Bids shall become the property of the College upon opening and will not be returned to the Bidder. To the extent permitted under applicable law, the College shall have the right to use any ideas or adaptations of ideas contained in any response received in response to this solicitation. The selection or rejection of the response will not affect this right.

4.7 Inquiries, Bidder Communications, and Cone of Silence

From the date of issuance of this solicitation until the College takes final agency action, Bidders must not communicate with any College trustee, employee, or representative about this solicitation or Bidder’s response, other than the Purchasing Contact (Section 1.0), except as provided in this solicitation document or as expressly requested by the Purchasing Contact. Unauthorized communication or violations of this restriction constitute grounds for immediate disqualification and rejection of the Bidder’s response.

The Bidder shall review this solicitation in its entirety to determine whether the College’s objective, the scope of services, conditions, and requirements are clearly stated. If a Bidder has any questions regarding this solicitation, Bidder must submit such inquiries and requests for clarification via email to the

Purchasing Department Contact as directed in Section 1.0. Any questions concerning terms, conditions, and/or specifications shall only be directed via e-mail to the Purchasing Contact (Section 1.0). Reference the solicitation number and the relevant section(s), subsection(s), paragraph(s), and page number(s) in all inquiries. The subject line must include the solicitation name and number.

To be considered, any inquiry must be submitted no later than the Inquiry Deadline (Section 1.0). The College will consider the Bidder’s failure to communicate inquiries or request clarifications by the Inquiry Deadline to constitute the Bidder’s acceptance of all the conditions and requirements, as stated in the solicitation documents.

The Purchasing Contact may send inquiries to any or none of the Bidder for clarification of information, if necessary. No additional information may be submitted, or follow-up performed by any Bidder, after the due date for responses, unless expressly permitted or requested by the College. No officer, employee, or other representative of the College other than the Purchasing Department Contact (Section 1.0) will contact Bidders regarding clarification of information.

The College reserves the right to waive minor, nonmaterial irregularities in any or all bids and accept or reject, in part or in full, any or all bids.

4.8 Application Policy, Terms, and Conditions

The policy of The District Board of Trustees of Northwest Florida State College is incorporated in this solicitation and is available at https://www.nwfsc.edu/about/leadership/board-of-trustees/.