RFP-24-01-PROS (Mowing, Trimming _ Weed Control Services)2-1-24.pdf

Page 1 of 18 Rev. 9/2023

Request for Proposal

RFP-24-01-PROS

Mowing, Trimming, and Weed Control

Services

Proposals must be uploaded to the Rocky Mountain E-

Purchasing System, Bidnet®, at:

https://www.bidnetdirect.com/Colorado/CityofLafayette

RFP Release Date: February 1, 2024

Proposal Due Date: March 6, 2024, 5:00PM MT

City of Lafayette 1290 South Public Road Lafayette, Colorado 80026

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Contents

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

NON-COLLUSION CERTIFICATE

1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision

Statement of Values

PURPOSE

1.2. SCHEDULE OF ACTIVITIES

1.3. ADMINISTRATIVE INFORMATION

1.3.I. Official Means of Communication

1.3.II. Modification or Withdrawal of Proposals

1.3.III. Proposal Submission

1.3.IV. Addendum or Supplement to Request for Proposal

1.3.V. Oral Presentations/Site Visits

1.3.VI. Incurring Costs

1.3.VII. Confidentiality

1.3.VIII. Acceptance of RFP terms

1.3.IX. Independent Price Determination

1.3.X. Conflicts of Interest/Ethics

1.3.XI. Protested Solicitations and Awards

1.4. CONTRACT AND TERM

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.1. INSURANCE REQUIREMENTS

2.2. BONDS

2.3. MANDATORY SUBMISSION REQUIREMENTS

2.4. SCOPE OF WORK

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

3.2. EVALUATION COMMITTEE

3.3. PROPOSAL EVALUATION CRITERIA

3.4. DEMONSTRATIONS AND DISCUSSIONS

3.5. SINGLE PROPOSAL

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3.6. AWARD

APPENDIX A – MAPS

APPENDIX B – PRICE SHEET

APPENDIX C – SAMPLE CONTRACT

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REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

RFP-24-01-PROS

Proposal Submission Deadline:

March 6, 2024, 5:00PM MT

Submit Sealed Proposals to:

bidnetdirect.com/Colorado/CityofLafayette

Project Manager:

Zack Juth

Zachary.Juth@lafayetteco.gov

Procurement Manager:

Elizabeth Messner

Elizabeth.Messner@lafayetteco.gov

Mowing, Trimming, and Weed Control Services

The Request for Proposal Cover Sheet and Non-Collusion Certificate must be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. Verifiable digital signatures are accepted.

Legal Company Name (Offeror):

Authorized Signature:

Typed/Printed Name:

Title:

F.E.I.N.

Company Address:

City: State: Zip:

Contact for clarifications:

Title:

Email Address:

Phone Number:

By signing this Request for Proposal Cover Sheet, the authorized agent acknowledges acceptance of all terms and conditions of this solicitation.

ONLINE PROPOSAL SUBMISSION: Offerors must be registered with the Rocky Mountain E-Purchasing

System at https://www.bidnetdirect.com prior to the due date and time so that the proposal and other required information may be uploaded. Proposals sent by other methods will not be accepted.

Please be advised that telegraphic or electronic responses (Email, Fax, Drop Box, Etc.) CANNOT BE

ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

https://www.bidnetdirect.com/colorado/cityoflafayette mailto:Zachary.Juth@lafayetteco.gov mailto:Elizabeth.Messner@lafayetteco.gov

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NON-COLLUSION CERTIFICATE

The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Lafayette for consideration in the award of a Contract for 2024

Mowing, Trimming, and Weed Control Services

(Offeror Name)

By: _______________________________________________

(Authorized Signature)

Title: _______________________________________________

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1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision

Lafayette’s panoramic view of the Rocky Mountains inspires our view into the future. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles. We envision a future that mixes small town livability with balanced growth and superior city services.

Statement of Values

We foresee a strong economy that is diverse and sustainable, attracts innovators, encourages a balance of big and small businesses, and meets the community’s needs.

We intend to shape the future through strengthening our voice on environmental stewardship and social issues, taking an active role in sustainability and strategic planning development, and facilitating leadership development and fresh thinking.

We strive to be a connected community that encourages cooperative relationships and inclusivity, expects accessibility and communication, nurtures resiliency, appreciates multiculturalism, and humanizes physical and social interactions within the City.

We support placemaking endeavors that stimulate historic preservation and the arts, encourage open space stewardship and networking of neighborhoods, and promote comprehensive planning and livability.

PURPOSE

The Lafayette Parks Division is seeking proposals for the mowing and trimming of the

Lafayette Cemetery, Coal Creek Cemetery, Highway 287 corridor, Baseline Road, and select native areas as further detailed in Appendix A, Maps.

1.2. SCHEDULE OF ACTIVITIES

Activity Date and Time

RFP Issued via Rocky Mountain E-

Purchasing System/Bidnet February 1, 2024

Pre-Proposal Conference Optional site visits if requested; see

Sec. 1.3.V for details.

Prospective Vendors Written Inquiry

Deadline (No questions will be accepted after this date and time.)

February 15, 2024, 5:00PM MT

City’s Response to Written Inquiry On or around February 23, 2024

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Proposal Submission Deadline March 6, 2024, 5:00PM MT

Interviews/Demonstrations Week of March 11, 2024

1.3. ADMINISTRATIVE INFORMATION

1.3.I. Official Means of Communication

The RFP is published on the Rocky Mountain E-Purchasing System (Bidnet), so that proposals may be uploaded electronically to that system. The uploaded proposals are sealed by the system and can’t be viewed by the Procurement department or the evaluators until the due date and time have passed. This meets the Colorado procurement code requirement of “sealed proposals”.

The Procurement Manager will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor.

Offerors may make written inquires by submitting them in Bidnet Direct to obtain clarification of requirements in this RFP. No inquiries will be accepted after the date and time indicated in Section 1.2., Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

The only official response to an Offeror's inquiries are those responses that are published as a modification in Bidnet. Offerors should not rely on any other statements, whether written or verbal, that alter any specification or other term or condition of this RFP.

It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such postings prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.3.II. Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by an Offeror up to twenty-four (24) hours prior to the established due date and time. Withdrawal of an Offeror’s proposal after award is prohibited.

1.3.III. Proposal Submission

Proposals must be uploaded to Bidnet at https://www.bidnetdirect.com/Colorado/CityofLafayette on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is uploaded on or before the closing date and time.

The Request for Proposal Cover Sheet and the Non-Collusion Certificate must both be signed in ink or with a verifiable digital signature by the Offeror or an officer of the

Offeror legally authorized to bind the Offeror and returned with the proposal.

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1.3.IV. Addendum or Supplement to Request for Proposal

In the event that it becomes necessary to revise any part of all of this RFP, an addendum notice will be published on Bidnet. It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such addendum.

1.3.V. Oral Presentations/Site Visits

Offerors interested in touring the sites prior to submitting a bid may make an appointment with the Project Manager using the contact information located on the

Cover Sheet. Site visits are not mandatory in order to submit a bid.

The City may, it its sole discretion, request that Offerors make an oral presentation.

Please note the date(s) listed in Section 1.2 for presentations.

1.3.VI. Incurring Costs

Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, proposal development and materials, meetings, presentations, or negotiations.

1.3.VII. Confidentiality

Following the proposal submission deadline, individuals/entities may request from the

City a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with exception of information determined to be a trade secret or confidential or proprietary, per §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records

Act.

An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal. Commingling of confidential information and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

In no event shall an entire proposal be classified as confidential.

Any additional Offeror information, which many be a part of evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

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1.3.VIII. Acceptance of RFP terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations shall include acknowledgement of this condition. The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the City, unless otherwise specified in this solicitation.

A submission in response to this RFP acknowledges acceptance by the Offeror of all terms and conditions as set forth herein. An Offeror shall identify clearly and thoroughly any variations between its proposal and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancelation of the award to that Offeror.

1.3.IX. Independent Price Determination

By its signature on the Cover Page and Certificate of Non-Collusion the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition per §6-4-101, C.R.S., et seq., (Colorado

Antitrust Act of 1992) as amended.

1.3.X. Conflicts of Interest/Ethics

The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the City’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposal subcontractors or partners, or any related business with the City.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions.

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1.3.XI. Protested Solicitations and Awards

Any actual or prospective vendor or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the City’s Finance Department. The protest shall be submitted in writing to the Procurement contact listed above within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto (emphasis added).

With regard to the emphasized language above, it is important for Offerors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

Announcement of the apparent winning vendor will be made via a posting on Bidnet. The requirement for timely submission of any protest (seven (7) working days) will begin no later than the first working day following posting of the award notice on Bidnet.

1.4. CONTRACT AND TERM

The City’s Sample GENERAL CONTRACT- SERVICES ONLY (“Contract”) is included as

Appendix B of this RFP. Any exceptions to the Contract documentation will be taken into consideration when evaluating proposals submitted. Offerors should submit any requested modifications in a redlined copy of the City’s Contract when submitting their proposal.

The City reserves the right to reject any or all proposed modifications.

The initial term of the awarded Contract is anticipated to begin on or around April 15, 2024, and end on October 25, 2024.

The City may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the City chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.1. INSURANCE REQUIREMENTS

Offeror shall, at its own expense, keep in full force and effect during the term of any Contract resulting from this solicitation, and during the term of any extension or amendment to that

Contract, insurance as stated below:

• Commercial General Liability Insurance with minimum combined single limits of One

Million Dollars and No Cents ($1,000,000.00) for each occurrence and One Million

Five Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate

• If professional services are provided, Professional Liability Insurance with limits of

One Million Dollars and No Cents ($1,000,000.00) per claim and One Million Five

Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate.

• Workers’ Compensation Insurance to cover all obligations imposed by applicable laws for all of the Offeror’s employees engaged in the performance of work under any

Contract resulting from this solicitation, based on statutory limits prescribed by and in accordance with Colorado law. In the event any services are performed by a

Page 11 of 18 Rev. 9/2023 subcontractor, the Offeror shall require such subcontractor to provide workers’ compensation insurance for its employees.

• Comprehensive Automotive Liability Insurance for the duration of any Contract resulting from this solicitation, covering all owned, non-owned, and hired vehicles used in connection with the work performed by or on behalf of the Offeror under that

Contract, in an amount not less than Five Hundred Thousand Dollars and No Cents

($500,000.00) combined single limit per occurrence for bodily injury and property damage.

2.2. BONDS

Each bid shall be accompanied by a bid guarantee bond, or certified cashier's check made payable

City of Lafayette in an amount not less than five (5) percent of the amount of the bid as a guarantee that the bidder will execute the Contract, if awarded. The bond shall be forfeited to the City if a bid is accepted and the bidder fails to sign the contract within fifteen (15) days of contract acceptance.

2.3. MANDATORY SUBMISSION REQUIREMENTS

• Signed Request for Proposal Cover Sheet and Non-Collusion Certificate/Cover Letter

• Proposal, including information on weed control in specified areas. These areas are described as Highway 287, Baseline Road, a portion of S. Boulder Road, and the

Lafayette Tech Center traffic islands. When submitting your proposal, please also provide a written narrative that defines the methods and means by which the proposing firm will perform the Scope of Work outlined in this RFP. An enhancement to the Scope of Work may be submitted on a separate sheet.

• Complete APPENDIX B, Price Sheet – Costs are on a weekly basis with a maximum time of twenty-eight (28) weeks for each area. Please bid each area separately, with cost breakdowns. For example: X amount to mow Coal Creek Cemetery one time plus costs for the entire season.

• At least three (3) reference contacts for similar work, including agency names and contact information for individuals who can speak to the team’s qualifications.

• Licenses – List all licenses, certifications and bonding of personnel employed by

Contractor.

• Insurance Information

• Bid Bond, if required

• Completed W-9

• A Customer Support/Staffing Plan detailing all personnel and subconsultants proposed for assignment to the Project team. Identify the names and experience of staff dedicated to addressing issues that may arise during the term of a contract with the City.

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▪ All key personnel identified in the Staffing Plan shall remain on the team for the duration of the procurement process and execution of the project. If circumstances require a change in the Staffing Plan, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize the change, recognizing that certain circumstances may occur that are beyond control. Unauthorized changes to the Staffing Plan during the procurement process may result in disqualification of a proposal or termination of the contract.

• Proposals will be considered only from firms or individuals that are well established in an appropriate field, who are financially responsible, and who have the resources and ability to provide services in a professional and timely manner. Please provide company information, including answers to the below:

▪ How long has the company been in business in this name and any previous names that the company has operated under?

▪ What are the standard services that the company provides?

▪ Has the company been involved in any litigation or lawsuits in the last five (5) years? If yes, please describe.

▪ Has the company been involved in a bankruptcy or reorganization proceeding? If yes, please describe.

▪ Has the company been refused any surety, bond, or liability insurance in the past ten (10) years? If yes, please describe.

▪ Has the company, or any officer or partner, even failed to complete a contract? If yes, please describe.

2.4. SCOPE OF WORK

287 Corridor, Coal Creek Cemetery & Lafayette Cemetery-The maintenance agreement will be for weekly mowing & trimming for approximately twenty-eight weeks per year beginning mid-April through mid-October 2024. The agreement could vary with the presence of a drought or unusual weather conditions. The City of Lafayette reserves the right to change mowing as determined by the Parks Superintendent. The following areas include detail of each service location:

• Lafayette Cemetery is located at 201 West Baseline Road. It has approximately

160,000 square feet of turf. Contractor is required to mow turf to three inches and trim around all headstones, posts, trees, and shrubs, under fences, and along driveways. Trash must be picked up to prevent it being ground up and spread over the area through mowers. Mowing day schedule may need to be adjusted in the event of a burial. The contract will require a one-time broadleaf herbicide application annually between the 1st and 3rd week of May.

• Coal Creek Cemetery is located at 1751 Highway 42, Louisville, Colorado. It has approximately 50,000 square feet of turf. Contractor is required to mow turf to three inches and trim around all headstones, posts, trees, shrubs, under fences, along driveways and around mausoleums. Trash must be picked up to prevent it being

Page 13 of 18 Rev. 9/2023 ground up and spread over the area through mowers. Mowing day schedule may need to be adjusted in the event of a burial.

• Highway 287 Mowing - Contractor is required to mow approximately 28 acres of turf to 3” height of cut and trim around all signs, trees, shrubs, planting beds and walkways. Trash must be picked up to prevent it being ground up and spread over the area through mowers. Location of Highway 287 service area is dictated by attached maps.

• Highway 287, Baseline Rd., and a portion of S. Boulder Rd Weed Control – Weed control shall commence annually in April (weather permitting). Contractor shall use pre-emergent with non-selective herbicide. Contractor shall spray all landscaped and rock beds; cracks in patterned and un-patterned concrete to include all center islands of Hwy 287 from the north entrance of Wal-Mart to the southern Exempla

Circle intersection. Contractor shall also spray all plant and rock beds, pedestrian islands, and cracks in patterned and un-patterned concrete at each of the corners where Highway 287 intersects with Baseline Road, South Boulder Road, South Public

Road, Highway 42, and Exempla Circle (southernmost intersection). Roadway and pedestrian islands on Baseline Road between Crossing Dr. and Roser Dr. are to be included. Islands on South Boulder Road between Coal Creek Dr. and Minotaur Cir.

are included. All unwanted vegetation must be controlled every two weeks throughout the season until mid-October.

• Lafayette Tech Center Traffic Islands Weed Control - Weed control on the traffic islands (see map) shall commence annually in April (weather permitting). Contractor shall use pre-emergent with a non-selective herbicide. Contactor shall control weeds in stamped concrete, to include the concrete joints in curb and gutter. All unwanted vegetation must be controlled every two weeks throughout the season until mid-

October.

Native Areas - The maintenance agreement will be for monthly mowing and trimming (at a height of 5” & with 2 mowing’s in the month of May) and trimming during the months of May

– October 2024. The agreement could vary with the presence of a drought or unusual weather conditions. The City of Lafayette reserves the right to change the scope of service as determined by the Parks Superintendent. Native areas include (maps provided):

• Police Station

• N. 111th St.

• Waneka Lake Park Native Areas

• Baseline Rd.

• Cherrywood Detention

• Public Rd. (east of round-about)

• S. Boulder Rd. (north side of road across from Centaurus High School)

• Great Bark Dog Park

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3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted. The award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City, taking into consideration the price and evaluation factors set forth in this Request for Proposal.

3.2. EVALUATION COMMITTEE

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

• Selecting committee members who do not have a conflict of interest regarding this solicitation.

• Facilitating the independent review of proposals.

• Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

• Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

3.3. PROPOSAL EVALUATION CRITERIA

• The City will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the City has the authority to waive non-material mandatory requirements in certain circumstances. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the

City, can be considered for a Contract resulting from this solicitation.

• Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

• The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

Related experience for similar types of service 20 points

Adequate equipment and support services to perform the contract 20 points

References/Performance History 20 points

Overall Proposal Quality 20 points

Price 20 points

TOTAL SCORE 100 points

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3.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Based on the evaluations, a limited number of firms may be invited for an interview with City staff. The City reserves the right to modify and change any or all portions of the evaluation and selection process. Discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the City’s requirements and the Offerors’ proposals; and

b. Facilitate a Contract that will be most advantageous to the City taking into consideration price and the other evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

3.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or Offerors had reasonable opportunity to respond.

3.6. AWARD

A Notice of Intent to Award will be published on Bidnet.

The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in Section 3.3. The City intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the City, price and other factors considered.

The City reserves the right to award to multiple offerors if is determined to be in the best interest of the City.

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APPENDIX A – MAPS

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APPENDIX B – PRICE SHEET

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APPENDIX C – SAMPLE CONTRACT