RFP 25_014 Landscaping Services R _ P.pdf

RFP #25-014

Landscaping Services for Recreation and Parks

REQUEST FOR PROPOSALS (“RFP”)

PROPOSALS DUE: November 26, 2024, at 2:00 PM EST

NON-MANDATORY PRE-PROPOSAL MEETING, November 11, 2024, 11:00 AM EST https://us06web.zoom.us/j/8146434147?pwd=enE0QWhqUVJQYlJvdlVRZjdtQmorQT09&omn=85996751535

Meeting ID: 814 643 47147 Passcode: K6qKVp

+1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York)

+1 301 715 8592 US (Washington DC)

Firms responding to this RFP (“Offeror(s)”) shall submit sealed proposals (“Proposal(s)”) to be received by the City of Sandy Springs (“City”) no later than November 26, 2024, 2:00 PM EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/view/157725 (“Bonfire”). A Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

1. All communications regarding this procurement must be with the assigned Procurement Officer, Edward McAdoo III, purchasing@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Vendor Discussion:

https://sandysprings.bonfirehub.com/projects/view/157725. Questions are due no later than November

15 , 2024, 5:00 PM EST. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at https://sandysprings.bonfirehub.com/projects/view/157725. It is the Offeror’s responsibility to check

Bonfire for any addenda or other communications related to this procurement.

https://us06web.zoom.us/j/8146434147?pwd=enE0QWhqUVJQYlJvdlVRZjdtQmorQT09&omn=85996751535 https://sandysprings.bonfirehub.com/projects/view/ https://sandysprings.bonfirehub.com/projects/view/ https://sandysprings.bonfirehub.com/projects/view/17847 https://sandysprings.bonfirehub.com/projects/view/17847

4. The form of contract (“Contract”) the City intends to execute with the selected Offeror is included as Attachment A for review. Offerors are urged to read this Contract carefully, including exhibits, prior to submitting a Proposal. In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question-and-answer period. The Procurement Officer will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If an Offeror is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

5. The City reserves the right to reject all Proposals and to waive technicalities and informalities, and to make award in the best interest of the City.

6. An Offeror’s RFP Checklist is provided for your convenience below. This checklist is provided for assistance only and should not be submitted with the Proposal.

7. The City is not responsible for any technical related difficulties. It is highly recommended that all Offerors submit their Proposals prior to the due date of this solicitation.

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: INTRODUCTION

SECTION 2: SCOPE OF WORK

SECTION 3: PERSONNEL AND OPERATIONS

SECTION 4: PROPOSAL SUBMITTAL REQUIREMENTS

SECTION 5: EVALUATION

SECTION 6: PRE-SUBMISSION INQUIRIES

SECTION 7: SUBMITTALS

SECTION 8: COMMUNICATIONS

SECTION 9: SCHEDULE OF EVENTS

SECTION 10: TERMS AND CONDITIONS

SECTION 11: CONTRACT INFORMATION

PROPOSAL SIGNATURE AND CERTIFICATION

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal (“Offeror”) for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this Proposal and certify that I am authorized to sign this Proposal for Offeror. I further certify that the provisions of O.C.G.A. § 45-10-20, et seq. have not been violated and will not be violated in any respect.

Print/Type Offeror Name Here: _______________________________________________

Authorized Signature for Offeror: _______________________________________________ Print/Type Signatory Name: _______________________________________________ Date: _______________________________________________

OFFEROR’S RFP CHECKLIST

Critical Things to Keep in Mind When Responding to an RFP for the City of Sandy Springs

1. _______ Read the entire document. Note critical items such as: supplies/services required; submittal dates; number of copies required for submittal; contract requirements, if any (e.g. bonding and insurance requirements).

2. _______ Note the Procurement Officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information.

3. _______ Attend the pre-Proposal conference. These conferences provide an opportunity to ask questions, obtain a better understanding of the Project, or to notify the

City of any ambiguities, inconsistencies, or errors in the RFP. This conference is voluntary, but all potential Offerors are strongly encouraged to attend.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the Procurement Officer by the due date listed in the RFP and view the answers given in any formal “addenda” issued for the RFP. All addenda issued for this RFP will be posted at https://sandysprings.bonfirehub.com/projects/view/157725.

5. _______ Follow the format required in the RFP when preparing a Proposal. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or Evaluation Committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. Proposals are evaluated based on the information and materials provided in response to the RFP.

7. _______ Use the forms provided in the procurement package, if any.

8. _______ Review the RFP document again to make sure that you have addressed all requirements. The submittal in Bonfire will be provided to individuals evaluating

Proposals and will be used to rank your Proposal.

9. _______ Submit the Proposal on time. Note all the dates and times listed in this RFP and be sure to submit all required items on time. Late Proposals will not be accepted.

This checklist is provided for assistance only and should not be submitted with your Proposal.

SECTION 1: INTRODUCTION

Provide Recreation and Parks Landscape Maintenance Services consisting of, but not limited to, the following: Mowing, Pruning, Fertilization, Pre and Post-emergent herbicide, weed removal, pruning of trees and shrubs removal of sticks, limbs or other organic material provided the removal could be managed without the use of equipment, cleaning of all hard surfaces, removal of leaves in conjunction with seasonal dormancy of deciduous trees and shrubs and any additional maintenance required by the individual specifications of each park or property. The Contractor shall also be responsible for all equipment, vehicles, and facilities existing within the present property boundaries being used within this Scope of Work.

The Contractor guarantees the use of horticultural standards provided in the American National Standard Institute (ANSI) 300 and Z60.1 for workmanship and materials used. The contractor will adhere to all current State and Federal construction Manual of Uniform Traffic Control Devices (MUTCD) and GDOT technical standards and specifications for roads, sidewalks, right of ways, or minor construction, including, but not limited to, street traffic, pedestrian traffic, traffic control devices, and work zone safety. The Contractor shall maintain a presence in the City from 8am to 4pm Monday through Friday except in cases of inclement weather or other life-threatening situations that involve evacuation. The Contractor shall assume responsibility for the cost of employing the workforce to maintain the City's facilities.

This is a best value source selection procurement, based upon the performance price trade-off (“PPT”) model. This process is a simplified best value source selection strategy that permits a trade-off between price and performance in reaching the award decision. There are three (3) evaluation factors: Technical Proposal, Past Performance/Reference and Cost/Price.

The City may award without discussions. Therefore, the Offeror’s Proposal should contain the Offeror’s best terms for Technical Proposal, Past Performance/Reference and Cost/Price as described herein. The City reserves the right to conduct discussions if they are later determined to be necessary. If the City awards without discussions, the Offeror may be given the opportunity to clarify certain aspects of its Proposal or to resolve minor or clerical errors.

General Information about the City

Incorporated in 2005, the City of Sandy Springs is home to more than 108,000 residents and is corporate home to a robust business community. Sandy Springs is located in Atlanta’s dynamic north metro area, less than an hour from the world’s busiest airport, Hartsfield Jackson International Airport. It is the second largest city in the Atlanta metropolitan area, including: a world-class medical center; multiple Fortune 500 corporate headquarters; a national river corridor; award-winning parks; and green neighborhoods.

SECTION 2: SCOPE OF WORK

Provide Recreation and Parks Landscape Maintenance Services consisting of, but not limited to, the following: Mowing, Pruning, Fertilization, Pre and Post-emergent herbicide, weed removal, pruning of trees and shrubs removal of sticks, limbs or other organic material provided the removal could be managed without the use of equipment, cleaning of all hard surfaces, removal of leaves in conjunction with seasonal dormancy of deciduous trees and shrubs and any additional maintenance required by the individual specifications of each park or property. The Contractor shall also be responsible for all equipment, vehicles, and facilities existing within the present property boundaries being used within this Scope of Work.

The Contractor guarantees the use of horticultural standards provided in the American National Standard Institute (ANSI) 300 and Z60.1 for workmanship and materials used. The contractor will adhere to all current State and Federal construction Manual of Uniform Traffic Control Devices (MUTCD) and GDOT technical standards and specifications for roads, sidewalks, right of ways, or minor construction, including, but not limited to, street traffic, pedestrian traffic, traffic control devices, and work zone safety. The Contractor shall maintain a presence in the City from 8am to 4pm Monday through Friday except in cases of inclement weather or other life-threatening situations that involve evacuation. The Contractor shall assume responsibility for the cost of employing the workforce to maintain the City's facilities.

General Practice Guidelines for Materials and Execution

A. Mowing

Grass shall be cut every five working days during the growing season, alternating the mowing direction where feasible, prior to each mowing all litter and debris shall be removed. Preferred mowing height for Zoysia is 2.0-2.5” inches and Bermuda shall be mowed at 1.5-2.0” during the growing season. All other turf is to be kept at 2.5-3.0” inches during the growing season and not less than 2.0” inches throughout the rest of the year. It’s important to maintain a uniform lawn height to avoid scalping. Contractor is responsible for any damages incurred as a result of mower damage to trees and shrubs and must be repair or replace any such damage at no cost to the City. Properly maintained tree wells are encouraged to minimize such damage.

B. Turf Edging and Trimming

Mechanically trim all landscape turf edges after mowing. Edges include all form lawn parameters and tree wells in lawn areas. Clean debris from hardscapes and non-turf landscape areas, remove larger debris.

Trim all formal lawn areas that cannot be reached by mower after every mowing. Areas to be trimmed include any lawn adjacent to poles, signs, bollards, trees, walls, and all other obstacles. Perform trimming to the same height as mowing. Contractor is responsible for any damages incurred as a result of trimmer and edger damage to trees and shrubs and must repair or replace any such damage at no cost to the City. Properly maintained tree walls are encouraged to minimize such damage. The use of herbicide is prohibited to reduce the frequency of string trimming unless authorized by City Landscape Manager.

Erosion is greatly reduced by letting turf grow to the edges of hardscapes, fences, drain-inlets, and drainage swells.

C. Turf Fertilization/Weed Control/Turf Aeration

Fertilize landscape turf areas with a well-balanced, slow-release fertilizer as required to provide vigorous deep rooting and a healthy green appearance year-round. Submit a fertilizer schedule, listing proposed materials, application rates and times with your submittal prior to performing work. The City may choose a schedule that indicates either or both types of fertilizer. Approved fertilizer schedule must include three to five applications per year. No more than one pound of nitrogen per thousand square feet per application, and no more than four pounds of nitrogen per thousand square feet applied annually. Turf, shrub, ground cover areas, curbs, gutters, and concrete medians shall be kept free of weeds. Pre-emergent shall be applied to all lawn and plant bed areas to prevent germination of weeds and thus helping to prevent new growth. This shall be applied at a minimum of three (3) times annually. The use of contact herbicides may be considered during the growing season to control noxious and difficult to control perennial weeds. The aeration of warm season turn shall occur once, annually in late spring. Aerate with a vertically operated core aerator utilizing shaft mounted ½” hollow tines. Core shall be made 4” on center to a 3” depth. Drag turf to break up plugs.

D. Pruning

Shrubs shall be maintained to sustain attractive and healthy plants that are characteristic of the species.

The goal is to develop a lush, natural appearance, promote flowering and keep pruning and trimming to a minimum for cost effectiveness. Hand pruning is encouraged on all plant material to maintain a natural shape. Pruning must be performed by trained personnel in accordance with accepted horticultural practices. Prune to enhance the natural growth and shape of plant materials and intended function of the planting. Prune back branches as needed when interfering with walks, buildings, signage, fire control utilities, site lighting, security, safety visibility and vehicular circulation. Prune dead and broken branches quarterly and more frequent as required. The branches are to be kept at minimum height of 7 feet from the ground. Where plant sizes must be controlled because of inadequate space for the plant, prune to reduce size by cutting individual branches or stems to interior lateral branches at appropriate locations.

Plants having adequate space for development shall instead by selectively pruned on an as needed basis.

E. Leaf/Branch and Debris Removal

Keep walkways, patios, planting beds, roadway gutters and lawn areas free of leaves and branches on a weekly basis throughout the year. In autumn leaf removal shall occur at each visit as needed to prevent smothering of turn and groundcovers and excessive clumping when mulch mowing. City preference is that whenever safety and plant health are not compromised that leaves remain on-site only as needed to maintain a neat appearance and the health of the planting. Remove all trash from landscaping beds, turf areas and parking lots on a weekly basis.

F. Seasonal Color

Removal and install of seasonal color twice per year. Add soil when necessary and fertilize with slow-release fertilizer. A mix of seasonal interest including annuals, perennials, evergreens and vines may be used. Year-round maintenance is required including watering and trimming. Mulching is required. Plants that perish during the season must be replaced to keep planters looking full. Contractor will get approval on plant choice from Landscape manager before installation.

G. Integrated Pest Management and Pesticide Applications

An integrated pest management program shall be implemented to:

1. Maintain healthy, attractive plants, maximize resistance to pests and outcompete weeds.

2. Monitor for presence of pest and to evaluate pest impact on plant health, appearance, and nuisance to public.

3. Provide control treatments that have minimal negative effects on all but the pest and protect air and water quality.

The nuisance level generated by pest insects, disease, and weeds must be assessed prior to consider treating a landscaped area. Environmental, aesthetic or economic damage must be present to qualify the presence of undesirable species as a nuisance. Different areas of the City will have different thresholds for aesthetics: the planting bed in front of a landmark building should be maintained with higher standards than a remote patch of forest.

When selecting a correcting measure, the following criteria should be applied:

1. Least disruptive of naturally occurring controls;

2. Least hazardous to human health;

3. Least toxic to non-target organisms;

4. Least damaging to the general environment, surface and ground water, and overall ecosystem function and stability;

5. Most likely to produce a permanent reduction in the environment's ability to support target pests;

6. Economic and environmental cost-effectiveness in the short- and long-term.

I. Implementation

1. The Landscape Manager in the Recreation and Parks Department is the designated IPM Coordinator.

2. The contractor is responsible for keeping accurate records and results of all IPM (Integrated Pest Management) treatments, to include how, when, by whom, where and why the treatment was applied – see reporting section below.

PARK/PROPERTY LIST

Refer to General Practice Guidelines for Materials and Execution for Services Required explanation.

1. & 34. N. Greenway 70 Abernathy Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning, Seasonal Color (8 pots)*****

2. S. Greenway 75 Abernathy Rd.

Services Required: Mowing, IPM, Edging and Trimming, Weed Control in natural areas only, Leaf/Branch Removal, Debris Removal, Pruning

3. Northwood 110 Northwood Dr.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

4. Marsh Creek 100 Johnson Ferry Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

5. L.C. Preserve 7300 Brandon Mill Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control in designated areas only (refer to LC map), Leaf/Branch Removal, Debris Removal, Pruning by request only.

6. Overlook Park 400 Morgan Falls Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

7. Hammond Park 705 Hammond Dr.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning. Contractor not responsible for synthetic field.

8. Ridgeview Park 5200 S. Trimble Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control in natural areas only, Leaf/Branch Removal, Debris Removal, Pruning

9. Grace Park 4811 East Conway Dr. and corner of Mt. Paran Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

10. Arts center 254 Johnson Ferry Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

11. Ed Morley Park 640 Spalding Court and Spalding Dr.

Services Required: IPM, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning.

12. Eagle Park 5455 Dupree Drive at Powers Ferry and Mount Vernon Hwy.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

13. Allen Park 83 Allen Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning.

14. Crooked Creek 3000 River Exchange Dr.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning.

15. Dog park 100 Morgan Falls Rd.

Services Required: Mowing, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal.

16. Windsor Meadows Park 835 Windsor Pkwy.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control in natural areas only, Leaf/Branch Removal, Debris Removal, Pruning

17. Big Trees Forest Preserve 7645 Roswell Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning.

18. River Shore Meadows Park 6285 River Shore Pkwy

Services required: Mowing, Edging and Trimming, Leaf/Branch Removal, Weed Control in Natural areas only, Debris Removal, and Pruning.

19. Shore Pkwy Services required: Mowing, Edging and Trimming, Leaf/Branch Removal, Weed Control in Natural areas only, Debris Removal, and Pruning.

20. Sandy Springs Tennis Center 500 Abernathy Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning.

Note: Areas to be maintained do not include anything inside the fence of tennis play.

21. Abernathy Median Brandon Mill Rd. east to Glenridge Drive

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

22. Johnson Ferry Median River Valley to Redding Drive and Redding Drive to North Mill Rd.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

23. Cherry Tree Berm 6656 Cherry Tree Ln. (at Abernathy Rd. in the Right of Way)

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

24. Siren 1 Riverside Dr/Mt. Vernon

Services Required: IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning

25. Siren 2 Mount Vernon/Northside Dr.

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning

26. Mayors Tree Mount Vernon Hwy. and Hammond Drive

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

27. 6500 Old Riverside Dr.

Services: (Bi-Weekly) Required: Bush Hog late spring and mid fall in designated areas.

28. Glenridge Median Triangle median at the intersection of Glenridge Dr. and Hammond Dr.

Services Required: (Bi-weekly) Mowing, Edging and Trimming, Leaf/Branch Removal, Debris Removal.

29. Roswell Rd and Hooch Crossing 9200 Roswell Road (south of the Chattahoochee Bridge in the Right of Way)

Services Required: (Bi Weekly) Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning

30. Mayors Interchange Northridge & 400

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration, Leaf/Branch Removal, Debris Removal, Pruning

31. Springway Trail 100 Morgan Falls Rd

Services Required: (Bi-weekly) Mowing, Edging and Trimming, Leaf/Branch Removal, Debris Removal.

32. Morgan Falls Athletic Building 450 Morgan Falls Place (Small brown building in front of cell tower)

Services Required: (Bi-weekly) Mowing, Edging and Trimming, Leaf/Branch Removal, Debris Removal

33. Cliffwood Greenspace 115 and 125 Cliftwood Dr.

Services Required: (Bi-weekly) Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal, Pruning

34. Roswell Road Planters (Seasonal Color) 25 Planters (18sqft. Each)

Remove and install seasonal color twice per year. Add soil when necessary and fertilize with slow-release fertilizer. A mix of seasonal interest including annuals, perennials, evergreens, and vines may be used. Year-round maintenance required including watering and trimming.

Schools- Biweekly

35. Ison Springs Elementary School 8621 Ison Rd.

Services Required: Mowing, IPM, Edging, Fertilization/Weed Control, Aeration of sports field only, Leaf/Branch Removal, Debris Removal, Pruning of plants in playground area.

36. Lake Forest Elementary School 5920 Sandy Springs Circle

Services Required: (Athletic field only) Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Aeration of sports field only, Leaf/Branch Removal, Debris Removal.

37. Dunwoody Springs Elementary School 8100 Roberts Dr

Services Required: Mowing, IPM, Edging and Trimming, Fertilization/Weed Control, Leaf/Branch Removal, Debris Removal. Contractor not responsible for synthetic turf field.

City Owned Residential Lots (44 in Total) Locations:

336 Hammond Drive 336 Boylston

360 Hammond Drive 6049 Boylston

372 Hammond Drive 6038 Harlston Drive

380 Hammond Drive 6017 Kayron Drive

390 Hammond Drive 623 Lorrell Terrace

400 Hammond Drive 633 Lorrell Terrace

418 Hammond Drive 6020 Glenridge Drive

446 Hammond Drive 145 N. Mill Rd

465 Hammond Drive 505 Pine Forest Rd

524 Hammond Drive 510 Pine Forest Rd

550 Hammond Drive 520 Pine Forest Rd

564 Hammond Drive 550 Pine Forest Rd

576 Hammond Drive 805 E. Powderhorn Rd

590 Hammond Drive 4685 Hitching Post Trail

600 Hammond Drive 5201 Powers Ferry Rd

610 Hammond Drive 145 Mount Vernon Hwy.

630 Hammond Drive 6026 Kayron Drive

640 Hammond Drive 4685 Kitty Hawk Dr

650 Hammond Drive 305 Breakwater Ridge

660 Hammond Drive 383 Morgan Falls Rd.

424 Hammond Drive 514 Hammond Drive

385 Morgan Falls Rd. 6880 Riverside Drive

Services Required: Mowing, Edging curb, Branch and Debris Removal. Keep ivy removed from trees.

Compliance

Contractor shall Develop Standard Operating Procedures (SOP's) for all tasks performed under this scope of work for use by the staff and be made available to the Director of Recreation and Parks or their designee, for review, comment and approval.

The Contractor shall utilize a computerized work order management system, such as Lucity or the City’s current system, provided by the City, to document all maintenance activities for the workforce. The City and their representatives shall have the right to inspect these records during normal business hours. The City shall provide one tablet per crew, in addition the City shall provide the data service plan for each tablet.

Perform task planning and scheduling for the workforce utilizing the maintenance management system and document the completion of those work tasks in the form of completed work orders that detail the date and time tasks are completed, address/location of task, labor and equipment resources utilized and any other relevant data or as requested by the City; these documents and any others are to be turned in on a weekly basis. Work shall include the preventive and corrective maintenance of the City's property and equipment consistent with current practice. These reports shall be made available for inspection to the City, upon request.

Contractor shall work within the guidelines of the City's Emergency Response Plan in the event of a natural disaster.

Contractor shall perform other services; including assistance to other entities within the City as directed by the Director of Recreation or Parks or their designee and the contractors available certain resources including but not limited to equipment and labor the contractors scheduling and performance requirements. Such services must be preauthorized by the City and the cost of the services will be negotiated, if needed, between the City and the contractor prior to any work being performed. Any additional cost that may be incurred as a result of this request is to be quoted and approved prior to commencing with said work.

If there is an emergency requiring the Contractor to purchase a repair part and incur an expense on behalf of the City, the Contractor will be responsible to document and immediately notify the City's representative of the occurrence. Any repair parts purchased on behalf of the City under an emergency condition will be reimbursed to the Contractor upon presentation of a proper receipt or copy of an invoice with appropriate justification of the purchase. Reimbursement will be the direct cost.

On a "best efforts" basis during any facility rehabilitation effort, the Contractor shall comply with all State and Federal Permit requirements. This clause does not relieve the Contractor from any negligent acts on the part of its staff. Upon completion of any facility rehabilitation, the Contractor's liability under this clause shall resume.

Perform other professional services that are incidental to the Scope of Services as directed by the City.

Such services must be pre-authorized by the City and additional compensation to the Contractor will be negotiated on a case-by-case basis.

On a monthly and annual basis provide sufficient reporting of both work in progress and work completed, by individual elements, on behalf of the City. The format of these reports will be developed in coordination with the City. At a minimum these reports will include a listing of work orders outstanding, the plan and schedule for completion of that work and work orders completed to date.

Holiday Schedule:

The following dates are considered to be holidays under this scope of work:

• New Year’s Day

• Martin Luther King, Jr.’s Birthday

• Presidents Day

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Thanksgiving Day

• Day After Thanksgiving Day

• Christmas Day

Reporting:

The Contractor shall, on a per project basis, report to the City the following:

1. Weekly, no later than Thursday, 12:00pm noon of each week, Contractor shall provide the City with a written report detailing the activities of the contractor in providing services detailed in the statement of work for the preceding 7 days.

2. Weekly, no later than Thursday, 12:00pm noon of each week, Contractor shall provide the City with a written report detailing the planned activities of the contractor for the following 7 days.

3. By the fifth (5th) of each month, the contractor shall provide the City with a report showing services rendered in the prior month, plan for services delivery in the current month, including comparative data to be provided in a format approved by the City.

4. Oral reports to the City shall be made more frequently than written reports as determine by the City.

Contractor agrees to fulfill any additional reasonable reporting requests made by the City Manager, or his designee. The Contractor shall remain in daily communication throughout the term of this contract for the purpose of discussing service goals, service delivery, performance standards and any other issues that may arise under this contract or related to the provision of services.

5. The format and method of delivery for any reports required hereunder shall be as approved by the

City of Sandy Springs.

6. All emergency response reporting and documentation shall be provided in accordance with NIMS and

FEMA guidelines to include but not limited to proper quantity, description, cost, and time requirements.

Health and Safety Requirements

1. Report any personnel accident within 24 hours to the City.

2. Report all damage of contractor operated/maintained City owned equipment to the City within 24 hours after the occurrence.

3. Submit a quarterly report to the City to include the following:

A. The number of training sessions conducted.

B. Number of OSHA recordable injuries.

C. Number of Loss of time injuries

4. Vehicle Operators shall have appropriate class driver’s license for vehicle being operated.

5. Conduct weekly “tailgate” safety meetings and provide attendance records to the City on a weekly basis no later than Thursday 12:00 pm noon.

6. Have one person holding a Georgia Department of Agriculture-Pesticide Contractors License.

Contractor Performance Evaluation

The City shall conduct a monthly performance evaluation for the preceding month with the contractor’s project manager. Such evaluations may be provided to the contractor on or before the tenth (10th) day of the of the following month. The evaluations will cover any or all of the following:

• Work Completion

• Work Quality

• Work Quantity

• Work order paperwork completion

• Crew performance including;

1. Proper attire for the job including work boots (no graphic t-shirts, or leisure ware).

2. Crew attitude and willingness to perform scope of services.

3. Arriving on time for work.

4. Adequate job knowledge to perform tasks according to industry standards

• Accuracy and completeness of proper billing and within a timely manner.

Unsatisfactory performance ratings are subject to corrective action in accordance with the terms and conditions of the contract.

At no additional cost to the City, Contractor employee(s) determined to be not capable of performing this scope of work may be requested to be removed and replaced. Contractor shall be responsible for filling replacement personnel within a period of no more than Thirty (30) Days. If a position remains open longer than thirty days, the contractor may be required to remit a portion of the contract monies earned equivalent to the earnings of that position back to the City.

Performance

All work performed shall be in accordance with ANSI Z60.1 Nursery Stock Standards and ANSI A300 Tree Care and Planting Details. The contractor will adhere to all current State and Federal construction safety regulations, including OSHA regulations. The Contractor shall maintain a safe work zone for their employees and for pedestrian and vehicular traffic. All water used on the project must be from a metered source. It is the responsibility of the contractor obtain a meter from the operator of the water system they are drawing from, either City of Atlanta, Fulton, DeKalb and/or Gwinnett County

SECTION 3: PERSONNEL AND EQUIPMENT

The City shall require a minimum of a seven-person team, with two of those members being in the position of a foreman. Proposers are allowed to reduce staff during the months of Dec-Feb, please provide strategy for downsizing during the provided months while maintaining optimal service, in addition to strategy for increasing staff starting in March

The contractor shall have a minimum of two (2)-Open Landscape Trucks or Box Trucks each shall be equipped with the appropriate strobe lights, and warning placards. Each vehicle shall have a AVL tracking device that provides real-time data, and historical data to include but not limited to speed and idle time updated at an interval no more than thirty seconds Please provide an equipment list.

SECTION 4: PROPOSAL SUBMITTAL REQUIREMENTS

A. Proposal Submission

1. Economy of Presentation. Each Proposal shall be prepared simply and economically, providing straight-forward, concise delineation of the Offeror's capabilities to satisfy the requirements of this RFP. Colored displays and promotional materials are not required or encouraged. Each Proposal must emphasize completeness and clarity of content. To expedite evaluation of Proposals, it is essential that Offerors follow the format and instructions contained herein.

2. Form of Submittal. Proposals will be submitted and evaluated in three (3) components:

Technical Proposal, Cost/Fee Proposal, and Past Performance/Reference. All components shall be submitted separately through Bonfire at:

https://sandysprings.bonfirehub.com/opportunities/157725 no later than 2:00 p.m. EST on November 26 , 2024.

A Proposal received after this date and time or at any other location will not be accepted or considered. The City is not responsible for delays caused for any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

Proposals failing to comply with the instructions contained in this RFP may be found to be nonresponsive. The City may also choose not to evaluate, may deem nonresponsive, and/or may https://sandysprings.bonfirehub.com/opportunities/ disqualify from further consideration any Proposals that do not follow the format required by this RFP, are difficult to understand, are difficult to read, or are missing any requested information.

3. Late Submissions, Withdrawals, and Corrections

a. Late Proposal. Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be Offeror’s sole risk to assure submittal to Bonfire by the designated time.

b. Proposal Withdrawal. An Offeror requesting to withdraw its Proposal prior to the Proposal due date and time may submit a letter to the Purchasing Officer requesting to withdraw. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror.

An Offeror requesting to withdraw after the Proposal has been opened will be required to submit a letter with documented facts supporting the reason for withdrawal within two (2) business days of the opening. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind the firm. The Offeror must present clear and convincing evidence that an unintentional error was made. Generally, Proposal withdrawals after Proposal due date/time for reasons other than obvious clerical errors are not permitted.

c. Proposal Correction. If an error is If an error is discovered prior to the opening of a Proposal, an Offeror may submit a corrected Proposal. The corrected Proposal should be clearly marked that it supersedes the Proposal originally submitted. If an obvious clerical error is discovered after the Proposal has been opened, Offeror may submit a letter to the Purchasing Officer within two (2) business days of opening, requesting that the error be corrected. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror. The Offeror must present clear and convincing evidence that an unintentional error was made. The Purchasing Officer will review the correction request and a judgment will be made. Generally, modifications to opened Proposals for reasons other than obvious clerical errors are not permitted.

B. Proposal Contents

Proposals shall be submitted to the City of Sandy Springs Purchasing Department, as noted below.

Proposals should be limited to twenty (20) pages and include:

Component I: Capabilities and Approaches

1. Operational Plan

• Include a work plan in sufficient detail to determine how day to day activities will be handled.

• Methods for ensuring high-quality work and standards for maintenance and care.

• Present any efforts to minimize environmental impacts such as water conservation.

2. Project Management

• Please provide the resume of the proposed project manager, this position shall have a minimum of 3 of years in providing landscaping services.

• Include any relevant certifications and licenses.

• Include any proposed subcontractors.

3. Organizational

• How many years has your organization operated under its current company name? If the Offeror has operated under other names, list names, dates of use,

• Include any relevant certifications and licenses.

Component II: Performance Confidence

• Provide three examples of current or prior experience providing similar services or operations.

Each example must include:

o Overview of Offeror’s scope of work for the reference provided.

o Dates of involvement.

o Email address and/or phone number to contact.

Section III. Cost/Price Proposal

• Complete Exhibit B in the Contract package

SECTION 5: EVALUATION

A. General Information

The RFP and Proposals will enable the City to gather additional information and identify a qualified Offeror to perform the services described in the Scope of Services and specifications. The City will conduct a comprehensive, fair and impartial evaluation of all proposals received. An evaluation committee will be established by the City to evaluate the proposals (“Evaluation Committee”). The City reserves the right to determine that no qualified Proposals have been received and reject all Proposals.

B. Best Value Evaluation

The City will evaluate Proposals and select the Proposal that represents the best value for the City. By submission of its Proposal, the Offeror accedes to all requirements of this procurement, including terms and conditions, representations and certifications and technical requirements. Failure to meet a requirement may result in a Proposal being determined technically unacceptable.

C. Administrative Review

All Proposals received will be reviewed by the Purchasing Office, a division of the City’s Finance Department, to ensure that all administrative requirements of the RFP package have been met by the Offerors. Each Proposal shall be reviewed to ensure that the Offeror has followed all guidelines for Proposal submittal including, but not limited to: submission of a separately packaged Technical Proposal, Cost/Fee Proposal and Past Performance/References; only technical information is included in the Technical Proposal; only cost information is included in the Cost/Fee Proposal; and all documents requiring a signature have been signed and included. Failure to meet these requirements may be cause for rejection of a Proposal. All Technical Proposals that meet the administrative requirements will then be turned over to the Evaluation Committee for further consideration.

D. Scoring of Proposals

1. Technical Proposal. Utilizing the information submitted in response to Section 2 & 3 and elsewhere in this RFP, the Evaluation Committee will consider the following factors during the evaluation of the Technical Proposal:

a. Capabilities and Approaches: Provide a detailed and complete response for the items requested in Section 4, Component I

b. Past Performance/Reference: Provide a detailed and complete response for the items requested in Section 4, Component II

As part of the Technical Proposal evaluation, the City will contact some or all of the references listed by the Offeror in its Technical Proposal. The City may also obtain data independently from other governmental and commercial sources, at its sole discretion. The purpose of this evaluation is to allow the City to assess the Offeror’s ability to perform the effort described in this RFP based on the Offeror’s demonstrated past performance. The City may also visit current Offeror operated facilities to evaluate Offeror customer service, facility maintenance, and general appearance of such locations.

2. Past Performance-References

Any information received by the Evaluation Committee after the Offeror’s Proposal will be used to further evaluate the short-listed Offerors. Final approval of a selected Offeror is subject to the City’s Purchasing Policies.

3. Cost/Fee Proposal. Cost/Fee Proposals will be evaluated separately from Technical Proposals. While the Cost/Fee Proposal is important to the City, cost will not be the sole determining factor in selecting an Operator. This is a best value evaluation, and the City reserves the right to award based on considerations other than the best Cost/Fee Proposal.

The City reserves the right to negotiate with one (1) or more Offerors should the City deem it is in its best interest to negotiate. To facilitate negotiations, the City reserves the right to revise and/or alter the Project scope. The City reserves the right to suspend negotiations with one (1) Offeror and to enter negotiations with another Offeror.

Submission of a Proposal indicates the Offeror’s acceptance of the described evaluation methodology and the Offeror’s recognition that some subjective judgments must be made by the City.

The Cost/Fee proposal should include granular detail by Stage and Phase of project (as proposed).

Ancillary services proposed by the Offer not directly requested via this RFP shall include separate cost/fee information.

E. Formal Interviews and Presentations

After the initial Proposal evaluation, one (1) or more Offerors may be invited to meet with members of the Evaluation Committee for a formal interview. At the City’s discretion, selected Offerors may be interviewed and re-evaluated based upon additional information received in these meetings against criteria stated in this RFP. Offerors may be asked to provide the Evaluation Committee supplemental information regarding demonstrated competence and qualifications, feasibility of implementing the Project as proposed, ability to meet schedules, costing methodology, or other factors as appropriate.

Any information requested by the Evaluation Committee subsequent to submission of the Offeror’s Proposal will be used to further evaluate the selected Offerors. Final approval of a selected Offeror is subject to the City’s Purchasing Policies and the approval of the City’s governing body.

Formal interviews and presentations are anticipated to be held on the date(s) set forth in Section 8.

Each Offeror invited for formal interview will be contacted with a scheduled appointment time.

F. Negotiation and Best and Final Offer (as applicable)

1. If the City deems it is in its best interest to retain the services of one (1) or more Offerors, the City reserves the right to negotiate a revised scope and/or fees. Negotiations will encompass all phases of work, including but not limited to: hourly rates, fees for services, a “not to exceed” contract amount, as well as any other items the City deems appropriate.

2. If negotiations are successful, the City and the successful Offeror will enter into an agreement to develop the services as outlined in this RFP. If an acceptable agreement cannot be reached between the City and the successful Offeror, the City may choose to negotiate with other Offeror(s).

3. Separate meetings with more than one (1) Offeror may be conducted during the same time frame; however, negotiation sessions with an Offeror will not be held in the presence of another Offeror.

4. “Best and final offer” is an option available to the City under the RFP process, which permits the City to request a “best and final offer” from one (1) or more Offerors if additional information is required to make a final decision. Offerors may be contacted to request that they submit their “best and final offer,” which must include any and all discussed revisions.

Offerors submitting Proposals should be aware that the Evaluation Committee has sole discretion to determine what constitutes the “best value and offer” for the City. Consequently, Offerors are urged to submit their best possible terms in their original submittal.

SECTION 6: PRE-SUBMISSION INQUIRIES

All questions or requests for clarification shall be sent via Bonfire under Message – Vendor Discussions:

https://sandysprings.bonfirehub.com/projects/view/157725 https://sandysprings.bonfirehub.com/projects/view/ or directed to: purchasing@sandyspringsga.gov.

Questions are due no later than November 20, 2024, 5:00 PM EST. Questions received after this date and time may not be answered.

Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at:

https://sandysprings.bonfirehub.com/projects/view/157725

It is the Offeror’s responsibility to check Bonfire frequently for any addenda or other communications related to this procurement.

SECTION 7: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/opportunities/157725 no later than 2:00 PM EST on November 26 , 2024.

A Proposal received after this date and time or at any other location will not be accepted or considered.

The City is not responsible for delays caused for any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

SECTION 8: COMMUNICATIONS

Questions or comments regarding this procurement shall be submitted in writing via e-mail to the Procurement Officer ONLY (see address below). The Offeror shall clearly reference the section and page numbers of the RFP which are applicable to the question(s) or comment(s) submitted.

Note: Oral questions will not be accepted due to the possibility of misunderstanding or misinterpretation.

The principal point of contact for this procurement is the Procurement Officer, Edward McAdoo III, Senior Buyer for the City. Mr. McAdoo III can be reached via e-mail at purchasing@sandyspringsga.gov. Until an Operator is selected and the selection is announced regarding the procurement, elected officials, Evaluation Committee members, employees of the City, and contracted personnel receiving information and documents regarding this procurement are not allowed to communicate regarding the procurement for any reason with any potential or interested contractors, vendors, City staff, or contracted personnel except through the City's Procurement Officer or designated successor.

For violation of this restriction, the City reserves the right to reject…