RFP Exterior Landscape Maintenance Services.pdf

GEORGIA WORLD CONGRESS CENTER AUTHORITY

(GWCCA)

REQUEST FOR PROPOSALS

RFP # GWCCA112524RCB

EXTERIOR LANDSCAPE MAINTENANCE SERVICES

November 25, 2024

SECTION I

PROCUREMENT OBJECTIVE

1. Summary Statement

Notice is hereby given that the Georgia World Congress Center Authority (GWCCA) (hereafter referred to as “Authority” or “Owner”) is soliciting competitive sealed proposals from experienced companies specializing in providing Exterior Landscape Maintenance Services for large public facilities as further described herein and in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP).

This project includes, but is not limited to, providing comprehensive Exterior Landscape Maintenance Services for facilities of the Georgia World Congress Center Authority (GWCCA), which includes the Georgia World Congress Center and Centennial Olympic Park (COP). The contract, if awarded, will be administrated by the Georgia World Congress Center Authority Facility Management Department or other designee, located at 285 International Blvd. N.W. Atlanta, Georgia 30313.

All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The Authority retains the right to reject any or all submittals and/or proposals, and to waive technicalities, irregularities, and informalities, and retains the right to cancel or conclude this procurement at any time without selecting a firm to provide the described services, without any liability to any respondents, or any other person or entity, and is under no obligation to make an award relating to this RFP to any person or entity. The final terms of any Agreement for the project contemplated by this procurement will be determined by the Authority; subject, in all cases, to strict compliance with the applicable provisions of the laws of the State of Georgia

2. Issuing Officer and Authority Contract

This RFP is being issued by the Georgia World Congress Center Authority which is the only office authorized to change, modify, clarify, etc., the provisions of this RFP and to award any contract(s) resulting from the RFP.

The Issuing Officer and sole point of contact for administrative and technical issues regarding this RFP is:

Roni Bell, Issuing Officer

Georgia World Congress Center Authority 285 International Boulevard, NW

Atlanta, Georgia 30313-1591 Telephone: (404) 223-4217 E-mail: ronbell@gwcc.com

The Issuing Officer may designate others to act on his/her behalf. The Authority may change the Issuing Officer or the limits of his/her authority at its discretion.

3. Mandatory Pre-Proposal Conference/Site Visit

The Mandatory Pre-Proposal Conference/Site Visit will be held:

Tuesday, December 10th at 12:30 p.m.

Georgia World Congress Center Sales and Events Services Conference Boardroom, Admin. Office Tower- Building B 285 Andrew Young International Boulevard Atlanta, GA. 30313 mailto:ronbell@gwcc.com

Late arrivals shall be subject to dismissal, all vendors are cautioned to arrive on time. Attendance at the Pre-Proposal Conference/Site Visit is mandatory from start to finish for submitted proposals to be considered. A maximum of two

(2) representatives from each firm may attend. Directions to the facilities are available at www.gwcca.org. For information regarding this conference contact the Issuing Officer 404-223-4217.

The purpose of this conference will be to clarify the contents of this Request for Proposal in order to help ensure a thorough understanding of the Authority’s requirements. Any questions as to the requirements of this Request for Proposal, or any apparent omission or discrepancy should be presented to the Authority’s representatives at this conference. This conference also provides a forum by which interested parties will have equal access to relevant RFP information prior to the final proposal submission.

4. Schedule of RFP Events

The following Schedule of Events represents the Authority’s best estimate of the schedule that will be followed. All times indicated are Eastern Standard Time. The Authority reserves the right to adjust the schedule as deemed necessary. If a component of this schedule, such as the close date, is delayed, the rest of the schedule may be shifted as appropriate.

5. Obtaining Proposal Documents

The complete RFP package Documents, scope of work, proposal form and associated Addendum (if issued) will be PUBLICLY POSTED on the GEORGIA PROCUREMENT REGISTRY at the following web address (and may be directly downloaded using Acrobat 7.0):

https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

6. Proposal Submission and Deadline

Proposals are to be addressed and delivered, on or before the submission deadline, as follows:

One (1) Original copy (clearly marked) and four (4) complete hardcopies, One (1) USB containing a complete copy of solicitation response to:

Georgia World Congress Center Authority Purchasing Department 285 Andrew Young International Boulevard Atlanta, Georgia 30313 Attn: Roni Bell, Issuing Officer

Event Date Time

a. Authority issues RFP 11/25/2024

b. Mandatory Pre-Proposal Conference/Site Visit Georgia World Congress Center/COP 12/10/2024 12:30PM

c. Deadline for submission of written questions and requests for clarification 12/12/2024 2:00PM

d. Answers to questions posted 12/16/2024

e. Deadline for submission of Proposals 12/30/2024 10:00AM https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

All copies of the proposal shall be submitted in a sealed, opaque envelope or box, words “SEALED PROPOSAL”, RFP # GWCCA112524RCB clearly indicated, along with Proposer’s name and address, on the outside of all the sealed envelope(s) and/or box(es). No telephone, email, or facsimile proposals will be considered.

Sealed proposals sent by courier, mail, etc., should be addressed to the Issuing Officer and should be received no later than the proposal deadline (December 30, 2024, by 10:00 AM).

Proposers are solely responsible for ensuring delivery of proposals to, and in the hands of, the Issuing Officer by the date and time indicated. The mere fact that the proposal was dispatched or mailed may not be considered. Any proposal received after the date and time specified or improperly marked, prepared, or submitted may not be eligible for consideration and may be returned unopened. Proposals will not be publicly opened.

7. Duration of Offer

Once submitted, a proposal becomes the property of the Authority and constitutes an offer by the Proposer that may not be revoked or withdrawn after the time set for deadline for receipt of proposals and shall remain open for acceptance for a period of One Hundred and Twenty (120) days following such time, and thereafter only in writing.

8. Restriction of Communication

From the issue date of this RFP until a successful Proposer is selected and the selection is announced, Proposers are not allowed to communicate for any reason with any Authority staff except through the Issuing Officer named herein, or during the Proposer's conference (if applicable), or as provided by existing work agreement(s). For violation of this provision, the Authority shall reserve the right to reject the proposal of the offending Proposer. No individual, other than the Issuing Officer is authorized to amend any part of this RFP in any respect, by an oral statement, or to make any representation of interpretation in conflict with provision of this RFP prior to the proposal submission date.

END OF SECTION

SECTION II

BACKGROUND and INTENT

General Information

1. Organizational Context

The Georgia World Congress Center Authority (GWCCA) campus, which includes Georgia World Congress Center, Centennial Olympic Park, Mercedes-Benz Stadium, and Signia by Hilton Atlanta, is the largest combined convention, sports, and entertainment campus in North America. Since 2014, GWCCA has managed and operated the Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. These facilities exist for the primary benefit of promoting and facilitating events and activities that generate economic benefits to the citizens of the state of Georgia as well as enhance the quality of life for every Georgian.

Georgia World Congress Center Georgia World Congress Center is the largest LEED Gold certified convention center in the world and continues to be one of the nation’s premier destinations for conventions, trade shows, film production, and much more. GWCC encompasses

3.9 million square feet and is among the largest convention centers in the nation in terms of exhibit space. GWCC features 13 exhibit halls offering 1.5 million square feet of prime exhibit space in addition to 98 meeting rooms, 3 auditoriums, 2 grand ballrooms, and various outdoors spaces and plazas. Georgia International Plaza includes a parking deck and pedestrian plaza on Andrew Young International Boulevard adjacent to Georgia World Congress Center and Mercedes-Benz Stadium.

Centennial Olympic Park Commemorating the 1996 Centennial Olympic Games, Centennial Olympic Park (COP) is a 22-acre urban oasis in the center of Atlanta’s dynamic downtown entertainment district and is operated by Georgia World Congress Center Authority.

COP’s great lawn provides natural seating for 20,000 and new features make it the ideal location for a variety of events.

Centennial Olympic Park is located adjacent to the Georgia World Congress Center.

Mercedes-Benz Stadium/The Home Depot Backyard The 71,000-seat Mercedes-Benz Stadium (MBS) is home to the Atlanta Falcons and Atlanta United and annually hosts the AFLAC Kickoff Game, Chick-fil-A Peach Bowl, SEC Football Championship Game along with other special events and concerts that provide fans with an unparalleled experience while contributing to the economic growth and success of Atlanta and the state of Georgia. Sitting in the former footprint of the Georgia Dome, The Home Depot Backyard functions as a fan experience zone and parking lot during events at MBS, and as greenspace open to the public on non-event days.

Savannah Convention Center In 2014, the Georgia International Maritime and Trade Center Authority (now Savannah-Georgia Convention Center Authority) approved the selection of GWCCA to manage and operate the Savannah International Trade & Convention Center

– today known as Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. The 330,000-square-foot SCC currently features 100,000 square feet of exhibit space, a 367-seat auditorium, 50,000 square feet of prime meeting space consisting of 13 meeting rooms, a 25,000-square-foot Grand Ballroom, and four executive board rooms. In fiscal year 2020, the Georgia General Assembly approved $70M in bonds for an expansion project that will double the exhibit hall space as well as offer a 40,000 square-foot ballroom, 15 new meetings rooms, and a 900-space parking deck. The SCC expansion project broke ground in March 2021.

Signia by Hilton Atlanta Owned by GWCCA and managed by Hilton Management Services, Signia by Hilton Atlanta is the city’s largest downtown ground-up hotel development project in 40 years. The 453-foot-high, 976-room hotel overlooks Mercedes-Benz Stadium and is connected to Georgia World Congress Center’s Building C. Signia by Hilton Atlanta offers more than 100,000 square feet of meeting space, including the largest hotel ballroom in Georgia, an outdoor event deck and lawn, and three boardrooms. The hotel also features eight signature food and beverage experiences, including three restaurants and three bars, as well as world-class amenities, including a spa, beauty bar and fitness center with yoga stations, Peloton bikes and more.

The Authority enjoys a strong service reputation based upon our ability to provide a superior facility and related services.

The following Request for Proposals will be used to select an organization to partner with the Authority to deliver a service to our customers in a manner that complements our ongoing operations and commitment to excellence and sustainability.

2. Intent

The Georgia World Congress Center Authority will consider proposals from qualified and experienced firms ordinarily engaged in the business of providing exterior landscape maintenance services, as described herein and in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP). It is the desire of the Georgia World Congress Center Authority to minimize the amount of material sent to landfills and incinerators, while increasing the amount and types of material that are recycled or reused to the highest level possible.

The Authority intends to make a single award to the highest scored proposer (s) meeting all requirements herein, but reserves the right to make a split award if deemed in the best interest of the State.

3. Term

Initial term of the agreement shall be for approximately three (3) years.

Renewal Option: After the initial term, the Owner reserves the right to extend the term for two (2) consecutive one-year periods at its sole discretion.

The selected Proposer will be required to execute a contract consistent with the terms and conditions of this RFP and the Authority’s attached Pro Forma Agreement.

Extension: In the event that this contract shall terminate or be likely to terminate prior to the making of an award for a new contract for this commodity, the Authority may, with the written consent of the Vendor extend this Contract for such period as may be necessary to afford the Authority continuous service as provided by this Contract.

SECTION III

SCOPE OF SERVICES

I. PURPOSE

Proposals are being requested for Exterior Landscape Maintenance Services, campus wide as described and specified within this document. Any omissions from these specifications and supplemental specifications of any details or descriptions concerning any point, product, or service shall be regarded as meaning that only the best commercial practices are to prevail, and only services of the highest standards are required. Interpretations of these specifications shall be made upon the basis of the preceding statement during award consideration.

II. GENERAL SCOPE / SPECIFICATIONS

The overall scope of this RFP is concerned with landscape services for all three facilities of the Authority. Proposers are cautioned to completely familiarize themselves with all of the requirements prior to proposing. Contract(s) may be awarded to one or more contractors for any, all, or portions of, the listed scopes.

The Owner is interested in receiving proposals that address a comprehensive solution to the Exterior Landscape Maintenance Services described herein for each facility. The initial term of each scope of services is three (3) years with two (2) renewal options. It is envisioned that a successful maintenance program will ensure optimum economic benefit, extend the life of and protect building assets, help the Owner manage schedules, and provide accountability for services. The General Scopes of Services is as follows:

1. Contractor shall provide services for Landscape Maintenance, including but not limited to mowing, watering, fertilizing, weeding, spraying, policing, edging, mulching, re-seeding, re-sodding, irrigation, and pruning throughout the areas indicated.

2. All mulch/pine straw areas will be re-mulched/strawed two (2) to four (4) inches at least twice per year with spot repairs conducted as needed.

3. Seasonal Color will be changed out two (2) times per year; plants on 10” centers except when other spacing is called for.

4. Contractor shall provide all services in a good workmanlike manner, maintaining vitality of all existing lawns and plant materials. All work shall be performed in accordance with American Landscaping Contractors Association.

5. Contractor shall provide periodic inspections of landscape areas and furnish periodic reports of conditions and remedial actions. Service report shall be turned in monthly describing services rendered, problem area(s), corrective action(s), etc.

6. The Contractor shall promptly correct any and all work that is deemed unsatisfactory to the Owner

7. Furthermore, Contractor shall immediately report to Owner any observed deficiency that could cause damage or destruction to any plant material including any maintenance deficiencies with water supply or the irrigation systems.

8. All equipment and materials of the Contractor that are stored on site must be stored in areas designated by the Owner.

9. Operate, monitor and maintain all irrigation systems.

10. Soil samples shall be taken once per year in October and submitted to the University of Georgia Ag Services Lab. Their recommendation(s) will be followed to maintain optimum fertility and pH levels. Turf tissue samples shall be taken in June and also submitted to University of Georgia Ag Services Lab.

11. Staffing: Contractor shall have one (1) experienced gardener with vehicle on the property five (5) days a week. Minimum 40 hours per week. Gardner reports to Owner.

12. Quality Control Program: Provide your detailed 12 month program to ensure that your services will meet or exceed the requirements of the contract. Include all landscape functions and timing. Plan must be detailed. Plan must also include dedicated equipment for use on property. Include make/model, year, hour meter (if applicable).

III. SPECIFIC SCOPE OF SERVICES BY CATEGORY

For services on the premises of each facility (each area), the successful contractor(s) will perform, as a minimum, the following services: Turf Management, Shrub and Ground Cover Management, Tree Management, Flower Bed Installation and Management and Irrigation System Management.

1. Turf Management

1.1 MOWING: Lawn-turf shall be mowed at least once a week throughout the growing season to assure a well-manicured appearance at all times. More frequent mowings may be required during the peak growing season. Cutting height shall be adjusted according to the type of grass. Research has shown that grass clippings are beneficial to the lawn and do not promote thatch. Clippings shall be left on the lawn unless the condition of the turf and the location of the turf in the landscape warrant their removal for aesthetic reasons. Mow Hybrid Bermuda grass and Zoysia grass to a height of 1/2 to 1 inch. Only reel mowers will be used to cut Hybrid Bermuda and Zoysia grass. Contractor shall make every effort to keep the grass clippings out of water features.

1.2 FERTILIZATION: Fertilizer will be applied during the growing season as needed to obtain optimum color and growth.

1.3 CHEMICAL WEED CONTROL: Pre-emergent herbicide will be applied to prevent certain seasonal weeds. A post-emergent herbicide will also be used when required.

1.4 PEST CONTROL: The turf areas shall be scouted for pests and shall be sprayed with an approved pesticide on an “as- needed” basis to assure optimum health and beauty.

1.5 EDGING AND WEED-EATING: Turf adjoining walks, paved drives, shrub beds and trees shall be kept neatly trimmed at all times.

1.6 LEAVES: Leaves and other debris shall be removed from all turf and hardscape areas as required. Any leaves or debris blown into the water features shall be removed by the Contractor.

1.7 SOIL/TISSUE TESTING AND LIMING: A soil test shall be taken each October and turf tissue samples collected in June.

Lime shall be applied according to recommendations if needed.

1.8 AERATION: All turf areas will be core aerated at least once per year; twice per year for Centennial Olympic Park.

Aeration to be done with a PTO driven, deep core aerator, pulling true vertical plugs to minimize turf damage. The aerator must be capable of pulling cores at a minimum 4” depth and minimum surface spacing of 3”. All cores must be either collected and removed or scarified after aeration with all hard surfaces blown clean of any debris. All irrigation must be marked prior to aeration to avoid damage to irrigation components.

1.9 OVERSEEDING: Fescue turf shall be over-seeded for healthy turf density.

2. Shrub/Ground Cover Services

2.1 FERTILIZER: Fertilizer shall be applied during the growing season to assure optimum growth or flowering.

2.2 WEED CONTROL: Pre-emergent herbicide shall be applied to prevent the germination of certain seasonal bed weeds. A post-emergent herbicide shall be used on an “as-needed” basis to kill existing weeds.

2.3 PEST CONTROL: Plants shall be scouted for harmful pests and sprayed with an approved pesticide as needed. The type of pesticide used and frequency of application will depend on the plant species, time of year and type of pest.

2.4 PRUNING: Spring-flowering shrubs shall be pruned after they bloom while summer flowering shrubs shall be pruned during the growing season. Thinning shall be done instead of shearing to encourage natural re-growth and to reduce pruning requirements. Major pruning of ground covers shall be done during the dormant season, with some grooming during the growing season.

2.5 MULCHING/STRAWING: New mulch/straw shall be applied to existing mulch areas to maintain a 2-4 inch depth at least twice per year to help prevent weeds, to conserve moisture, to insulate the soil against temperature fluctuations and to enhance the appearance of planted areas. The type of mulch utilized will depend upon availability and the desire of the Owner. Spot repairs conducted at Owner’s Request on an as- needed basis.

2.6 LEAVES: Leaves and other debris shall be removed from all shrub and groundcover areas.

3. Tree Management

3.1 FERTILIZATION: Soil Care: All trees will be fertilized a minimum of once a year using a slow-release liquid fertilizer, Boost Liquid NK 20-0-6, with additional macro and micronutrients added as needed based on soil sample analysis. A minimum of 20 samples will be taken from Centennial Olympic Park annually from the major tree groups and planting areas.

All major planting groups surrounding the Georgia World Congress Center buildings, International Plaza and surrounding parking areas controlled by GWCC will be sampled a minimum of once each year. Firm must have access to process soil samples to show all macro and micronutrient levels, soil pH and organic matter levels. All sample results will be submitted to GWCC POC (point of contact) prior to fertilization visit. Trees exhibiting visible levels of stress and those of high value (i.e..

Centennial Oak, SW corner Magnolia Collection, Deodar Cedar across from College Football Hall of Fame) will receive summer soil treatments using Fortiphite 0-0-27 Potassium PolyPhosphite. Trees in limited soil volume and high stress areas will receive scheduled Root Invigoration work at the discretion of the firm’s arborist in conjunction with GWCC POC. All soil care recommendations must be made by an ISA Board Certified Master Arborist.

3.2 PRUNING: All pruning shall be performed according to ANSI A300 Standards on pruning the proper equipment and technique. All pruning work shall be performed under the direction of a Board-Certified Master Arborist who also has a Tree Risk Assessment Qualification. Prompt response is required to repair tree failure, broken branches/stems from storms and other inclement weather. Dead branches larger than 2” diameter will be removed promptly when identified. All sucker growth will be removed from the lower stems and trunks of all trees when identified. All branches over walking areas shall be maintained at a minimum height of 12 feet. All branches over driving areas shall be maintained at a minimum height of 18 feet. A Board-Certified Master Arborist will perform a minimum of 1 inspection of all GWCC property quarterly to inspect trees and plan for immediate and future pruning needs. A written report will be submitted after each visit outlining the general condition of the trees on campus and outlining findings and any additional recommendations needed. Lightning Protection systems will be installed in all trees considered “significant” based on height, value and proximity to structures as identified by the GWCC POC and Board-Certified Master Arborist.

3.3 PEST/DISEASE MANAGEMENT: All recommended treatments and methods will utilize Integrated Pest Management methods as outlined in the ANSI A300 Standards. All recommendations for treatments will be made by a Board-Certified Master Arborist who also holds a current GA Pesticide Applicators License. All applications will be performed by a trained arborist holding a current GA Pesticide Applicator’s License. A complete treatment program will need to be submitted to the GWCC POC at the beginning of the year to outline the recommended program and timing of treatments. Treatments should be specific to tree species and to target a specific pest or disease that is either common to that species or has been confirmed present by sample analysis. Firm needs access to diagnostic lab to submit plant samples to confirm species of pest and/or disease to ensure proper treatment. These tests should include but not be limited to testing for identification of pests such as aphids, whiteflies, scale insects (additional testing for crawler activity/viable adults), mites and borers. Root samples should be submitted as directed by the arborist to test for phytophthora root rot, black root rot and/or nematodes.

3.4 TREE INVENTORY MANAGEMENT: Firm must have access to the ArborScope Landscape Management Application.

This application houses an inventory of all trees on the property larger than 2” diameter DBH (diameter at breast height). All tree pruning, soil care, pest/disease management, Cabling, Lightning Protection and Tree Removal work will be recorded by the firm in Arborscope as the services are rendered to keep an accurate record and data base of work performed on the property.

4. Flower Bed Installation and Management

4.1 INSTALLATION- Seasonal flowers shall be planted twice annually (spring and fall). Flowers planted in spring shall be installed the second week of May (weather permitting) and the varieties will vary. Fall flowers shall be planted the third week of October (weather permitting). All seasonal flowers shall be in 4" grow pots and shall be of the highest quality available.

Perennial flowers and water plants shall be cut back to ground level once their flowering cycle expires. Approximately five percent (5%) of Perennial flowers and twelve percent (12%) annual water plants will expire annually and Contractor shall replace at no extra cost to the Owner.

4.2 MULCHING- New mulch shall be applied to beds during the spring and fall to help prevent weeds, to conserve moisture, to insulate the soil against temperature fluctuations and to enhance the appearance of planted areas. The type of mulch utilized shall depend upon availability and the desire of the client. Ensure that mulch is acceptable in appearance at all times.

4.3 WEED CONTROL- Generally chemical herbicides shall not be utilized on seasonal color beds. Only properly labeled pre-emergent herbicide shall be applied to prevent the germination of certain seasonal weeds. Occasionally post-emergent herbicide shall be used on an “as-needed” basis to kill existing weeds. Hand weeding shall be performed as necessary throughout the year.

4.4 FERTILIZATION- Ongoing fertilization of plantings shall be done to ensure intended growth characteristics. Soil samples shall be taken periodically and submitted to the Cooperative Extension Service. Their recommendations shall be followed to maintain a normal fertility and pH levels.

4.5 INSECT AND DISEASE CONTROL- Approved Pesticides and chemical treatments shall be applied throughout season to prevent insects and diseases. The Contractor shall remove diseased plants upon inspection. Contractor shall install proper soil amendments throughout season. Plantings shall be inspected routinely for insects, pests, diseases and spray applications shall be applied of selective herbicide, and pesticide and fungicide shall be applied as necessary by licensed personnel utilizing approved chemicals.

4.6 GROOMING- Grooming of plantings shall be maintained at all times. Inspect all flower beds/planter boxes for debris, fallen leaves, trash, etc. upon each visit.

4.7 IRRIGATION- To ensure appropriate vigorous growth of flowers, water manually where irrigation systems are not accessible. Monitor irrigation systems of flowerbeds. In an emergency (temporary malfunction of irrigation systems), provide hoses and sprinklers to ensure proper watering schedule continues.

5. IRRIGATION

5.1 The irrigation shall be operated at an appropriate seasonal schedule, using the least amount of water necessary to maintain growth, health, and vigor of all landscape plant materials.

5.2 The Contractor shall maintain a log of current station run times and provide Owner with site map.

5.3 While the system is in operation, a monthly inspection of the system will be conducted with a report submitted to the Owner. Reports are to insure proper functioning, area coverage and prevent area over spray.

5.4 The Contractor is required to employ the necessary qualified irrigation technician(s) to maintain and repair all irrigation systems on the property. The Contractor shall maintain a reasonable inventory of commonly required parts on the service vehicle in order to facilitate irrigation system repairs within 24-hours of notice to repair. (Calsense system and cisterns are used on campus.)

5.5 Irrigation repairs shall be made with the same brand, make and model of component where the use of a different part will adversely affect the system efficiency (i.e. sprinkler heads and emitters).

5.6 When a sufficient amount of rainfall has occurred, the Contractor shall monitor the irrigation systems until it is necessary to water again.

5.7 Repairs to sprinklers equipment damaged by mowers or equipment operated by the Contractor shall be the responsibility of the Contractor, at no cost to the Owner. If repair work is not accomplished in a timely manner, Owner shall have work completed and deduct loss from monthly payment.

5.8 Report and flag all water leaks and/or system malfunctions to the Owner in a timely manner as well as all costs to be incurred by the Owner.

5.9 The Contractor shall bear all cost for any and all irrigation repairs to the irrigation heads and lateral lines up to the electronic valve. Owner is responsible for the main line, wire, valve and solenoids.

6. PLANT MATERIAL REPLACEMENT

6.1 Plant material which dies through the fault or neglect of the Contractor or due to preventable circumstances, shall be replaced with a specimen of the same species and of equal or similar size as the plant lost, at no cost to the Owner. This must be coordinated with the Owner.

6.2 Plant material replaced by Contractor shall be warrantied by contractor for one (1) year OR for as long as the Contractor is providing exterior landscape services to GWCCA, whichever is greater.

7. HANDWATERING

7.1 Supplemental hand watering to be provided by Contractor to areas not covered under the irrigation system i.e. planters.

8. SNOW and/or DEBRIS REMOVAL

8.1 Contractor to give Owner priority in scheduling snow and/or debris removal from premises during inclement weather.

8.2 Contractor shall have sufficient staff to complete snow and/or debris removal, as not to interfere with events on campus.

9. EQUIPMENT

9.1 Contractor will make every effort to use electric equipment. This includes mowers, string trimmers, edgers, shears, vehicles, etc. Specifications for the reel mower are for it to be a 100” electric autonomous precision mower. Capabilities must include lidar, lithium-ion phosphate battery, and 240v 50 amp charger. 9.2 Condition for all equipment and vehicles should be “new” or “like-new”.

IV. SCOPE AREAS

The attached map is of the entire campus of the facilities of the GWCCA, is shaded in two (2) colors to represent the areas that the scope of this RFP is concerned with. Specifically, the red-shaded areas represent the GWCC area and the yellow-shaded areas represent the Centennial Olympic Park area. The Contractor shall conduct an assessment of the Campus to verify actual area sizes.

V. ADDITIONAL SERVICES

1. Removal of brush/kudzu as requested or as needed per acre. This as an added service with a unit pricing per acre.

2. Additional pine straw/mulch applications to areas not identified in base scope. This is an added service with a unit price per bale of straw or yard of mulch work as needed.

3. Additional cost for mainline irrigation repairs and valve replacement.

4. Contractor to give Owner priority in scheduling snow/debris removal from premises during inclement weather. Please include pricing for all services available.

5. Contractor shall have sufficient staff to complete snow/debris removal, as not to interfere with events on campus.

VI. LEED & SUSTAINABILITY

1.1 The operations team for the Georgia World Congress Center Authority is committed to employing practices for the care and maintenance of the grounds, site, and building exterior that have the lowest possible environmental impact in order to preserve ecological integrity, enhance diversity and protect wildlife while supporting efficient performance and integration of the building into the surrounding landscape.

1.2 As part of the Authority’s enduring commitment to environmental sustainability, we expect compliance with the related requirements of the LEED for Existing Buildings: Operations and Maintenance (version 3) briefly highlighted in the areas below. Only a summary of the requirements are listed; Refer to the LEED reference guide for additional information.

1.2.1 Sustainable Sites, Credit 2; Building Exterior and Hardscape Management Plan: Provide monthly activity logs that demonstrate for each operational element below that environmentally-preferred practices were used at least 20% of the time as applicable (measured by weight, volume or cost).

Maintenance: Mowers, pressure washers and other equipment used to clean and maintain the grounds will be replaced as needed with lower-impact alternatives, such as electric-powered or low-decibel blowers, or alternative approaches, such as hand raking of leaves, will be used to abate environmental impacts. Choose equipment designed to minimize or recycle waste, such as mulching mowers. Provide a list of existing equipment in use and type of new equipment purchased, when applicable.

Snow and Ice: Ice prevention, an environmentally preferable and proactive approach to deicing, entails applying a small amount of deicer to hardscapes before a storm or heavy frost. Use less environmentally disruptive deicing chemicals, such as magnesium chloride, potassium acetate, and potassium chloride, for small areas (i.e. sidewalks, entrances). Maintenance crews should test deicing chemicals to determine the most appropriate products and amounts.

Incremental Improvement: If environmentally sensitive practices are not used exclusively, demonstrate that these practices were used increasingly but overall must be at least 20% of the time (measured by weight, volume, or cost).

1.2.2 Sustainable Sites, Credit 3; Integrated Pest Management, Erosion Control, and Landscape Management Plan:

The site’s natural components will be protected by best management practices that significantly reduce harmful chemical use, energy waste, water waste, air pollution, solid waste and/or chemical runoff (i.e. gasoline, oil, antifreeze, salts) compared with conventional practices. Provide monthly activity logs that demonstrate each operational element below and that environmentally preferred practices were used at least 20% of the time (measured by weight, volume or cost).

Outdoor integrated pest management (IPM): Manage outdoor pests (plants, fungi, insects, and/or animals) in a way that protects human health and the surrounding environment and that improves economic returns through the most effective, least-risk option. This IPM calls for the use of least toxic chemical pesticides, minimum use of the chemicals, use only in targeted locations, and use only for targeted specifies. This requires routine inspection and monitoring. Related information will be found in Indoor Environmental Quality, Credit 3.6, Green Cleaning - Indoor Integrated Pest Management.

Erosion and sedimentation control: Include measures that address both site soil and potential construction and take measures that prevent erosion and sedimentation, prevent air pollution from dust or particulate matter and restore eroded areas.

Landscape waste: Utilize mulching mowers, chippers, or composting of landscaping waste as an alternative to sending to a landfill or incinerator. Quantify and estimate the extent to which each practice used reduces the amount of landscape waste delivered to landfills and provide monthly reports.

Chemical fertilizer: Minimize use of chemical fertilizers by landscaping with native or adapted plants, using organic or natural fertilizers (i.e. compost, grass clippings), and maintaining soil health to limit the need for chemical fertilizers. Only use chemical fertilizers as needed, during times of plant uptake, and/or as slow-release formulations.

1.2.3 Water Efficiency, Credit 1.2; Water Performance Measurement – Sub-metering Irrigation: Provide monthly reports of the continuous logging of meter readings for irrigation serving at least 80% of the irrigated landscape area on the grounds, read either through automatic electronic data logging or through manual recordings. The interval between readings must be 1 week or less; monthly readings performed by the utility are not adequate.

1.2.4 Water Efficiency, Credit 3; Water Efficient Landscaping: Reduce water consumption for irrigation compared with conventional means of irrigation. Use common sense techniques such as climate-tolerant plants, efficient irrigation practices, and an appropriate maintenance schedule to reduce water used. For items under GWCC property (in red on map), complete the calculations for at least one of the three options that is provided in the LEED reference guide on an annual basis (including 2013) and submit the most suitable and that which earns the most points on the scale for LEED.

1.2.5 Indoor Environmental Quality, Credit 3.6; Green Cleaning – Indoor Integrated Pest Management: As referred to and in conjunction with Sustainable Sites, Credit 3, this credit aims to reduce building occupants’ exposure to hazardous chemicals. As part of the Integrated Pest Management (IPM), minimize use of chemicals, use only in targeted locations and use only for targeted species. IPM requires routine inspection and monitoring. In case a toxic chemical needs to be utilized on the grounds, a communications strategy directed to building occupants that addresses universal notification of at least 72 hours under normal conditions or within 24 hours after application in emergency applications. Maintain a pesticide application log that indicates the type, quantity, and circumstance of any pesticides applied on the grounds and report monthly. Establish recordkeeping procedures for pest monitoring locations and actions taken to prevent or mitigate infestations and report monthly.

1.3 Appoint a dedicated employee(s) (preferably with LEED experience) to oversee the details and documentation required to meet the above credits. This employee will be granted access to LEED Online and will be expected to upload and complete all pertinent documentation related to the credit. He/she will also be expected to provide the necessary reports on a monthly basis for the previous month.

VII. SPECIAL TERMS and CONDITIONS

1. Performance Bond:

The awarded contractor shall furnish a performance bond (Bond only, certified check or other forms are not acceptable) 100% (percent) of the contract award amount to the Authority for the faithful performance on the contract. The bond shall be issued by a Corporate Surety authorized to do business with the State of Georgia. The performance bond/letter of credit must be submitted to the Authority within ten (10) calendar days of the date the contract is executed, but in any event, prior to the beginning of any contract performance by the awarded contractor.

2. Bid Bond:

Each bid must be accompanied with a Bid Bond (Bond only, certified check or other forms are not acceptable) in an amount equal to 10% of the base bid, payable to the Georgia World Congress Center Authority and issued by a surety authorized to do business with the State of Georgia, in order to guarantee that the Proposer will enter into a contract with the Owner for completion of this project strictly within the terms and conditions stated in these bid documents and in the Contract documents.

3. Subcontracting:

Proposers shall identify (list) any/all requirements of this Scope of Services that is intended to be subbed out within the proposal.

SECTION IV

PROPOSAL TERMS & CONDITIONS

Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions. All descriptions and prices shall be furnished in a legible manner so there is no uncertainty as to the intent or scope of your proposal.

Where forms are provided, all spaces and the requested information are to be fully completed. All prices must be clearly set forth. In case of a conflict regarding unit price, the word amount shall prevail over figures contained in the proposal. Erasures or other changes in the proposal shall bear the signature or initials of the authorized signature for the proposer.

1. Special Terms and Conditions of Request for Proposal

This request is not an offer to contract or solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Authority and does not obligate the Authority to procure any goods or services. For the purposes of this Request for Proposal, any reference herein to “bid”, “bids”, “bidder”, “bidders”, shall mean, respectively, “proposal”, “proposals”, “proposer”, and “proposers”. Neither the Authority nor any party submitting a response shall be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Authority and a party containing such terms and conditions as are negotiated between those parties.

All expenses for preparing and submitting a proposal are the sole cost of the party submitting the proposal. The Authority is not obligated to any party to reimburse such expenses. All proposals upon receipt become the property of the Authority. Labeling information provided in proposals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. The Authority reserves the right to waive non-compliance with any requirements of this request for proposal and to reject any or all proposals submitted in responses.

Upon receipt and review of responses, the Authority shall determine the party(s) and proposal that in the sole judgment of the Authority is in the best interest of the Authority (if any is so determined), with respect to the evaluation criteria stated herein. The Authority then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached and in the course of doing so may use ideas expressed in any proposal. If those negotiations, in the judgment of the Authority, are not successful, the Authority may, but is not required to, enter into negotiations with any other party that has submitted a proposal. The Authority reserves the right to negotiate and/or contract with more than one firm for specific portions of the scope described herein.

Proposals shall be in accordance with the terms, conditions, and requirements set forth in this Request for proposal (RFP).

This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by the Authority. The Proposer chosen will be determined based upon the Authority’s evaluation of qualified submitted proposals.

The Owner is not required to, and does not intend to, prepare a written evaluation of each proposal and is not required to, and does not intend to, disclose to any party submitting a response, the basis on which any party’s proposal was accepted, rejected, or ranked.

2. Proposer Questions: Requests for Information, Extensions of Deadlines, or Addenda

Proposers are expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding.

Proposer questions, interpretations of this document, requests for information, requests for extensions of proposal deadlines, or requests for clarification of the scope of services/work shall be submitted in writing to the Issuing Officer ONLY at the e-mail address provided. Questions and requests submitted shall be numbered and separated from each other by at least two line spaces. The e-mail message title shall reference the RFP title and number. To be given consideration these questions shall be submitted to the Authority by no later than 2:00 p.m. December 12, 2024.

The Authority may, but is not required to, answer questions submitted. If, upon review of such questions/requests, the

Authority deems that a change in any part of the proposal documents is in order, an addendum addressing that change may be issued to all interested parties via the Georgia Procurement Registry. All interested parties are responsible for monitoring the site for the latest information regarding the proposed project. Failure of any Proposer to receive any such addenda or interpretation shall not relieve the Proposer from any obligation that shall apply to their proposal as submitted.

All addenda so issued shall become part of this RFP. Requests for extensions of proposal deadline(s) will be reviewed by the Authority, and may be approved or denied at the sole discretion of the Authority.

Corrections, changes or clarifications, if required, will be made in written addenda. The Authority will not be responsible for any other instructions, interpretations, or explanations. Any written addenda to the proposal documents issued by the Authority prior to the proposal acceptance deadline will be considered a part of these documents. No response other than written will be binding upon the Authority. (See also “Restrictions of Communications”)

3. Proposal Opening

Proposals will not be opened publicly. After the contract is awarded and finalized, those portions of proposals available under Georgia Laws regarding access to public information will be made available by the Issuing Officer.

4. Specifications

Proposers are expected to meet or exceed the specifications in their entirety. Each proposal shall be in accordance with this specification. If products and/or services as bid do not comply with specifications as written, Proposer shall attach to proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that Proposer proposed to meet all details of these specifications. Successful Proposer (contractor) delivering products and/or services pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials/equipment and/or services delivered do not meet requirements of this specification, the successful Proposer shall be required to correct it at Proposer’s own expense.

5. Ownership:

Ownership of all data, materials and documentation originated and prepared and submitted in response to this RFP shall belong exclusively to the Authority. Proposals shall be open for public inspection after contract award. Information submitted in response to this RFP may be disclosed pursuant to applicable Georgia public records laws.

6. Alternates

The Authority will consider alternates that meet or exceed the quality of goods or services specified in this document.

Although the Authority will consider all alternates, it is not bound to accept any, which, in its opinion, is not in the best interest of the Authority.

7. Reciprocal Preference Law

For the purposes of evaluation only, Proposer’s resident in the State of Georgia will be granted the same preference over Proposer’s resident in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State to Proposer’s resident therein Proposer’s resident in the State of Georgia. NOTE: for the purposes of this law, the definition of a resident Proposer is one who maintains a place of business with at least one employee inside the State of Georgia. A post office box address will not satisfy this requirement.

8. Small and Minority Business Enterprise

It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process. Therefore, the Georgia World Congress Center Authority encourages all small businesses, female-owned businesses and minority-owned businesses to compete for, win, and receive contracts for goods, services, and construction. This desire on the part of the Authority is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Authority supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. The Georgia Department of Administrative Services maintains an office to assist small businesses, female-owned businesses and minority businesses in understanding the State procurement process.