RFP PWUP 23_16 Seasonal Color Container Maint.pdf

City of Norcross Department of Public Works, Utilities & Parks

REQUEST FOR PROPOSALS

ANNUAL SEASONAL COLOR CONTAINER SERVICES

RFP PWUP 23-16

City of Norcross Department of Public Works, Utilities & Parks

REQUEST FOR PROPOSALS

INSTRUCTIONS:

The proposal package should be clearly marked “RFP PWUP 23-16 – ANNUAL SEASONAL COLOR CONTAINER SERVICES” on its face and submitted by 11:00 a.m. on October 20, 2023. to the address below.

Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Christabel Ghansah RFP PWUP 23-16 – Annual Seasonal Color Container Services

City of Norcross Department of Public Works, Utilities & Parks

345 Lively Avenue Norcross, GA 30071

Both printed and electronic copies must contain the same information.

Please submit questions/requests via e-mail only to the Capital Projects Manager at christabel.ghansah@norcrossga.net by 5:00 p.m. on October 6, 2023.

No proposal will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No proposal may be withdrawn within thirty (30) days after the proposal opening and all proposals shall remain firm during this period. Requests for withdrawals must be submitted in writing.

We appreciate your interest in the City of Norcross!

mailto:christabel.ghansah@norcrossga.net

RFP/RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Norcross

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Norcross’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP/RFQ and is an excellent source of information for any questions you may have.

3. Attend the Pre-Statement of Qualifications webinar if one is offered, these conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP/RFQ.

4. Take advantage of the “question and answer” period. Submit your questions to the Capital Projects Manager by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for this RFP/RFQ will be posted on the City’s website and will include all questions asked and answered concerning the RFP/RFQ.

5. Follow the format required in the RFP/RFQ when preparing your response. 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. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., sample budget form, certification forms, etc.

8. Check the City website for RFP/RFQ addenda. Before submitting your response, check the City website at https://www.norcrossga.net/bids.aspx to see whether any addenda were issued for the RFP/RFQ.

9. Review and read the RFP/RFQ document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Company’s Response.

https://www.norcrossga.net/bids.aspx

1.0 INTRODUCTION

The City of Norcross is requesting proposals for the Annual Seasonal Color Container Maintenance Services for designated areas within the City of Norcross as illustrated in attached exhibits.

1.1 PROJECT SCOPE

All Seasonal Color Container contract services shall be provided on a bi-weekly basis Monday through Friday, excluding major Holidays, or as determined by the City prior to commencement of the contract, at all locations specified in Appendix B unless otherwise noted as exceptions. The Seasonal Color Maintenance work will include, but is not limited to, bi-weekly quality checks, grooming (deadheading, pruning of dead material, etc.), removing of litter in the containers, and fertilization every 6 weeks. All work must be conducted according to industry standards.

Seasonal installation will be done in October and April. The plant choices will differ in height, growing habit, color, and textures with an emphasis on drought tolerance. Plant Material will be replaced throughout the year as needed with particular attention to festival dates in October, December, April, May, and July.

All pest/disease control and fertilization will be done through organic methods, unless otherwise permitted by City staff.

1.2 SPECIFICATIONS

All Seasonal Color Container Maintenance contract services shall be provided in accordance with the maintenance specifications. Seasonal Color Container Maintenance must be provided according to Appendix C – Maintenance Checklist. The service will be bi-weekly Monday through Friday, excluding major Holidays, as determined by the City prior to commencement of the contract, at all locations specified in Appendix B – Locations and Number of Containers unless otherwise noted as exceptions. The Seasonal Color Container work will include, but is not limited to, bi-weekly quality checks, grooming (deadheading, pruning of dead material, etc.), removing of litter in the containers, and organic fertilization every 6 weeks. All work must be conducted according to industry standards.

Responsibility of watering will be assumed by City staff, except for at time of planting, which will be done by Contractor.

In addition to the proposal submission requirements stated in this RFP, the following will be requested:

· Description of standard protocols, methods, and procedures to ensure quality and satisfying aesthetics

· Organizational structure of maintenance team, including management

· Total number of work hours per week

· Tabulation sheets by Project Site Locations

1.3 REQUIREMENTS

Estimates must include labor and all materials as specified; no substitutions for materials are allowed unless approved by City of Norcross staff.

1.4 SCHEDULE OF EVENTS

See Appendix A for the detail Schedule of Events.

1.5 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this RFP should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

1.6 PROPOSAL SUBMISSION INSTRUCTIONS

10 pages maximum (exclusive of resumes, cover sheets, cost proposal, and required forms)

1. Cover Letter – Indicating interest and identifying a point of contact

2. Firm Information – Including office locations, size, and contact

3. Organizational Chart – Showing team structure and personnel

4. Experience & Qualifications – Including a summary of 3 projects of similar size/scope within the past 5 years. Include a reference with contact information for each project.

5. Resumes – Submitters shall include resumes for key personnel on the project

6. Cost Proposal – In a separate envelope, please include a monthly and annual breakdown and lump sum fee for all locations.

1.7 EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

The City may schedule interviews with the top-scoring firms..

Experience & Qualifications – Demonstration of understanding of scope objectives of Seasonal Color Container Maintenance Specifications and commitment to complete work in a timely manner. Resumes and portfolios of key personnel.

Technical Considerations – Proof of samples and examples of current inventory as required in Section 2.1.3.

Q/A – As required in Appendix E Cost Proposal – Includes cost for bi-annual installation as well as monthly maintenance costs.

References – 3 references of similar size and scope and with similar seasonal color maintenance specifications. Include contact names and current phone numbers.

Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

Evaluation Criteria Max Score Experience & Qualifica�ons 35 Technical Considera�on (Proof of Sample) 25 Q/A (Appendix E) 15 Cost Proposal 15 References 10 Total 100

2.0 GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS

AND SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR PROPOSALS.

2.1 QUALIFICATIONS

2.1.1 Proposals will be considered only from experienced and well-equipped

Vendor(s) engaged in work of this type and magnitude.

2.1.2 Proposers may be required to submit evidence setting forth qualifications which entitle his or her company for consideration as a responsible Vendor.

A list of work of similar character successfully completed within the last two years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials (fertilizers/soil amendments, growing medium, tools, plant materials, etc.) for this contract. Proof of samples and examples of current inventory will be provided in the proposal for evaluation.

2.2 AUTHORITY TO SIGN

2.2.1 Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

2.3 RIGHTS RESERVED

2.3.1 The City of Norcross reserves the right to reject any or all proposals, to waive informalities or to re-advertise. It is understood that all proposals are made subject to this agreement, and that City of Norcross reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Norcross.

2.3.2 Proposers are advised to examine the Seasonal Color Specifications and all accompanied exhibits, plans, and specifications carefully and examine the site(s) of the proposed work, as are necessary, to familiarize themselves with location conditions, which may affect the proposed work. Proposers are also advised to inform themselves fully regarding conditions under which the work will be performed. The City of Norcross will not be responsible for the Proposer’s errors or misjudgment, nor for any information on location conditions or general laws and regulations.

2.3.3 Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

2.4 AWARD OF CONTRACT

2.4.1 The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.4.2 Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner. A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.4.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re-advertising of any and/or all these contracts.

2.4.4 Prior to execution of a Contract, a Utility Coordination Meeting is required between Vendor(s), utility agencies and City of Norcross Public Works to ensure clarity and commitments concerning inter-related work schedules.

2.5 PRODUCTION REQUIREMENTS

2.5.1 Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the Seasonal Container Color specifications in the RFP.

2.6 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.6.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30-day payment terms for services performed for the City of Norcross under the terms of the executed contract. The invoice shall be directed to Shahin Khalili, Arborist/Land Development Inspector at Shahin.khalili@norcrossga.net.

The invoice shall contain a complete itemization of delivered goods and/or services. The total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Norcross’ Purchase Order Number. After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents plus the value of materials and equipment suitably stored, insured, and protected at the site(s), less retainage.

2.6.2 The City shall retain a maximum of 10% of each progress payment; provided, however, when 50% of the contract value including change orders and other additions to the contract value provided for by the contract documents is due and the manner of completion of the contract work and its progress are reasonably satisfactory to the City, the City shall withhold no more retainage. At the discretion of the City and with the approval of the Contractor, the retainage of each subcontractor may be released separately as the subcontractor completes their work.

2.7 LOCATION AND SITE(S)

2.7.1 The site(s) of the proposed work is as provided in Appendix B. All work is within City limits of the City of Norcross, Georgia.

2.7.2 The Vendor shall accept the site(s) in its present condition and carry out all work in accordance with the requirements of the specifications as indicated exhibits and appendices or as directed by the Department of Public Works, Utilities and Parks.

2.7.3 The Vendor, before submitting a proposal is required to visit the site(s) and acquaint themselves with the actual conditions and the location of any and/or all obstructions that may exist on the site(s). The site(s) visit(s) must be confirmed by the Landscape and Beautification Manager.

2.7.4 The Vendor is responsible for the location of above and below ground utilities and structures, which may be affected by the work.

2.8 NON-COLLUSION

2.8.1 Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.9 MATERIALS

2.9.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.9.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.10 CONTRACT REQUIREMENTS

2.10.1 The successful Vendor is required to do the following within ten (10) days of Notice:

2.10.1.1.1 Return to the Department of Public Works, Utilities & Parks contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.10.1.1.2 Provide Insurance Certificates as specified in the RFP documents.

2.10.1.1.3 Provide bonding as required by the RFP documents.

2.10.2 Failure to execute the Contract, Contract Performance Bond, or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re-advertised or constructed by City forces. The Contract and Contract Bonds shall be executed in duplicate.

2.11 SCHEDULE

2.11.1 Schedule: The Vendor shall provide to Shahin.Khalili@norcrossga.net a schedule of activities. The schedule must be presented at least seven (7) days prior to work commencing in order to notify residents and/or businesses.

mailto:Shahin.Khalili@norcrossga.net

APPENDIX A

SCHEDULE OF EVENTS

Event: Date:

Release of RFP September 19, at 2:00 p.m.

Deadline for Written Questions October 6, 2023, at 5:00 p.m.

Proposals Due October 20, 2023, at 11:00 a.m.

Proposal Evaluation TBD

Contract Award (On/about) TBD

APPENDIX B

LOCATIONS & NUMBER OF CONTAINERS

Location: Number of Containers:

Public Works 3 Welcome Center 4 City Hall 2 Community Arts Center 8 Jones St 16 Wingo St 3 Holcomb Bridge 3 South Peachtree St 46 Skin Alley 3

Total number of containers: 88

*Locations of planters may shift to other locations listed as seen fit by the City.

APPENDIX C

MAINTENANCE CHECKLIST

o Check for any diseases or pests and treat accordingly, using pollinator friendly methods o Hand pull any weeds that may be present o Prune all dead or diseased material and haul plant debris away o Throw away any trash, litter, or debris that may be in the containers o Check to ensure moisture level of growing medium is satisfactory for plant health and make City staff aware if it is not o Place containers in original location if they have been moved in between visits o Every 3rd visit (6 weeks) apply organic fertilizer

APPENDIX D

EXAMPLES OF CONTAINERS

APPENDIX E

OPEN QUESTIONS

If a new container were to be added to the inventory, what would you, as a vendor, use as growing medium?

Provide an example of an integrated pest management (IPM) plan you would have in place for at least one kind of common pest or disease of your choosing.

Give some examples of plants and plant combinations you would use for both Autumn/Winter installations as well as Spring/Summer installations.

APPENDIX F

REFERENCES

APPENDIX G

COST PROPOSAL

In a separate envelope, please include a monthly and an annual line-item breakdown and lump sum fee for all buildings.

APPENDIX H

PACKET CHECKLIST

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

_______ Packet Checklist (attached to proposal package)

_______ Two Hard Copies & One Electronic Copy of Proposal Package (including completed appendices and all required forms)

_______ Certificate of Liability Insurance

_______ E-Verify Contractor & SAVE Affidavits

_______ Mail or deliver to:

PWUP Department Attn: Christabel Ghansah, Capital Projects Manager City of Norcross 345 Lively Avenue Norcross, GA 30071 https://www.norcrossga.net/865/E-Verify-SAVE