RFQ 1346 - Administrative Document.docx

State of Idaho Request For Quote

1. Purpose: The Idaho Department of Administration (“Agency” or “ADM”) is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Bidders”), to provide a full range of year-round landscaping and snow removal services for the Lewiston State Office Building (LSOB).

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation. All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead. Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

3. Procurement Schedule: The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule. Quotes are due by 5:00 p.m. MT on: Wednesday, June 24th.

Late Quotes will not be accepted or considered.

Optional Facility Walkthrough: An optional facility walkthrough is scheduled for Bidders to visit the LSOB and review the areas requiring landscaping services. Failure to attend the optional facility walkthrough shall not relieve the Bidder of meeting the requirements of this RFQ. A maximum of two (2) representatives per interested party will be allowed to attend in-person. Details are as follows:

3.1 Date and Time: Tuesday, June 16th from 10:00 am to 11:00 am Pacific Time

3.2 Location: 1118 F Street, Lewiston, ID, 83501

3.3 Contact: Contact information will be provided upon RSVP.

3.4 RSVP: Parties interested in attending a walkthrough must notify the RFQ lead via email by 5:00 p.m. MT on Monday, June 15th.

3.5 Instructions: Official questions about the walkthrough must be submitted in writing to the RFQ Lead; verbal questions may be answered during the walkthrough but are considered unofficial and will not be included in this document.

4. Required Submittals: The Quote must be submitted in accordance with the requirements set forth in this solicitation. Any Quote that does not adhere to the requirements may be rejected. Bidders must complete and submit the following Submittal Forms:

4.1 Submittal Form A – Background, Declarations, & Certifications

4.2 Submittal Form B – Bid Schedule

5. Submission Instructions The Quote must be submitted via IPRO (IPRO POWERED BY LUMA) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed under Required Submittals). Enter your Total Cost in IPRO.

6. Award: Award will be made to the responsive responsible Bidder with the lowest One (1) Year Total Cost, as provided on Submittal Form B.

7. Initial Term and Contract Renewal: The initial term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

8. Resulting Contract: If the State awards a Contract from this solicitation, it will do so by issuing a Contract Purchase Order (CPO) from the State’s ERP system (Luma). The State anticipates issuing a single contract from this solicitation which will include the Terms and Conditions, Scope of Work, General Requirements, Insurance Requirements, and any additional documents from the solicitation.

9. Amendments: The State reserves the right to issue amendments to make changes to this RFQ. All amendments will be communicated in writing.

10. Authority: This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Table of Contents

EXHIBIT 1

Background Information

1. Background Information The Idaho Department of Administration (ADM) is requesting quotes from qualified Bidders to provide year-round grounds maintenance and snow/ice removal services for the Lewiston State Office Building, located at 1118 F Street, Lewiston, ID, 83501.

2. Objectives and Expectations ADM seeks a Contractor capable of delivering consistent, high quality landscaping services throughout the year, in addition to snow/ice removal services during the winter season.

3. Reference Documents

3.1 Exhibit 1 - Background Information

3.2 Exhibit 2 - General Requirements

3.3 Exhibit 3 - Scope of Work (SOW)

EXHIBIT 2

General Requirements

The following provisions establish the minimum mandatory performance requirements applicable to the resulting contract. These requirements are mandatory and will be incorporated into the contract upon award. Bidders should carefully review each provision and ensure their quote meets requirements as set forth herein.

1. Contractor Responsibilities

1.1. The Contractor and all personnel must be trained in industry-standard landscaping techniques and procedures, with knowledge of local area soil and climate requirements for all grass, shrubs, and plants; proper use of chemicals and insecticides; and proper procedures for cutting, trimming, watering and cultivating shrubs and trees.

1.2. The Contractor must furnish all labor, equipment, supplies, tools, and materials necessary to perform the required landscaping services. The Contractor must provide all personal protective equipment (PPE) including, but not limited to, gloves, protective eye wear, masks, and any other safety gear which must be Occupational Safety and Health Administration (OSHA) compliant to perform the landscaping services required below. General landscaping services will be edging, trimming, weed control, pest control, pruning, monitoring sprinkler systems, debris control, snow and ice removal services, and overall landscape care for the LSOB.

1.3. The Contractor must immediately notify the ADM Manager or designated staff of any issues or concerns with any of the facilities on the ADM premises. Contractor must address problems including, but not limited to, damaged sprinkler heads and issues related to the sprinkler system, watering issues, pest infestation, damaged or destroyed shrubbery, any damage to the buildings, and any other facilities maintenance or repair concerns that arise. The Contractor must replace or repair the property to its original condition, at the Contractor’s expense, any property damaged by the Contractor or any of the Contractors employees.

1.4. The Contractor’s Manager/Supervisor must schedule a monthly inspection of all areas designated for landscaping with the ADM Manager or designated staff to ensure quality of landscaping is at the standard of ADM.

1.5. The Contractor must maintain and keep the Safety Data Sheet (SDS) current on all chemicals (hazardous or non-hazardous substances) used at this location. A copy must be provided to the ADM Manager or designated staff prior to the initial application of any chemical.

1.6. All Contractor personnel must wear a “uniform” shirt while performing landscaping services at this location. The “uniform” shirt must clearly identify the individual as an employee of the Contractor.

1.7. No persons, other than the Contractor or employees of the Contractor, shall accompany the Contractor’s personnel while performing work under the Contract.

1.8. Due to acts of nature, weather, vandalism, or other accidental occurrences, additional services may be requested of the Contractor. Such service must include but not be limited to limb removal, tree removal, mud clean up and debris wash and clean up. At such a time the ADM Manager and Contractor will agree in writing to a mutually agreed hourly cost for these services.

2. Reporting Requirements

2.1. The Contractor must report any discrepancy in service by email indicating why the service was not performed. This includes but is not limited to illness, injury, and equipment failure. The Contractor must also document and report any damage, site issues, or abnormalities related to the landscape and ground upon first observation. All emails must be sent to the ADM Manager within twenty-four (24) hours of the occurrence.

2.2. If the Contractor or their delegates, subcontractors, or otherwise become injured while on site for the work described below, notification must occur within a reasonable and practical amount of time, but no less than two (2) hours after the event.

3. Subcontractors The Contractor shall not, without written approval from the State, enter into any subcontract relating to the performance of this Contract or any part thereof. Reference Section 1.13 of the State of Idaho Contract Terms and Conditions.

4. Price Adjustment Clause A price adjustment may be considered on an annual basis, if necessary, upon Contract renewal. The Contractor must notify the State at least thirty (30) calendar days prior to the renewal date and must provide supporting documentation demonstrating industry wide increases or other justification for the requested adjustment. Any approved increase will be limited to the Contractor’s actual, documented cost increases. If the total price increases exceed fifteen percent (15%) of the life of the Contract, the State may terminate the Contract. The State will notify the Contractor whether the request is approved within ten (10) calendar days of receipt of the request.

5. Billing Procedure The Contractor must invoice ADM monthly, preferably on or before the fifteenth (15th) day of each month, for work performed. Any invoices submitted without the below-listed information will be rejected until a corrected invoice is submitted.

The Contractor must provide the following information with each invoice:

5.1. Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, and a description of the work performed).

5.2. Dates of Service.

5.3. Total amount billed for the billing period.

5.4. Contractor name, address, phone number, and e-mail address.

5.5. Contract Number.

5.6. Invoice Date.

Invoices must be submitted as an Adobe PDF e-mail attachment to:

Saul.bonilla@adm.idaho.gov

Or by United States Mail to:

Idaho Department of Administration Attn: Saul Bonilla 1118 F Street Lewiston, ID 83501

EXHIBIT 3

Scope of Work

The following Scope of Work represents the minimum mandatory requirements for the Contract. Bidders must comply with all requirements set forth herein.

1. Location & Hours of Service The Contractor must provide landscaping services at the Idaho Department of Administration (ADM) Lewiston State Office Building (LSOB) located at 1118 F Street, Lewiston, ID, 83501, in accordance with the schedule and scope outlined. Services must be performed during business hours 8:00 AM – 5:00 PM Pacific Time, Monday through Friday.

2. Landscaping & Grounds Requirements

2.1 Trimming & Edging

2.1.1 All grass under and around trees, shrubbery, fences, poles, walls, sprinkler heads, valves, asphalt, or concrete paved areas including sidewalks, walkways, shrubs, or any other permanent structure must be trimmed and edged to maintain a neat, uniform, and well-defined appearance.

2.1.2 Trimming and edging must be performed once per week during the provided schedule, within the business hours of a single service day. Work is not considered complete until all trimming and edging operations scheduled for that weekly visit have been fully accomplished.

2.2 Weed Control

2.2.1 Pre-emergent herbicide must be applied in accordance with all label directions to control both annual and perennial grassy and broadleaf weeds.

2.2.2 If weeds appear, control must be provided with post-emergence herbicides in accordance with all label directions.

2.2.3 The Contractor must use non-selective and/or pre-emergent herbicides as necessary for expansion joints and cracks of paved surfaces.

2.2.4 The Contractor must remove all annual grasses and weeds from expansion joints and cracks of hard surfaces once they have been sprayed and are dead.

2.2.5 Tree collars, flowering beds, and any additional bed areas must be maintained in weed free condition using herbicides and hand labor.

2.2.6 Where commercial herbicides may cause damage to sensitive plants including seasonal color, bulbs, ground covers, etc., the Contractor must pull weeds by hand to minimize plant loss or damage.

2.3 Pruning (less than 15 feet in height)

2.3.1 The Contractor must prune deciduous trees and shrubs when dormant to promote open framework in crown and to remove suckers, dead branches, and leaves.

2.3.2 Pruning must be performed in the appropriate season for each plant species to ensure that blooms are not removed or damaged.

2.3.3 Every effort must be made to maintain the natural growth form for each plant species during all pruning and maintenance activities.

2.3.4 New growth must be pruned to maintain the overall size and shape of each plant as needed during the growing season.

2.4 Sprinkler Systems Startup and Blow Out

2.4.1 The Contractor must perform spring sprinkler system startups and fall blow outs to prevent frozen water lines and to support the health and longevity of the natural vegetation.

2.5 Monitoring Sprinkler Systems

2.5.1 Sprinkler systems supporting natural vegetation must be monitored regularly for appropriate water application for the specific time of year.

2.5.2 If the Contractor determines that an adjustment of the sprinkler system is necessary such as increasing the duration of water application, the Contractor must notify the ADM Manager or designee of the recommended modifications.

2.6 Insect and Disease Control

2.6.1 As insect and disease problems occur, the Contractor must apply approved pest control chemicals, as necessary, to trees, shrubs, groundcovers, and perennials. All applications must comply with all federal, state, and local regulations, including Idaho State Department of Agriculture (ISDA) and EPA requirements. Chemical applications must only be performed as directed by the ADM Manager or designee.

2.6.2 All pest control chemicals used must be applied by, or applied under the direct supervision of a Certified Pesticide Applicator.

2.6.3 The Contractor must ensure that a Certified Pesticide Applicator is available to supervise or perform all chemical applications and must maintain valid certification throughout the Contract term. Upon request by the ADM Manager or designee, the Contractor must provide confirmation that the certification is current. The Contractor must immediately notify ADM if the certification expires, is suspended, or otherwise becomes invalid.

2.7 Debris Control

2.7.1 Debris generated from any landscaping service, including pruning, trimming, or similar activities, must be collected and removed from the site on the same day the work is performed.

2.7.2 All natural vegetation debris, including leaves, branches, clippings, trimmings, etc. must be removed from the maintained areas, including, but not limited to, sidewalks, parking areas, and any paved areas surrounding the location.

2.7.3 All inorganic debris including plastic, glass, metal, paper, loose rocks, etc., must be removed from the site during each service visit. This includes, but is not limited to sidewalks, parking areas, and any paved areas surrounding the location.

2.7.4 All materials, trash, and debris generated from the landscaping services must be collected and discarded off-site at a proper solid waste or compost disposal facility meeting all applicable federal, state, and local requirements. The Contractor is responsible for all disposal costs and may not leave debris on-site overnight.

2.8 Snow and Ice Removal

2.8.1 Snow and/or ice must be removed and mitigated by the use of an ice melt product when accumulation on sidewalks and entrances reaches half inch (½”) and parking lots and driveways reaches one inch (1”). Ice melt must be applied as needed to ensure safe pedestrian and vehicle access. All ice melt products required for snow and ice mitigation must be included in the Contractor’s fully burdened cost for Ice Removal.

2.8.2 Snow and/or ice removal must be completed on weekdays prior to 8:00 AM to ensure safe access for staff and customers. Priority must first be given to keeping handicapped spaces clear and to ingress, egress, and fire lanes; secondly to customer and employee parking areas; and lastly to overflow parking areas.

2.8.3 Snow and/or ice must be moved to areas designated by the ADM Manager or designee and may not be piled in locations that obstruct drainage, fire hydrants, signage, or visibility.

2.8.4 Snow and/or ice removal must be performed on pedestrian sidewalks and parking lots on the weekends and on State recognized holidays (State Holidays - Idaho Secretary of State) when accumulation reaches two (2”) or more inches.

2.8.5 In the event a major snowstorm occurs (two (2”) or more inches of accumulation or unsafe ice), Contractor response time must not exceed two (2) hours from the time the ADM Manager or designee makes contact with the Contractor Supervisor. If the Contractor cannot keep up with clearing, the Contractor must notify the ADM Manager and coordinate an action plan until the storm subsides and normal snow removal operations can continue.

2.8.6 During winter months, the Contractor must take reasonable care to prevent snow and deicing chemicals from damaging vegetation. Any chemical ‘burns’ or vegetation damage caused by snow removal operations must be remedied by the Contractor during the growing season at no additional cost to ADM.

2.9 Pesticide, Herbicide, and Lawn Fertilizer Application

2.9.1 All pesticide, herbicide, and fertilizer (“Chemical”) applications must follow manufacturer instructions and all applicable federal, state, and local regulations, including ISDA licensing requirements.

2.9.2 Chemical applications must be performed by, or under the direct supervision of, an individual who holds a valid Idaho Certified Pesticide Applicator license. The Contractor must maintain valid licensing throughout the Contract term. Upon request by the ADM Manager or designee, the Contractor must provide a copy of the current license, and must immediately notify ADM if the license expires, is suspended, or becomes invalid.

2.9.3 Chemicals must be applied only as needed to control weeds, insects, fungus, and plant diseases. The Contractor is responsible for selecting appropriate Chemicals and is fully accountable for any misuse or misapplication.

2.9.4 Chemicals that leave a residue or odor (e.g., weed oil) for longer than one (1) hour are not authorized for use.

2.9.5 The ADM Manager reserves the right to prohibit the use of any Chemical deemed undesirable for any reason. If a Chemical is disallowed, the Contractor must work with the ADM Manager to determine an approved alternative.

2.9.6 Chemical applications must be coordinated with weather and sprinkler schedules so that sprayed material is not washed off of the plants. In the event repeat application is required the Contractor must reapply at the sole expense of the Contractor, if rain or irrigation washes material off of the plants before uptake.

2.9.7 Chemicals must be prevented from drifting and coming in contact with pedestrian use items, ponds, water features, and drinking fountains at the location.

2.9.8 All herbicide applications must be performed in accordance with label directions to ensure safe and effective control of unwanted vegetation.

2.9.9 Upon request by the ADM Manager or designee, the Contractor must provide confirmation that the license is current. The Contractor must immediately notify ADM if the license expires, is suspended, or otherwise becomes invalid.

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in Submittal Form A is mandatory. Failure to complete or respond to each question, failure to sign this Form A, or failure to submit this Form A may result in your quote not being considered for award.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Bid, and who can be contacted for clarification on this Bid

Contact Name:

Title:

Email:

Telephone:

CONFLICT OF INTEREST

The Bidder must select an option below:

CERTIFICATIONS

1) Is Bidder a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Bidder in compliance with applicable equal employment regulations?

☐ Yes ☐ No

3) Does Bidder affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? (Vendor information available at sam.gov)

☐ Yes ☐ No

4) Does Bidder warrant that it does not knowingly and willfully employ persons who cannot legally work in this country; and that Bidder takes steps to verify that it does not hire persons who have entered our nation illegally or cannot legally work in the United States; and that any misrepresentation in this regard or any employment of such persons constitutes a material breach and will be cause for the imposition of monetary penalties up to five percent (5%) of the Contract price, per violation, and/or termination of the Contract?

☐ Yes ☐ No

5) Does the Bidder affirm and acknowledge that the State manages all vendor profiles and payment preferences exclusively through PaymentWorks, and that organizations selected for award must register or update their PaymentWorks account to avoid delays in contract awards and payments?

☐ Yes ☐ No

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Bidder responded “No” to a question above.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Bid Schedule

Submittal Form B is provided as an Excel document located in the Questions tab of the event in IPRO.

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