RFQ_1410_Grds_Mtc_Main_Doc.pdf

STATE OF IDAHO

Idaho Department of Juvenile Corrections

RFQ 1410

Grounds Maintenance Services for IDJC

Note the insurance requirements within the attached Exhibit C – Insurance Requirements and make sure that you can obtain the required insurance and will obtain it if you are awarded a Contract.

Also, make sure to read all of the State of Idaho Contract Terms and Conditions.

Also note the Required Submittal Items below.

1. Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for grounds maintenance services to be provided at the Juvenile Correction Centers (JCCs) listed in section 3, Scope of Work, as further detailed below.

The contact for this Request for Quote (RFQ) is:

Jason Urquhart, Purchasing Agent, IDJC Phone: 208-577-5426 Email: jason.urquhart@idjc.idaho.gov

2. Time Lines

2.1 Site Visits

For every JCC in which you are interested in submitting a quote, we encourage you to attend the site visit for the JCC. Each site visit will include a tour of the grounds for the JCC listed to give a better understanding of the grounds maintenance needs of the JCC. Vendors will be given the opportunity to ask questions and gain clarification; notes taken by IDJC staff will be distributed as part of an amendment to the RFQ.

2.1.1 Site visit at JCC-Lewiston: Friday, August 28, 2026 (9:00 a.m. Pacific time) (Address: 140 Southport Ave, Lewiston, Idaho 83501)

2.1.2 RSVP to attend site visit at JCC-Lewiston due: 12:00 p.m. (noon) Mountain time, Thursday, August 27, 2026 (RSVP via email to jason.urquhart@idjc.idaho.gov.)

2.1.3 Site visit at JCC-Saint Anthony: Wednesday, September 2, 2026 (9:00 a.m. Mountain time) mailto:jason.urquhart@idjc.idaho.gov

(Address: 2220 E. 600 N., Saint Anthony, Idaho 83445)

2.1.4 RSVP to attend site visit at JCC-Saint Anthony due: 12:00 p.m. (noon) Mountain time, Tuesday September 1, 2026 (RSVP via email to jason.urquhart@idjc.idaho.gov.)

2.2 Written questions due (by 11:59:59 p.m. Mountain time): September 8, 2026

2.3 Quotes Due (by 5:00:00 p.m. Mountain time): September 17, 2026

3. Scope of Work See Exhibit A – Scope of Work.

4. Vendor’s Experience By the Quotes Due date in this RFQ, the Vendor submitting the quote must have been in the business of providing grounds maintenance services to commercial customers, residential customers or a combination of both for at least five (5) years.

Vendors must provide written evidence of this experience with their quotes.

5. References IDJC reserves the right to require a list of references. If IDJC identifies to the Vendor that this is required, in order to be considered for award (in part), the Vendor must provide a list of no more than five (5) references for which the Vendor has provided grounds maintenance services within the last two (2) years.

The list must include the client’s business name, the name of a contact that currently works for the client that is familiar with Vendor’s work, and that client’s current business phone number and email address.

Additionally, in order to be considered for award (in part) if IDJC requires a reference list, the Vendor’s references must provide feedback to IDJC that, in its sole discretion, is satisfactory, in particular regarding the Vendor’s quality of work, ability to meet schedules, communications and interactions with customers.

6. Changes to Solicitation Instructions to Vendors

6.1 References to “State of Idaho Standard Terms and Conditions” in section 6, Administrative Fee of the Solicitation Instructions to Vendors are changed to read “State of Idaho Contract Terms and Conditions”.

6.2 The reference to “State of Idaho Standard Contract Terms and Conditions” in section 15.1 (Submission Forms) of the Solicitation Instructions to Vendors is changed to read “State of Idaho Contract Terms and Conditions”.

6.3 References to “State of Idaho Standard Contract Terms and Conditions” in section 18, Terms and Conditions of Ensuing Contract of the Solicitation Instructions to Vendors are changed to read “State of Idaho Contract Terms and Conditions”.

7. Award Basis Award will be made using one of the following two (2) methods:

7.1 ALL OR NONE to the responsive responsible Vendor with the lowest Total Cost, as provided on Exhibit B - Price Sheet.

7.2 To the responsive responsible Vendors with the lowest costs per JCC (see Total, B.1, Total, B.2, Total, B.3, Total, B.4, Total, B.5 and Total, B.6 on Exhibit B – Price Sheet), by JCC (see Exhibit B – Price Sheet). For the purposes of this section, the JCCs are:

7.2.1 JCC-Lewiston (see B.1 through B.5 Exhibit B – Price Sheet)

7.2.2 JCC-Saint Anthony (see B.6 on Exhibit B – Price Sheet)

The decision as to which method above to use for award is IDJC’s, as determined by solely by IDJC to be in its best interest.

8. Response Complete Exhibit B – Price Sheet, and e-mail, fax, mail, or hand-deliver/courier your quote (Quotation as defined in the Solicitation Instructions to Vendors) via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.

Quotes must be accompanied by a signed Signature Page. Quotes must include all Required Submittal Items (See below).

If submitting via IPRO complete Exhibit B – Price Sheet AND in enter the Total Cost from Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.

List of Attachments Required Submittal Items

• Exhibit A – Scope of Work

• Exhibit B – Price Sheet

• Exhibit C – Insurance Requirements

• Signature Page

• Solicitation Instructions to Vendors

• State of Idaho Contract Terms and Conditions

• No Public Funds for Abortion Act Letter

Sample (see section 1.21.4 in the State of Idaho Contract Terms and Conditions)

• Completed Exhibit B – Price Sheet

• Evidence of the Vendor’s experience (see section 4, Vendor’s Experience)

• Completed Signature Page https://purchasing.idaho.gov/information-for-vendors/

Exhibit A – Scope of Work

(Below is the Scope of Work for this RFQ. Provision of services must meet the requirements of this Scope of Work in its entirety for each JCC under the Contract(s). If you cannot meet any of these requirements, you may submit a question in writing to the contact for this RFQ several days before quotes are due. After the quotes are due and before the Agreement is awarded, IDJC will not entertain requests for changes to the Scope of Work and will not accept quotes that don’t meet all of the requirements of the Scope of Work.)

Scope of Work:

A.1 Unique Considerations

A.1.1 The Contractor(s) must perform the ground maintenance services outlined in this Scope of Work during the time frame of mid-March through mid-November (weather depending) for the duration of the Contract;

A.1.2 All juvenile identities must be kept confidential, and;

A.1.3 All individuals that will provide services at JCCs must submit to criminal background checks and fingerprinting. IDJC will bear the cost for these checks. Schedule and coordination will be discussed after Contract award.

A.2 Contractor Responsibility The Contractor shall provide all that is necessary to provide grounds maintenance services including but not limited to all supervision, labor, equipment, materials, tools, chemicals and transportation.

A.3 No Storage at JCCs The Contractor must not store anything at any JCC.

A.4 Chemicals

A.4.1 All chemicals used by the Contractor in providing grounds maintenance services to the JCC(s) must not be prohibited from use by federal, state or local laws.

A.4.2 The Contractor must not dilute or mix chemicals on JCC property, except in or at the Contractor’s service vehicle, at a location on the property approved in writing by the JCC contact for the JCC where grounds maintenance services are being performed.

A.5 Compliance with Laws All grounds maintenance services provided by the Contractor to the JCC(s) must comply with applicable federal, state and local laws.

A.6 Contractor’s Employees Requirements All employees of the Contractor providing grounds maintenance services to IDJC shall wear distinctive uniform clothing (a shirt with the Contractor’s company name on the front, the back or both at a minimum) while on

IDJC property. The Contractor shall determine the need for and provide any necessary personal protective items required for the safety of its employees.

A.7 Emergencies On an emergency basis, if the Contractor cannot have a technician on-site by 1 p.m. the next business day after the Contractor’s customer service has been contacted by the JCC, the JCC reserves the right to purchase grounds maintenance services outside of the Contract. In such cases, what constitutes an emergency is in the sole discretion of the JCC.

A.8 JCC-Lewiston Requirements

A.8.1 Mowing, Weeding and Weed Trimming

A.8.1.1 The Contractor must mow and weed trim JCC-Lewiston’s lawns once per week, with the exception of the northwest field, which only needs to be mowed and weed trimmed every other week, and also must weed and weed trim JCC-Lewiston’s outside main perimeter fence once per month so that the grounds have a neat appearance.

A.8.1.2 All mowing and weed trimming of JCC-Lewiston’s lawns must occur within the business hours of a single day. Mowing and trimming West Rec should be done first if the Contractor needs to work past 3:00 p.m. Pacific time so that Maintenance can secure West Rec gate.

A.8.1.3 Each month, all weeding and weed trimming JCC-Lewiston’s outside main perimeter fence must occur within the business hours of a single day. See the document with the document file name “JCC- Lewiston Grds Mtc Map” for areas to be mowed, weeded and weed trimmed.

A.8.1.4 Mower deck must be set to a height to achieve a grass cut length of two and three-quarters (2 ¾”) of an inch. All debris created by performing these services must be removed by the Contractor from the JCC-Lewiston property the same day as it’s created. The Contractor must dispose of this debris in compliance with applicable laws.

A.8.2 Edging

A.8.2.1 The Contractor must edge JCC-Lewiston’s lawns twice per month so that the grounds have a neat appearance.

A.8.2.2 Bi-weekly, all edging must occur within the business hours of a single day. See the document with the document file name “JCC-Lewiston Grds Mtc Map” for areas to be edged.

A.8.2.3 All debris created by performing these services must be removed by the Contractor from the JCC- Lewiston property the same day as it’s created. The Contractor must dispose of this debris in compliance with applicable laws.

A.8.3 Tree and Bush Pruning

A.8.3.1 The Contractor must prune all of JCC-Lewiston’s trees and bushes twice annually so that branches will not be likely to fall during windstorms and won’t be in the way of people getting into vehicles or mowing.

A.8.3.2 The Contractor must prune tree branches that are below (but none above) fifteen (15) feet from ground level.

A.8.3.3 The Contract must shape the bushes around the main building when pruning them.

A.8.3.4 All tree and bush pruning must occur during business hours. See the document with the document file name “JCC-Lewiston Grds Mtc Map” for areas where tree and bush pruning must occur.

A.8.3.5 All debris created by performing these services must be removed by the Contractor from the JCC-Lewiston property the same day as it’s created and disposed of in compliance with applicable laws.

A.8.4 Debris Removal

A.8.4.1 The Contractor must remove all debris on JCC-Lewiston’s grounds, including but not limited to litter, tumble weeds and leaves twice per month during business hours.

A.8.4.2 The Contractor is responsible for proper and lawful transport and disposal of all debris, tumble weeds and leaves.

A.8.4.3 The Contractor must not use any JCC-Lewiston trash receptacles for disposal. All debris removal must occur during business hours.

A.8.5 Herbicide and Fertilizer Application

A.8.5.1 The Contractor must apply herbicide and fertilizer for all trees, bushes and grass two (2) times annually. The herbicides and fertilizer to be used must be approved by JCC-Lewiston in writing prior to use. All applications of herbicide and fertilizer must occur during business hours.

A.8.5.2 Prior to application, the Contractor must provide to the JCC and continually keep updated and on file thereafter, current copies of Safety Data Sheets (SDS) for all chemicals, herbicides & fertilizer being used.

A.8.6 Coordination of Services

A.8.6.1 The Contractor must coordinate the provision of services with the contact for JCC-Lewiston contact. IDJC will communicate the JCC contact’s names and contact information after award of Contract. All services should be provided between 7 a.m. and 3:00 p.m. Pacific time.

A.8.6.2 The Contractor must provide the phone number and email address for its customer service contact to the JCC-Lewiston contact no later than five (5) business days after award of Contract.

A.8.6.3 The Contractor must provide unlimited phone, voice mail and email access to customer service Monday through Friday between 9:00 a.m. to 5:00 p.m. Pacific time, excepting federal holidays (business days).

A.8.6.4 Response time to calls and emails must be within two (2) hours of IDJC placing the call or sending the email or by 10:00 a.m. Pacific time the following day If calls are made or emails are sent to the

Contractor after business hours. Response in this paragraph shall mean a returned call or email with information that will assist the JCC that made the call or sent the email.

A.9 JCC-Saint Anthony Requirements

A.9.1 Tree and Bush Pruning

A.9.1.1 The Contractor must prune all of JCC-Saint Anthony’s trees and bushes twice annually so that branches will not be likely to fall during windstorms and won’t be in the way of people getting into vehicles or mowing.

A.9.1.2 The Contractor must prune tree branches that are below (but none above) fifteen (15) feet from ground level.

A.9.1.3 All tree and bush pruning must occur during business hours. See the document with the document file name “JCC-Saint Anthony Grounds Map” for areas where tree and bush pruning must occur.

A.9.1.4 All debris created by performing these services must be removed by the Contractor from the JCC-Saint Anthony property the same day as it’s created and disposed of in compliance with applicable laws.

A.9.2 Coordination of Services

A.9.2.1 The Contractor must coordinate the provision of services with the contact for JCC-Saint Anthony contact. IDJC will communicate the JCC contact’s names and contact information after award of Contract.

A.9.2.2 The Contractor must provide the phone number and email address for its customer service contact to the JCC-Saint Anthony contact no later than five (5) business days after award of Contract.

A.9.2.3 The Contractor must provide unlimited phone, voice mail and email access to customer service Monday through Friday between 9:00 a.m. to 5:00 p.m. Mountain time, excepting federal holidays (business days).

A.9.2.4 Response time to calls and emails must be within two (2) hours of IDJC placing the call or sending the email or by 10:00 a.m. Mountain time the following day If calls are made or emails are sent to the Contractor after business hours. Response in this paragraph shall mean a returned call or email with information that will assist the JCC that made the call or sent the email.

Exhibit B – Price Sheet

Grounds Maintenance Services for IDJC

This Exhibit B - Price Sheet must be completed and submitted as part of your quote.

Your price(s) must be fully burdened to include all costs associated with providing grounds maintenance services meeting the requirements specified in Exhibit A – Scope of Work, for each JCC under the Contract(s). All prices must be single dollar amounts, not ranges.

The Total for each service and the Total Cost are for evaluation purposes only. Contract usage will be based on each JCC’s needs, and so IDJC makes no guarantees as to the amount of services it will order under the Contract.

B.1 Mowing and Weed Trimming Lawns for JCC-Lewiston (See section A.8.1.1. Factor in the cost per service that mowing and weed trimming is once per week, with the exception that the northwest field only needs to be mowed and weed trimmed twice per month. Also factor that the outside perimeter fence only needs to be weeded and weed trimmed once per month.)

Cost per Service: $______________________

Times 34 (services to be provided an estimated 34 times annually)

Total, B.1: $_____________________________________ (The Total, B.1 is the Cost per Service times 34.)

B.2 Weeding and Weed Trimming Outside Perimeter Fence for JCC-Lewiston

Cost per Service: $______________________

Times 9 (services to be provided an estimated 9 times annually)

Total, B.2: $_____________________________________ (The Total, B.2 is the Cost per Service times 9.)

B.3 Tree and Bush Pruning for JCC-Lewiston

Times 2 (services to be provided an estimated twice annually)

Total, B.3: $_____________________________________ (The Total, B.3 is the Cost per Service times 2.)

B.4 Debris Removal for JCC-Lewiston

Times 14 (services to be provided an estimated 14 times annually)

Total, B.4: $_____________________________________ (The Total, B.4 is the Cost per Service times 14.)

B.5 Herbicide and Fertilizer Application for JCC-Lewiston

Times 2 (services to be provided an estimated twice annually)

Total, B.5: $_____________________________________ (The Total, B.5 is the Cost per Service times 2.)

B.6 Tree and Bush Pruning for JCC-Saint Anthony

Times 2 (services to be provided an estimated twice annually)

Total, B.6: $_____________________________________ (The Total, B.6 is the Cost per Service times 2.)

Total Cost: ____________________________ (The Total Cost is the sum of Total, B.1, Total, B.2, Total, B.3, Total, B.4, Total, B.5 and Total, B.6.) (If you are not submitting a quote to provide services at both JCCs, then you do not have to enter a Total Cost.)

Do not alter this Exhibit B - Price Sheet. Altering this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

Do not submit pricing on any form or in any document other than this Exhibit B - Price Sheet. Providing your pricing on any form or in any document other than this Exhibit B - Price Sheet may be cause for your quote to not be considered for award. (The pricing you attach in response to the fifth paragraph of this Exhibit B – Price Sheet is acceptable, though.)

The Contractor shall not assess any other fees or charges other than those listed as the on this Exhibit B - Price Sheet.

Company Name (Vendor Name):

Contact Name/Phone:

Contact Email:

Exhibit C – Insurance Requirements

C.1 Within five (5) business days of award of the Contract (or such other time as designated by the Purchasing Activity), the Contractor must provide certificates of insurance required herein and must maintain the insurance for the entire term of the Contract, including any renewal and extension terms.

There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for the Contract to be terminated.

C.2 The Contractor shall carry liability and property damage insurance that will protect it and the state of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

C.3 The Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the state of Idaho. All insurance policies and certificates must be signed copies.

C.4 Commercial General and Umbrella Liability Insurance. The Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

C.4.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

C.5 Commercial Automobile and Commercial Umbrella Liability Insurance. The Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

C.5.1 Vendor may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its quote if the Vendor will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the state of Idaho will consider the request. If the Vendor submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of quotes, the state of Idaho may not consider the request.

C.6 Workers Compensation Insurance and Employer's Liability. The Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

C.6.1 The Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the state of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

C.7 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the state of Idaho, IDJC and their divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

C.7.1 The Contractor must provide proof of the state of Idaho, IDJC and their divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the state of Idaho, IDJC and their divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

C.7.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the state of Idaho, IDJC and their divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

C.8 Notice of Cancellation or Change: The Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

C.9 The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the state of Idaho, IDJC and their divisions, officers and employees.

C.10 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the state of Idaho on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

C.11 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the state of Idaho, IDJC and their divisions, officers and employees for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the state of Idaho.