RFQ #402 - Attachment 1 - Admin. Info - Landscape & Grounds Maintenance - Nampa Research.pdf

RFQ #402 LANDSCAPE & GROUNDS MAINTENANCE – NAMPA FISHERIES RESEARH FACILITY Page 1 of 9

IDAHO DEPARTMENT OF FISH & GAME

RFQ #402 – LANDSCAPE & GROUNDS MAINTENANCE – NAMPA FISHERIES RESEARCH FACILITY

ATTACHMENT 1 – SECTION 1

RFQ Title: Landscape & Grounds Maintenance – Nampa Fisheries Research Facility

RFQ Solicitation Contact: Doug Peterson, Purchasing Agent Doug.Peterson@idfg.idaho.gov 208.287.2816

Submit Electronically via IPRO: https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Term: Initial three (3) year Term. Upon mutual, written agreement, the Contract may be renewed or extended. Total Contract not to exceed five (5) years.

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified Vendors to perform landscape & grounds maintenance (Services) for the IDFG Nampa Fisheries Research Facility located at 1414 East Locust Lane, Nampa, ID 83686, as further detailed below. Services will be performed on an annual basis from April 1 to October 31.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO: https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGro up=LUMA. The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO.

It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Pre-Bid Site Inspection All interested parties may attend the pre-bid site inspection, at their expense. Interested parties must notify the RFQ Solicitation Contact, in writing, of their intent to attend no later than one (1) business day prior to the date of the inspection.

Pre-Bid Site Inspection Date: 03-26-2024 Time: 10:00 AM (Mountain) Location: IDFG Research Facility, 1414 E. Locust Lane, Nampa, ID 83686

D. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email (see below for additional details).

IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required mailto:Doug.Peterson@idfg.idaho.gov https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/ https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/

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Submittals listed below and be received prior to the deadline established in IPRO. Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO ( https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGro up=LUMA ) and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

E. Required Submittals As part of your response to this RFQ, you must provide the following information about your company. Please utilize Attachment 6 – Contractor Company Information.

Business Information:

• Provide a summary of your company explaining the size of your company, services provided, number of clients supported, list other government agencies supported.

• How many years has your company been in business performing similar services?

• Describe your company’s compliance and performance history for similar services.

• Provide reference information from three (3) clients other than IDFG (company name, contact name, contact phone number, contact email address) to support compliance history.

Staffing:

• Describe personnel stability and experience for those who will be working on this contract: i.e. how long they’ve been working for the company and job experience performing the scope of this RFQ.

• Provide proof of licenses and certifications for those who will be working on this Contract.

Additional required submittals:

Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 – Insurance

F. Award Award will be made, all or none, to the responsive, responsible bidder whose combined technical experience to support the requirements of the Contract, and lowest Total Cost, as determined to be in the best interest by IDFG.

G. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system (IPRO), which will be an acceptance of the successful bid. The CPO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety, whether or not they are attached in IPRO:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – May 2021

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website (https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

https://purchasing.idaho.gov/governing-laws-and-policies/

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H. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for a period of no less than three (3) years after the Contract terminates, or until all audits initiated within the three

(3) years have been completed, whichever is later.

I. Audit Rights Contractor agrees to allow State and Federal auditors and State purchasing staff access to all records relating to this Contract, for audit, inspections, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

J. Debarment

No contract shall be made to parties listed on the General Services Administration’s List of Parties Excluded from Federal Procurement or Non-procurement Programs in accordance with Executive Orders 12549 and 12689.

The prospective Contractor certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal Department or agency.

ANTI-DISCRIMINATION/EQUAL EMPLOYMENT OPPORTUNITY CLAUSE:

Acceptance of this Agreement binds the Contractor to the terms and conditions of Section 601, Title VI, Civil Rights Act of 1964, in that "No person in the United States shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance." In addition, "No otherwise qualified handicapped individual in the United States shall, solely by reason of his handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance" (Section 504 and 508 as amended, of the Rehabilitation Act of 1973). Furthermore, for contracts involving federal funds, the applicable provisions and requirements of Executive Order 11246 as amended, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974, Section 701 of Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967 (ADEA), 29 USC Sections 621, et seq., the Age Discrimination Act of 1975, Title IX of the Education Amendments of 1972, U.S.

Department of Interior regulations at 43 CFR Part 17, and the Americans with Disabilities Act of 1990, are also incorporated into this Agreement. The Contractor shall comply with pertinent amendments to such laws made during the term of the Agreement and with all federal and state rules and regulations implementing such laws.

The Contractor must include this provision in every subcontract relating to this Agreement.

By Signing below you comply with the Federal Regulations and Requirements relating to DEBARMENT AND CIVIL RIGHTS within this Request for Quotation.

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ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions.

A. Key Personnel The Contract Management Team (CMT) will consist of IDFG business personnel who are responsible for activities such as monitoring performance, documenting acceptance, documenting non-compliance, reviewing and approving invoices, requesting and approving minor changes (as defined within). The CMT will be the Contractor’s main contact for all day-to-day activities.

The Contract Administration Team (CAT) will consist of IDFG procurement personnel who are responsible for activities such as executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and closing out/terminating the Contract.

The Contractor must designate a principal point of contact to serve as the Contractor’s Contract Manager. The Contractor’s Contract Manager will be responsible for overseeing the activities performed on the Contract, coordinating activities with the CMT, responding to notifications from the CMT and the CAT as appropriate.

All contact information will be provided and documented during the Contract Kickoff Meeting. Any changes to key personnel contact information must be updated per Section 2.E, Changes & Amendments.

B. Contract Meetings Contract Kickoff Meeting - The Contractor must attend a Contract Kickoff Meeting, in person, prior to performing any work specified. This meeting will be used to introduce key personnel, review the Contract, review and approve schedule, and to address any questions or concerns. The meeting must take place within ten (10) business days after Award of the Contract.

Compliance Review Meeting - IDFG may require the Contractor’s Contract Manager to attend Compliance Review Meetings. These meetings are typically held when the Contractor continues to fail to meet the requirements of the Contract. This is a way for IDFG and the Contractor to meet in person or over the phone (at IDFG’s discretion) to discuss discrepancies together in a constructive environment. The Contractor’s attendance is mandatory when required by IDFG and are at no additional cost to IDFG.

C. Acceptance See Section 18, Acceptance, of the State of Idaho Standard Contract Terms and Conditions.

D. Invoices & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must be submitted as follows:

• One (1) invoice submitted monthly.

Invoices must include the following information:

• Contractor Company & Contact Information

• Contract Name & Number

• Invoice Number & Date

• Itemization of the service provided to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoice amount.

Invoices must be submitted to IDFG’s CMT; contact information will be provided during the Contract Kickoff Meeting.

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Payments - Payments for correctly submitted invoices will be made in accordance with Idaho Code 67-2302:

(https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/)

E. Changes & Amendments Either party may, at any time by a written request, request changes to the Contract. The party requesting the change must complete Attachment 5 - Change Request Form addressing all details for the change. The party receiving the Change Request Form must confirm receipt and provide feedback regarding any desired changes to the request.

Minor Changes - If the Change Request consists solely of plan, timeline, schedule, or key personnel changes; or changes which otherwise act to clarify the roles and responsibilities or modify the activities within the scope of the Contract, without an impact on cost, will be considered a Minor Change and the CMT is authorized to negotiate and execute the Change Request Form with the Contractor. Change requests for Minor Changes will be made effective by mutual written agreement of the Contractor and IDFG.

Other Changes - Any proposed changes to the Contract that are not considered to be Minor Changes must be agreed to in writing by the Contractor and the CAT. Such changes shall be formalized through an Amendment to the Contract.

Material Changes – The CAT may determine, in its sole discretion, that material changes are prohibited by the State Procurement Act. Prohibited material changes shall be refused by the State.

Changes not executed in compliance with this section may be void pursuant to Idaho Code 67-9213, and may cause the entire Contract to be void.

F. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 2.G, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

G. Termination of Contract For Cause - See Section 2, Termination, of the State of Idaho Standard Contract Terms and Conditions.

For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

H. Transitioning Service Providers Prior to the end of the Contract term (including any extensions), the Contractor must provide all reasonable transition assistance to IDFG to ensure the orderly transfer of service to another service provider. In the event that there may be a potential gap in service, when transitioning to a new service provider, the Contractor must continue to provide service for a period up to six (6) months, or such lesser time as the parties may agree to in writing. The Contractor will be compensated for all services extended in writing beyond original term at the current pricing of the Contract prior to the extension.

https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

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I. Contract Closeout Upon completion of the Contract, either expiration or termination, the CAT will initiate its closeout procedures to ensure all obligations have been fulfilled, all disputes are resolved, and all payments have been completed.

Two (2) letters will be provided to the Contractor:

1) Initial Closure Letter – provided prior to expiration to serve as a reminder that the Contract is approaching its completion.

2) Final Closure Letter – provided after the expiration to confirm that all obligations have been met, disputes are resolved, all payments made, and the Contract is officially closed.

J. Price Adjustments All prices must be fully burdened and firm for one (1) year from the effective date of the Contract. A Price Adjustment may be considered on an annual basis thereafter. If a Price Adjustment is requested, the Contractor must notify IDFG in writing, thirty (30) calendar days prior to the anniversary date of the Contract. IDFG reserves the right to approve or deny the request.

ATTACHMENT 1 – SECTION 3

A. General

1. The Contractor must provide all labor, materials, safety gear, and equipment necessary to complete the

Services associated to this Contract.

2. The Contractor’s employees must be neat in appearance and perform in a professional manner.

Employees must wear high visibility clothing with the company name or logo.

3. Services must occur during IDFG’s business hours: Monday through Friday, 8:00 am to 5:00 pm local time, excluding state of Idaho recognized holidays (https://www.idaho.gov/government/state-holidays/ ), unless otherwise approved in writing by IDFG.

4. A schedule supporting the Services associated to this Contract must be submitted to IDFG during the kick-off meeting, and with each anniversary of the Contract Term. IDFG reserves the right to modify prior to approving the start of Services.

B. Property Damage

1. In the event IDFG property is damaged by the Contractor, the Contractor must;

2. Take immediate corrective action to prevent further damage.

3. Prevent pedestrians from coming in contact or harming themselves as a result of the damage.

4. Take photographs and notify IDFG, via phone and in writing, within the same business day.

5. Provide IDFG with a corrective action plan to repair damages within twenty-four (24) hours of the damage. Repairs must be approved by IDFG prior to work taking place.

6. In the event repairs are not made within seven (7) business days, IDFG will have the right to have repairs made or to make repairs and deduct this amount from any invoices due to the Contractor.

7. The property must be repaired to restore the damaged area(s) back to the original condition at no additional cost to IDFG.

C. Safety

1. The Contractor must take the necessary safety precautions to prevent injury to pedestrians, including Contractor personnel.

2. Maintenance must be performed in a manner that does not impede, or harm, vehicle or pedestrian traffic. The Contractor must immediately cease Services until deemed safe and appropriate to continue without interfering with public activity.

3. The Contractor must place warning signs, as appropriate, in accordance with the Manual on Uniform Traffic Control Devices (MUTCD): http://mutcd.fhwa.dot.gov/.

4. All equipment must be maintained in good operating and safe condition. Damaged equipment, oil/fuel leaks, or other hazardous conditions are not permitted.

https://www.idaho.gov/government/state-holidays/ http://mutcd.fhwa.dot.gov/

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5. All equipment with rotary blades, such as mowers, edger’s, weed-eaters, etc., must be equipped with safety shields, chains, or guards to prevent flying debris.

6. Engines must be equipped with manufacturer approved mufflers to reduce noise emission.

7. Any equipment that has come in contact with diseased plants within three (3) calendar days of entering

IDFG’s location, must be disinfected prior to entering the location.

a. Disinfectant must be one (1) part bleach to nine (9) parts water, sprayed on the blade(s) and underside of cutting decks and all pruning tools.

D. Lawn Maintenance

1. Lawn mowing (Mowing) must be performed one (1) time per week, from approximately April 1 to October 31 each year, depending on lawn growth and weather conditions.

2. Mowing must be as close as possible to all fences, curbs, walls, or other fixed objects.

3. Grass must be cut at a uniform height, not scalped, and not to exceed four (4) inches across the entire lawn.

4. Grass must be trimmed around sprinkler heads, trees, shrub trunks, and landscaped beds. Contractor may elect to utilize the tool of their choice in order to trim the lawn.

5. Edging must be performed one (1) time per week with each mowing cycle, or as needed.

6. Mechanically edge grass along or around all walkways, curbs, ramps, embankments, obstructions, light poles, fencing, signs, trash receptacles, benches, and landscaped beds.

7. Litter, clippings, leaves, and debris must be removed one (1) time per week with each mowing cycle. This includes paper, wrappers, cans, bottles, building material, cigarette butts found on the grounds, leaves, and all clippings as a result of the Landscaping Services performed by the Contractor.

8. Grass clippings must be mulched or removed with a mower equipped with a clippings bag. No piles of grass clippings will be allowed to remain on the lawn or turf after mowing.

9. Grass clippings, leaves, and debris must be removed from all plant beds, sidewalks, ramps, driveways, and parking lots, after each mowing. Power blowers, vacuums, and sweepers are permitted.

10. Grass clippings and debris must be prevented from being directed into irrigation canals, storm water detention areas, streets, gutters, and storm sewer inlets.

E. Landscape Bed Maintenance

1. Landscape beds must be inspected one (1) time per week, from approximately April 1 to October 31 each year.

2. Planting bed areas and plants must be kept in a healthy condition to include removal of all weeds, diseased plants, and insect control. Chemicals are authorized (see Section G for additional details).

3. Ground covers must be edged and trimmed so that they remain within the area defined by the landscape edging.

4. Shrubs must be trimmed and shaped according to natural characteristics and standard cultural practices specific to each species. Selectively thin and tip back annually to encourage branching and vigor.

5. Plants damaged or thin areas in ground cover beds must be replanted using existing spacing as follows:

a. Plants damaged by the Contractor must be replaced and planted by Contractor at no cost to IDFG.

b. If plants are diseased or showing poor vigor at no fault of the Contractor, replacement plants will be provided by IDFG and planted by the Contractor.

c. Replacement plants may be provided by the Contractor but must be approved by IDFG prior to planting. The cost of the plants will be reimbursed, at cost, to the Contractor. Labor to replace the plants must be included in the fully burdened cost of the Landscape Bed Maintenance.

6. Pre-emergent herbicides must be used to prevent unwanted plants from growing in landscape beds (see Section G for additional details).

7. Landscape Beds must be free of debris, including but not limited to, dead leaves, trash, and other foreign objects.

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F. Tree Maintenance

1. Trees must be inspected one (1) time per week, from approximately April 1 to October 31 each year.

2. Trimmed as needed to remove dead growth or as directed by IDFG. Tree canopy must be kept above pedestrians and vehicles. Contractor must notify IDFG prior to trimming any trees and must have written authorization by IDFG before any trimming takes place.

3. Maintain and replace broken plant stakes, ties, and bent stakes as needed or as directed by IDFG. If ties are too tight, they must be replaced or adjusted.

4. The Contractor is responsible for any damage to trees or plant materials caused by chafing or breakage of foliage or limbs coming in contact with stakes or ties.

5. Water sprouts must be continually removed/cut from trees.

6. The Contractor is not responsible for fertilizing the trees.

7. The Contractor is responsible for applying insecticides to the trees per Section G-9 below.

G. Pesticide, Herbicide, and Lawn Fertilizer Application

1. Applicator must hold a valid Idaho State Department of Agriculture applicator license.

https://agri.idaho.gov/main/56-2/pesticides/pesticide-licensing/

2. Pesticide, herbicide, lawn fertilizer (Chemicals) applications must be made according to the manufacturer’s recommendations and by or under the immediate supervision of the license holder.

3. Chemicals must be applied as needed to control weeds, insects, fungus, and plant diseases. The Contractor is responsible for choosing appropriate Chemicals and is accountable for any misuse thereof.

Contractor must provide IDFG with a list of the chosen Chemicals prior to application.

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

b. IDFG reserves the right to prohibit the use of any Chemical that may be undesirable for any reason.

4. Application must be coordinated with weather and sprinkler schedules so that sprayed material is not washed off of the plants. Repeat application will be required at the Contractor’s expense if rain or irrigation washes material off of the plants before uptake.

5. Chemicals must be prevented from drifting and coming in contact with items for which the Chemical is not intended to treat.

6. Pre-emergent herbicide must be applied to control both annual and perennial grassy and broadleaf weeds in accordance with manufacturer’s specifications. If weeds appear, control will be provided with post-emergence herbicides in accordance with manufacturer’s specifications. Use non-selective and/or pre-emergent herbicides as necessary for expansion joints and cracks of paved surfaces. It is the Contractor’s responsibility to remove all annual grasses and weeds from expansion joints and cracks of hard surfaces once they have been sprayed and are dead.

7. The Contractor must prepare and submit a plan to IDFG within seven (7) business days prior to each application showing the areas to be treated, Chemicals to be applied, target pest (weed, insect, fungus or disease), the rates of application, and any danger associated with use of any product.

8. Chemicals must be applied to the lawns as follows:

a. One (1) early spring application

b. One (1) late spring application

c. One (1) summer application

d. One (1) fall application

9. Chemicals must be applied to the trees as follows:

a. One (1) dormant oil application

b. One (1) spring insecticide application

c. One (1) summer insecticide application

d. One (1) fall insecticide application

10. The Contractor must follow all applicable Federal, State, and local laws for the storage, transport, handling, mixing, use, and application of all Chemicals.

11. All applicable Environmental Protection Agency regulations, including the Pesticide General Permit, detailed below must be followed:

a. https://www.epa.gov/regulatory-information-topic/regulatory-information-topic-pesticides https://agri.idaho.gov/main/56-2/pesticides/pesticide-licensing/ https://www.epa.gov/regulatory-information-topic/regulatory-information-topic-pesticides

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b. https://www.epa.gov/npdes/pesticide-permitting-2016-pgp

12. Contractor must keep current product labels and Safety Data Sheets of all Chemicals being applied on hand during each application.

H. Irrigation System Maintenance

1. The irrigation system must be inspected one (1) time per month, from approximately April 1 to October 31 each year. Contractor must provide IDFG with an irrigation schedule on a yearly basis. Schedule must include at a minimum, the zone, day(s), time(s), and length of active irrigation (minutes).

2. Inspections include visual inspection of all accessible components of the irrigation system including, but not limited to, controllers, remote control valves, quick coupler valves, drip pressure and air release valves, bubblers, and sprinkler heads.

3. Program and monitor the automatic irrigation system to water lawns, turf, trees, and shrubs in order to provide healthy and vigorous growth.

4. Lawn and plants must not be over-watered to stimulate unnecessary growth and plant disease. Lawn must not be kept soaking wet and should be allowed to dry out between watering.

5. Clean and adjust sprinklers, as needed, so the sprinklers spray the lawn and not on automobiles, signs, buildings, streets, sidewalks, and brick pavers.

6. Repairs to the sprinkler system and water lines, as needed, in order to maintain original functionality. The cost of the replacement parts will be reimbursed, at cost, to the Contractor. Labor for the repairs must be included in the fully burdened cost of the Irrigation System Maintenance.

7. Replacement parts for the irrigation system must be of the same make, model, and size of the existing irrigation system.

8. The sprinkler system must have the water turned off and be winterized by blowing air through the lines to remove any water within seven (7) calendar days of notice from IDFG.

https://www.epa.gov/npdes/pesticide-permitting-2016-pgp