RFQ_Event 190 Landscape Snow Removal Services - 1.docx

Idaho State Liquor Division

RFQ 190

Landscape & Snow Removal Services

Purpose Division of Purchasing is requesting quotes for Landscape and Snow Removal services.

As further detailed below.

The contact for this RFQ is:

Jonathan Gray, Buyer Division of Purchasing Phone: (208) 332-1615 E-mail: Jonathan.gray@adm.idaho.com

Background Idaho State Liquor Division (ISLD) is looking for Landscape and Snow Removal services for their Boise ID warehouse.

Location: 1349 E Beechcraft Ct, Boise, Idaho 83716

Time lines Please See event in IPRO (Powered by LUMA) for dates.

Specifications for Scope of Work for Services See Exhibit A

Contractor will begin service at ISLD, in Boise ID, on date: 7/1/2024. As coordinated with the Agency contact.

ISLD contact for service is: Paul Smith the Facilities Superintendent/Manager

Idaho State Liquor Division (ISLD) is a secure facility and requires all who enter the facility to sign in at the lobby and sign out before leaving the facility.

Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Cost, as provided on Exhibit C, Price Sheet. The Contract start date will be ninety (90) days from the date of award.

The Contract term shall be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The total contract term, with all renewals or extensions, is not anticipated to exceed five (5) years.

Billing Procedure Contractor must invoice AccountsPayable@liquor.idaho.gov on or before the 15th day of each month for work performed the prior month. Any invoices submitted incorrectly (any information mentioned below is missing) will be rejected until a corrected invoice has been submitted.

The invoice must include, but not be limited to:

6.1 Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, work performed, and location the work was performed);

6.2 Dates of service;

6.3 Total amount billed for the billing period;

6.4 Contractor name, address, phone number, and e-mail address;

6.5 Contract number;

6.6 Invoice Date;

6.7 Invoice Number;

Invoices and reports are to be submitted to:

Agency Contact: AccountsPayable@liquor.idaho.gov Agency Name: Idaho State Liquor Division Address: 1349 E. Beechcraft Ct., Boise, Idaho 83716

Site Inspections All interested Vendors are advised to attend the site inspection at their expense. Vendors must submit a written request, to the RFQ Lead no later than 5:00 p.m. MST, via E-Mail one (1) business day prior to the date of the site inspection. The written request must specify the name and title of each person who will be attending. A maximum of two (2) persons for each party interested will be allowed to attend in-person.

Site inspections shall begin on, Date: 12/28/2023 in LUMA See IPRO (Powered by LUMA) at 10:00 a.m. Mountain Time, at the Idaho State Liquor Division Central Office, 1349 E Beechcraft CT., Boise, ID 83716. It will be the responsibility of the Vendors to provide transportation to each location.

Failure to attend the site inspection on the scheduled date will in no way relieve a Vendor from their performance or duties outlined herein.

Experience, Qualifications and Licensing Contractor must be licensed as required by state and federal licensing regulations applicable to Landscape and Snow Removal services. Contractor must provide proof of this license with their Bid.

8.1 Contractor must demonstrate that it has been in the business of Landscape and Snow Removal services for at least the last Two (2) consecutive years prior to the date of issuance of this RFQ.

8.2 Contractor or sub-contractor must use a Certified Arborist for all pruning and tree pruning as defined in sections 2.5 and 2.6 below under Scope of Work.

8.3 Contractor must include with Bid submission, a minimum of three (3) former/current customers (company name, address, phone, fax, email, contact name and date ranges of the services performed for at least Two (2) years. Added below: Exhibit B – References Sheet

8.4 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. All work must comply with ANSI standards.

Response Enter your Total Cost for Services on Exhibit C, Price Sheet, and submit your quote via IPRO (Powered by LUMA) so that it is received at Division of Purchasing, prior to the deadline established in IPRO.

Quotes must include all Required Submittal Items (See below).

When submitting via IPRO enter your Total Cost on Exhibit C AND in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Exhibit B – References Sheet Exhibit C – Pricing Sheet Attachment 1 - Sterilant, Pre-Emergent & Flail Mowing Map Attachment 2 - ISLD Snow Removal Map

Exhibit C – Price Sheet State of Idaho Signature Page

Exhibit A

Scope of Work

ISLD is a secured facility, all Contractor staff and visitors must check in at the office prior to starting any work. Contractor will be responsible for one key Fob (keyless entry) that will operate the main entrance gate and can only be used for early morning and weekend snow removal only. All other work must be conducted during regular business hours 8:30am to 5pm (MT) Monday-Friday.

1 Contractor Responsibilities

1.1 Contractor must furnish all labor, equipment, supplies, tools, and materials; as well as all personal protective equipment (PPE) (all PPE equipment, gloves, protective eye wear, masks, etc.) which must be Occupational Safety and Health Administration (OSHA) compliant to perform the Landscaping Services required below. General Landscaping Services will be Mowing, Trimming & edging, Fertilizer, Weed Control, Sterilant & Pre-Emergent, Flail Mowing, Pruning, Sprinkler System Startup and Blow Out, Monitor and Adjust Sprinkler Systems, Tree Pruning, Debris Control, Spring/Fall/Winter Cleanup, and overall Landscape Services at the ISLD location.

1.2 Contractor must immediately advise the ISLD Manager or designated staff if there are any issues or concerns with any of the facilities on the ISLD premises. Contractor must address problems including, but not limited to, damaged sprinkler heads and issues related to the sprinkler system, watering issues, insect infestation, damaged or destroyed shrubbery, any damage to the buildings, and any other facilities maintenance or repair concerns that arise. Contractor must be responsible for replacing or repairing to original condition, at their expense, any property damaged by the Contractor or any of the Contractors employees.

1.3 Contractor must provide detailed records of all services provided to the ISLD Manager or designated staff by email (To be provided to Contractor by ISLD prior to contract start date) after each weekly occurrence.

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

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

1.6 All Contractor personnel must wear a “uniform” shirt while performing Landscaping Services at the ISLD Central Office facility. The “uniform” shirt must clearly identify the individual as an employee of the Contractor.

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

2 Expectations for Service: The Contractor must perform the services below and meet the requirements as identified for each service.

2.1 Mowing: Grass shall be cut between 1 1/2” to 2” inches in spring and fall and 2 1/2” inches in the summer. Any bare ground areas may become populated with grass or weeds through natural spread (i.e. not artificially planted) thus these areas must be cut also. Grass cutting must be done such that it is free of scalping, rutting, bruising, uneven and rough cutting. The only exception to the height stated above is during extreme heat and little rainfall. If such conditions occur, the ISLD Manager or designee will notify the Contractor within a week, in writing of any changes to grass height. Prior to mowing, the Contractor must remove and dispose of all rubbish, debris, and trash, which includes but is not limited to: leaves, rocks, paper and other removable objects on the ground and any tree or shrubbery areas.

the contractor must provide container or service for removal of all rubbish, debris and trash as per above during landscaping and snow removal.

2.2 Trimming & Edging: 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 to match the height and appearance of the surrounding mowed grass.

Trimming and edging must be done on the same day as grass cutting. Grass cutting will not be considered complete until all trimming, edging and clean-up operations are accomplished.

2.3 Fertilization: Fertilization must be done in accordance with the predominant grass type for that area. An application rate must be selected that will prevent the grass from damage due to unnecessary over fertilization and per ANSI compliance standards.

2.4 Weed Control: Pre-emergent herbicide must be applied to control both annual and perennial grassy and broadleaf weeds in accordance with label directions. If weeds appear, control will be provided with post-emergence herbicides in accordance with label directions. 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. Tree collars, flowering beds, and any additional bed areas must be maintained in weed free condition through the use of herbicides and hand labor.

Where commercial herbicides may cause damage to sensitive plants (seasonal color, bulbs, ground covers, etc.), weeds must be pulled by hand to minimize plant loss or damage.

2.4.1 Sterilant & Pre-Emergent: (See Attachment 1)

2.4.2 Flail Mowing: (See Attachment 1)

2.5 Pruning: Prune shrubs in the summer and fall to promote open framework in crown and to remove suckers, dead branches and leaves. All pruning must be performed under the direct supervision of a certified arborist.

Pruning must be performed in appropriate season as not to remove bloom. Every effort must be made to maintain a natural growth form for each plant species. New growth must be pruned to keep with the overall size and shape of plant.

2.6 Tree Pruning: Tree pruning must be completed by a licensed arborist. This task shall be completed on a timeline chosen by the arborist.

2.7 Sprinkler Systems Startup and Blow Out: Sprinkler system spring startups and fall blow outs must be accomplished, preventing frozen water lines. Backflow testing for the irrigation is done by others.

2.8 Monitoring Sprinkler Systems: Sprinkler systems for all zones with natural vegetation must be monitored for the appropriate water application for the specific time of year. If the Contractor determines that an adjustment of the sprinkler system is necessary (i.e. an increase in the duration or Sprinkler head adjustment), the Contractor must notify the ISLD Manager or designee of the suggested modifications.

2.9 Debris Control: Must be performed on the same day on any requested service that promotes clippings, branches, offcuts, etc.

All natural vegetation (leaves, branches, grass clippings, trimmings, etc.) must be removed from the site, including, but not limited to: sidewalks, parking areas, and any paved areas surrounding the location.

All inorganic materials (plastic, glass, metal, paper, rocks, etc.) and any other miscellaneous debris must be removed from the site, including, but not limited to: sidewalks, parking areas, and any paved areas surrounding the location.

All materials, trash, and debris from the Landscaping Services must be collected and discarded off-site at a proper solid waste/compost disposal facility meeting all applicable federal, state, and local requirements.

Contractor must provide a fall clean up once all the leaves have fallen from October 31st to November 15th.

2.10 Fall Cleanup: Contractor must provide a call clean up once all the leaves have fallen from October 31st to November 15th

2.11 Snow and/or Ice Removal

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 when parking lots and driveways reach one inch (1”). Snow and/or ice removal must be performed weekdays prior to 4:30 a.m. Contractor response time must not exceed two (2) hours from the time the ISLD Manager or designated staff makes contact with the Contractor Supervisor.

See ISLD priority Snow Removal Map (Attachment 2).

Exhibit B

Reference Sheet

Reference #1

Contact Information

Name:

Telephone:

Email:

Postal Address:

Reference #2

Contact Information

Name:

Telephone:

Email:

Postal Address:

Reference #3

Contact Information

Name:

Telephone:

Email:

Postal Address:

Exhibit C

Price Sheet

6 minimum.

After all leaves are down

*Cycle(s): The number indicated under the cycle(s) section is the minimum frequency of times work must be performed for that location. Cycles may be more than indicated and will be contingent on the overall performance of the natural vegetation. Contractors will invoice ISLD for additional cycles based on the Contractor’s per occurrence cost provided on the Price Sheet.

Exhibit C

Price Sheet (Continued)

Company Name: ____________________________________________________________________ Name of individual submitting Quote: __________________________________________________ Signature of individual submitting Quote: _______________________________________________ Phone: ___________________________________________________________________________ Fax: ______________________________________________________________________________ E-mail: ___________________________________________________________________________

Your fully burdened Total Cost for the ISLD location must include all costs to complete the Landscaping Services required in the Scope of Work including, but not limited to: mowing, trimming, fertilizing, weed control, pruning, sprinkler system startup and blow out, monitoring the sprinkler system, backflow test, insect and disease control, pest and rodent control, debris control, equipment, PPE, labor, transportation, etc. in accordance with the details provided in this solicitation.

**Additional Required Services:

Please provide rates for the following service(s). If your company does not offer this service, indicate not applicable (NA) in the blank provided. The cost for this service will not be considered in the evaluation for award of a contract, but as an optional service on an “as needed” basis.

Maximum markup for materials is cost plus 10%. Receipt must accompany the invoice.

The State reserves the right to accept or reject optional service pricing.

Snow and/or Ice Removal: Snow and/or ice shall be removed and mitigated by the use of an ice melt product when accumulation on sidewalks and entrances reaches half inch (½”) inch and parking lots and driveways reaches one inch (1”). Snow and/or ice removal must be performed weekdays prior to 4:30 a.m. Priority: See ISLD snow removal map

Contractor response time must not exceed two (2) hours from the time the ISLD Manager or designated staff makes contact with the Contractor Supervisor.

*Time & materials rates apply to accumulation over 4"

Additional requested work must be Pre-authorized by ISLD Manager.

ATTACHMENT 1

Sterilant, Pre-Emergent & Flail Mowing Map Idaho State Liquor Division 1349 E Beechcraft Ct.

ATTACHEMENT 2

ISLD Snow Removal Map ISLD Central Office 1349 E Beechcraft Ct.

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