RFQ Event 70 Administration Document.docx

Idaho Division of Purchasing (DOP) On Behalf of Idaho Department of Administration (ADM) RFQ Event 70 Landscape Services Lewiston

1. Purpose The Idaho Department of Administration (ADM), through the Division of Purchasing (DOP), is requesting quotes for a qualified lawn care provider to service the ADM location in Lewiston Idaho with a full range of year-round landscape, sprinkler, and snow removal services, as further detailed below.

The contact for this RFQ is:

Mark Ward, Buyer for Division of Purchasing 208-332-1609 Mark.Ward@adm.idaho.gov

2. Timelines Quotes Due : 08-31-2023

3. Scope of Work See Exhibit A

4. Subcontracting Unless otherwise allowed by the State in the Contract, the Contractor will not, without written approval from the State, enter into any subcontract relating to the performance of the Contract or any part thereof. Approval by the State of the Contractor’s request to subcontract or acceptance of or payment for subcontracted work by the State will not in any way relieve the Contractor of any responsibility under the Contract. The Contractor will be and remain liable for all damages to the State caused by negligent performance or non-performance of work under the Contract by Contractor’s subcontractor. Subcontractor(s) must maintain the same types and levels of insurance as that required of the Contractor under the Contract; unless the Contractor provides proof to the State’s satisfaction that the subcontractor(s) are fully covered under the Contractor’s insurance, or, except as otherwise authorized by the State.

5. Site Inspection Vendors interested in performing an inspection must notify the ADM Manager or his designee by email no later than 5:00 p.m. (PST), one (1) business day prior to the date of the site inspection. The vendor will have a one (1) hour maximum time allotted to familiarize your company with the grounds and natural vegetation. All interested vendors are strongly encouraged to conduct a site inspection, at their own expense. The written request must specify the name and title of each person who will be attending. A maximum of three (3) persons for each vendor interested will be allowed to attend. Request for Site Inspection must be submitted by 5:00 PM PST on 08-23-2023 . Site Inspections must be performed by 5:00 PM PST on 08-24-2023. Failure to attend the site inspection will in no way relieve a vendor from their performance or duties outlined herein.

The services will be performed at Idaho Department of Administration at 1118F Street. Lewiston, Idaho 83501. The contact for notification of site inspections is as follows:

Saul Bonilla | Building Facility Foreman Idaho Department of Administration 1118F Street Lewiston, ID 83501 Phone 208-799-5047 saul.bonilla@adm.idaho.gov

6. Award Basis and Term Award will be made All or None to the responsive responsible vendor with the lowest fully burdened Total Cost, as provided on Exhibit C, Price Sheet.

The term of the resulting contract will be one (1) year, the Contract can be renewed or amended for up a total of five (5) years, upon mutual agreement of both parties. Contractor must start services on TBD.

7. Billing Contractor must invoice ADM 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:

Invoices must be submitted by email or any common carrier to:

Idaho Department of Administration Attn: Saul Bonilla 1118F Street Lewiston, ID 83501 saul.bonilla@adm.idaho.gov

Final invoices must be submitted to ADM no later than thirty (30) calendar days after the contract expiration date.

8. Contract Monitoring ADM will perform weekly site inspections to verify that the services are meeting the requirements of the contract. Discrepancies will be photographed, documented, and discussed with the Contractor. The Contractor must correct the deficiencies within one (1) business day or provide a detailed plan of action to correct discrepancies by a mutually agreeable date between Contractor and ADM.

9. Reporting Contractor must report any discrepancy in service in writing by email to saul.bonilla@adm.idaho.gov, indicating the reason the service was not performed. Site issues and abnormalities to the landscape and grounds must be reported when they are first noticed. Discrepancies, issues, and abnormalities must be reported within twenty-four (24) hours from the time of occurrence.

10. Response Enter your fully burdened Total Cost on Exhibit C, Price Sheet, and have it submitted into IPRO powered by LUMA so that it is received at Idaho Division of Purchasing prior to the deadline established above.

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

Exhibit A – Scope of Work Exhibit B – Price Sheet Solicitation Instructions to Vendors Terms and Conditions State of Idaho Signature Page

Exhibit B – Price Sheet State of Idaho Signature Page

11. INSURANCE REQUIREMENTS

Within five (5) business days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. 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 your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor will 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.

Contractor will 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. All insurance policies and certificates must be signed copies. After work commences, the Contractor must keep in force all required insurance until the Contract is terminated.

11.1. Commercial General Liability Insurance (CGL). The Contractor will maintain commercial general liability on an occurrence basis to include premises and operations, personal and advertising injury, products and completed operations, liability assumed under an insured contract, and independent contractors. The limits of liability will not be less than:

$1,000,000 each occurrence bodily injury and property damage

$1,000,000 personal and advertising injury $2,000,000 general aggregate*

$2,000,000 products/completed operations aggregate*

Coverage will include additional insured status and a waiver of subrogation in favor of the State, its officers, directors, employees, agents, and volunteers.

If the contractor will interact with minors the contractor must maintain sexual misconduct liability on an occurrence basis with a limit of liability of not less than $1,000,000 per occurrence. This coverage may be provided by the commercial general liability policy or on a standalone basis.

*If warranted, based on the exposure, a per project aggregate may be necessary. If so, the per project aggregate, general aggregate, and the products/completed operations aggregate should be twice the the minimum required occurrence limit. The ISO endorsement CG 25 03 or its equivalent should be required.

11.1.1. CGL insurance will be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and must 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).

11.2. Commercial Automobile Liability Insurance. The Contractor will maintain commercial automobile liability insurance with limits of not less $1,000,000 combined single limit each accident for bodily injury and property damage including coverage for all owned, hired, and non-owned automobiles. Where applicable, coverage should include personal injury protection.

Coverage will include additional insured status in favor of the State, its officers, directors, employees, Agents, and volunteers.

11.3. Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror 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 Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

11.4. Workers Compensation (Statutory) and Employer's Liability. Contractor must maintain workers compensation coverage as follows:

Coverage A – Statutory

Coverage B – $1,000,000 each accident for bodily injury by accident; $1,000,000 each employee for bodily injury by disease; $1,000,000 policy limit for bodily injury by disease.

If there is an exposure of injury to Contractor’s employees under the U.S. Longshore and Harbor Workers Compensation Act, the Jones Act, or under laws regulations or statutes applicable to maritime employees, coverage will be included for such injuries or claims.

Coverage will include a waiver of subrogation in favor of the State, its officers, employees, agents, and Volunteers.

11.4.1. 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.

11.5. State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract will include the State of Idaho, the (agency) and its divisions, officers, and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

11.5.1. The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers, and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

11.5.2. 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, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

11.6 Pollution Liability. For any work that involves the handling of hazardous material or if the work could create or exasperate an environmental hazard, contractor must maintain Pollution Liability coverage extending to claims of bodily injury, property damage, including cleanup costs, removal, storage, disposal, and/or use of the pollutant with a limit of liability of not less than $1,000,000* and the State, officers, employees, agents, and volunteers should be included as an Additional Insured with respects to liability and defense of suits arising out of activities performed by or on behalf of contractor, including Completed Operations. Completed Operations coverage should be included for up through the statute of repose after the project is completed and accepted by the project Owner. If the contractor is responsible for removing any pollutants from a site, the Contractor’s automobile liability insurance should be endorsed to include the required auto pollution endorsements and Motor Carrier Act Endorsement MCS-90.

*Higher limits may be necessary depending on the exposure.

11.7 Notice of Cancellation or Change: Contractor will 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.

11.8 Contractor will 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, will not affect the coverage(s) provided to the State of Idaho, and its divisions, officers, and employees.

11.9 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract, must 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 will 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 on or related to the Contract and will provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

11.10 Waiver of Subrogation: All policies must contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents 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.

Exhibit A – Scope of Work

RFQ

Landscaping Services Lewiston

1.2 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, edging, trimming, pruning, monitor sprinkler systems, debris control, snow and ice removal services, and overall Landscape care.

1.3 Contractor must immediately advise the ADM Manager or designated staff if there are 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, 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 furnishing damaged by the Contractor or any of the Contractors employees.

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

1.5 Contractor must maintain equipment so that it is in good working condition. Good working condition means a piece of equipment that has no mechanical defects, has all safety guards in place, and is operated as intended by the manufacturer. Poorly maintained equipment and company vehicles that have leaking fluids including but not limited to coolant, oil, and fuel will not be allowed on the property.

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

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

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

1.9 Due to acts of nature, weather, vandalism, or other accidental occurrence 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 Services: The Contractor must perform the services below and meet the requirements as identified for each service.

2.1 Mowing: Grass must be cut to a uniform height that is recommended for the spring, summer, and fall months. 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. Grass cutting must be done such that it is free of scalping, rutting, bruising, uneven and rough cutting if such conditions occur, the ADM Manager or designer will notify the Contractor 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.

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 and edging operations are accomplished.

2.3 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 Pruning (less than 15 feet in height): Prune deciduous trees and shrubs when dormant to promote open framework in crown and to remove suckers, dead branches, and leaves.

Pruning must be performed in the appropriate season so 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.

2.5 Sprinkler Systems Startup and Blow Out: Sprinkler system spring startups and fall blow outs must be accomplished, preventing frozen water lines in the spring and fall and maximizing the duration of the natural vegetation.

2.6 Monitoring Sprinkler Systems: Sprinkler systems for this location 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 duration of water application), the Contractor must notify the ADM Manager or designer of the suggested modifications.

2.7 Insect and Disease Control: As insect and disease problems occur, the Contractor must apply appropriate chemicals to trees, deciduous trees and shrubs in leaf, and groundcovers/ perennials as directed, to control all forms of pests and diseases. All chemicals used for control purposes must be applied by, or applied under, the direct supervision of a Certified Pesticide Applicator.

2.8 Debris Control: The Contractor must perform debris control on the same day on any requested service that promotes clippings, branches, offcuts, etc.

Contractor must remove all-natural vegetation (leaves, branches, grass clippings, trimmings, etc.) from the site, including, but not limited to sidewalks, parking areas, and any paved areas surrounding the location.

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

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

2.9 Snow and Ice Removal and Control: Snow and ice removal services must be performed as required, and on an on-call basis during the winter months. Removal of snow and ice may require multiple removals each day, including weekends and state holidays; when snowfall is heavy, or accumulations become excessive. All areas involving vehicular or pedestrian travel, including without limitation, sidewalks, stairways, ramps, and parking lots will be cleared of all snow and ice at least one (1) hour prior to the beginning of business hours and, as needed, throughout the duration of the snow fall. This process is done, using equipment, materials, and personnel to include but not limited to the following: brooms, plowing, snow shovels, and snowmelt systems. Removal must occur when accumulation reaches one half (1/2) inch on sidewalks and one (1) inch on parking lots and driveways. ADM office pedestrian sidewalks and parking lots must be cleared Saturday, Sunday and State recognized holiday’s when accumulation reaches two (2) or more inches. The ADM Manager will determine the area for the snow to be piled up. The contractor must remove the snow pile that has accumulated from the site, once it has reached a certain amount of accumulation that has been agreed upon by both the ADM Manager and the Contractor.

Plowing must be performed with a truck mounted snowplow. Request for use of quads and other devices must be in writing with justification and will be considered by ADM. Such requests are conditional upon written agreement from the ADM Manager.

Ice melt and traction agents must be evenly distributed across pedestrian areas where snow is removed.

In the event a major snowstorm occurs, and 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.

Contractor response time must not exceed two (2) hours from the time the ADM or designee makes contact with the Contractor.

2.11 Pesticide, Herbicide, and Lawn Fertilizer Application: Applicator must hold a valid Idaho State Department of Agriculture applicator license (https://agri.idaho.gov/main/56-2/pesticides/pesticide-licensing/).

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

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.

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

The ADM Manager reserves the right to prohibit the use of any Chemical that may be undesirable for any reason, at such time the ADM Manager will work with the Contractor to determine an approved alternative.

Application 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.

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

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 must be provided with post-emergence herbicides in accordance with label directions. The Contractor must 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.

Exhibit C - Price Sheet

RFQ20231951

Landscaping Services Lewiston

This Price Sheet must be submitted with your quote by email to the RFQ lead.

Provide your TOTAL COST for landscaping and snow removal services for the initial one (1) year contract, meeting the specifications outlined in Exhibit A. Your TOTAL COST must be fully burdened to include all costs to complete the services 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, insect and disease control, debris control, snow removal, ice removal, equipment, PPE, supplies, fuel, labor, transportation, etc. in accordance with the details provided in this solicitation.

Idaho Department of Administration (ADM) 1118F Street, Lewiston Idaho 83501

*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 must invoice ADM for additional cycles based on the Contractor’s per occurrence cost provided on the Price Sheet. Snow removal, ice removal, and ice melt is an estimate only, there are no guaranteed minimum number of occurrences for these services.

Please provide your hourly rate for additional services outside of the scope of work as described in Exhibit A section 1.9. This rate will not be evaluated and is for information only.

Hourly Rate for Additional Services: ___________________________________

If awarded the contract, will you be able to begin services on TBD.

YES *NO

*A ‘NO’ response may disqualify you from consideration for award. If a longer delivery time is required, please provide an explanation:

Company Name:

Contact Name/Phone:

Contact E-mail: