2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 8 Revised 4/22/2024

RFQ - AGENCY SOLICITATION SPECIFICATIONS

RFQ26006455 - PUC LANDSCAPING MAINTENANCE - 89 JEFFERSON BLVD,

WARWICK RI 02888

SECTION A. BACKGROUND

The Division of Public Utilities and Carries along with the Public Utilities Commission is located at 89 Jefferson Blvd, Warwick, RI 02888. The property is unique as it shares a parking lot with another company (non-State Agency) and shares entrances and property lines. We have three parking lots. There are parts of the landscape that look like they should be part of our property but are not. The lots will need to be cleared of sand from winter during the spring cleanup. The curb line should be cleared of grass and weeds growing between expansion joints. The attachment to this RFQ shows an arial view of the property.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The Contractor shall furnish all labor, material, tools, equipment, transportation, insurance, incidentals, and other facilities to perform all work for the said Landscaping and Grounds Maintenance Services for Campuses. Work to be performed comprises general grounds keeping, horticultural maintenance and cleanup of landscape areas as designated in each service area and the list of locations and, when necessary, repairs to vandalism. Services to be rendered include but are not limited to the following:

NOTE: Location provided herein should be measured and inspected during the site visit or at the contractor’s time and expense.

Grass Cutting - Specifications:

Grass cuttings as close to facility as possible on sides and fronts of the buildings to the curb edge.

Included with the grass cutting:

String trim, along all sides and fronts of all buildings, Along the curbing in the front of the buildings and all areas including around signposts and curbing.

1. Blow off all sidewalks along with any parking lot of grass clippings or debris from the lawn cutting.

2. Keep all cages (generator, HVAC, Lifts, loading dock areas) Free of all debris including leaves and trash

3. Weeding – Every Visit:

• General weeding of flower beds and mulched beds as needed during the landscaping season. All beds that do not currently have a border will need to be edged.

• Keep basins and areas between plants free of weeds.

• Cultivate as necessary for aeration.

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• Weed ground cover areas, cracks, crevices and all mulch beds.

• Accumulation of leaves and/or debris shall be removed from all landscaped areas including beds, planters, and turf areas under trees and removed from site. Under no circumstances shall leaves, grass clippings and/or debris be blown into the street or into storm drains as a means of removal from the site.

ADDITIONAL TASK REQUIERMENTS/SPECIFICATIONS –(Non-weekly):

1. Spring cleanup: (Must be complete by May 31st of each contract period) will include raking all lawn surfaces, pick up all debris on the lawns and dethatch lawns once per season.

Accumulation of leaves and/or debris shall be removed from all landscaped areas including beds, planters, and turf areas under trees and removed from site. Under no circumstances shall leaves, grass clippings and/or debris be blown into the street or into storm drains as a means of removal from the site.

2. Fall clean-up: (Must be complete by December 31st of each contract period) will include raking and removal of all debris, trimming of any broken or damaged tree limbs, shrubs and removing any dead plants in the beds. A raking of the mulched areas and a complete blow down of all sidewalks, stairways leading into buildings. Accumulation of leaves and/or debris shall be removed from all landscaped areas including beds, planters, and turf areas under trees and removed from site. Under no circumstances shall leaves, grass clippings and/or debris be blown into the street or into storm drains as a means of removal from the site.

3. Shrub, Hedge, Tree Trimming: To be performed two (2) times a year based on growth at all locations including light tree trimming to maintain good tree growth.

• Light tree trimming refers to not exceeding the first eight feet in height from ground level up.

• Shrub & Hedge Trimming applies to ALL (regardless of height) shrubs & Hedge within

Zone locations.

4. Mulching: Contractor shall remove the top layer 2 inches of old mulch and install two

(2) inch depth of composite shredded bark mulch two (2) times per year in the months of May and November, at a minimum depth of two inches on all existing beds, at the base of trees and other mulched areas. Mulch must be at least two inches away from the base of the tree and not mounded to the trunk. Contractor is also required to fluff mulch areas once a month.

5. Fertilization: Fertilization of all zones should be completed on a 5-step program starting during spring cleanup and finishing around fall cleanup.

Contractor is also responsible to comply with all regulations related to fertilization application.

Included but not limited to any necessary signage and licensing. Specification attached are RI DEM Rules and Regulations Relating to Fertilizers (250-RICR-40-20-10) however, as noted above compliance with all State & Federal regulations are required.

Contractor will be responsible to work both with DPUC/PUC when scheduling each application.

Scheduling should be made 2 weeks in advance of application.

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NOTE: Vendor is responsible to ‘flag” or “mark” signifying fertilization application has been applied.

5 Step Lawn Care Program:

Step 1 - Crabgrass Control with 13-0-4 w/ .38% Barricade 50% NSN - or Approved Equal -This pre-emergent herbicide will prevent annual grassy weeds such as a foxtail and crabgrass.

Do not apply to area where spring seeding is necessary or where grass seed has been implemented.

Water in with ½” of water within 24 hours of application.

This is to be applied in early to mid-April.

Step 2 – Spring Weed and Feed Control with 15-0-5 Viper w/ 25& XRT – or Approved Equal Controls actively growing weeds such as dandelions while feeding and strengthening the lawn.

Must be applied to a wet leaf for optimum control then lawn is not meant to be mowed or watered for 24-48 hours after application.

If temperatures exceed 85 degrees application must be performed in late evening.

This is to be applied in May through June.

Step 3 – Summer Insect Protection with 21-0-7 w/ Allectus 40% SCU – or Approved Equal This granulated insecticide protects against grubs and surface feeding insects and strengthens the lawn against heat and drought.

Application is to be left on the surface for at least 6 hours and must be watered in within 24 hours of application to gain full effectiveness.

This is to be applied in late June through early July.

Step 4 – Fall Fertilization with 30-0-5 50% XRT – or Approved Equal

A well-balanced slow release of Nitrogen fertilizer to keep the awn healthy and growing thru the fall.

If fertilizer gets on walkways, it is to be removed by contractor to avoid staining.

This is to be applied in late August through early October.

Step 5 – Winter Feeding with 33-0-3 Rapid Release – or Approved Equal

A second feeding application this will provide the turf the needed nutrients to survive the rigors of winter.

Must be watered in with at least ½” of moisture within the first 24 hours. This is to be applied in November.

All work to be done preferably on weekdays as so ensure DPUC/PUC staff can monitor. Vendor will not be compensated for overtime or unregular hourly rates for scope.

All contractor’s submitting proposals must have five (5) years minimum experience with commercial accounts. At time of tentative selection vendor supply a minimum of three (3) credible

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(commercial) references. Contractor will also be instructed to provide a summary of the contractor’s safety history for the past two (2) years. This narrative should site any hazardous safety incidents and actions to correct such incidents in the future.

General Landscape

The Contractor shall:

Furnish all labor, materials, and equipment necessary to perform the work described within the Scope of Services in strict accordance with these specifications and subject to the terms and conditions of the contract.

Not post signs or advertising material anywhere on the premises or improvements thereon without prior written approval from DPUC/PUC authorized representative.

Ensure that all employees wear the appropriate personal protective equipment (PPE) for the activity they are performing.

The Contractor shall be required to make-up missed scheduled cycled maintenance due to foul weather conditions.

Make adjustments and setting to automatic controllers on a monthly basis to maintain a healthy lawn growth.

If Contractor options to subcontract with a certified tree pruning and tree removal company for any major tree removal/pruning work that is outside the scope of the landscaping maintenance contract. Subcontractor must be approved, in writing, by DPUC/PUC prior to work.

Establish and announce at the beginning of the Contract a specific day of the week each facility will be maintained.

Perform all work in a professional skillful manner using quality equipment and materials.

DPUC/PUC shall monitor all work performed, and meet as needed with Contractor to discuss concerns, additions, and or deletions in the performance of the contract. Contractor shall maintain and have available for review all records that reasonably confirm frequency of tasks performed at each location.

DPUC/PUC reserves the right to add, Scope of Services of this contract, and may do so by submitting written notification to Contractor. Any increase in maintenance fees shall be negotiated at that time and incorporated into the contract documentation.

All material and design of landscaping services shall be in accordance with DPUC/PUC guidelines.

Damages:

All damages incurred to existing facilities by the Contractor's operation shall be repaired or replaced, at the DPUC/PUC’s discretion, and at the Contractor's expense.

All such repairs or replacements shall be completed within the following time limits:

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All damage to shrubs, trees, turf or groundcover shall be repaired or replaced within five (5) working days.

All repairs or replacements shall be completed in accordance with the following maintenance practices:

Trees - a qualified tree surgeon or arborist shall remedy minor damage such as bark lost from impact of mowing equipment. If damage results in loss of a tree, the damaged tree shall be removed and replaced to comply with the specific instructions of DPUC/PUC

Shrubs - Minor damage may be corrected by appropriate pruning. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the specific instructions of

DPUC/PUC.

Safety Plan:

Contractor is to submit a written safety plan to the attention of the DPUC/PUC s Facilities Director prior to commencement of work under this contract.

The Contractor agrees to perform all work outlined in this Scope of Services in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work. Contractor agrees additionally to accept the sole responsibility for complying with all local, County, State, or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. Safety Orders at all times so as to protect all person, including Contractor's employees, DPUC/PUC personnel, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at said facilities and keep a log indicating date inspected and action taken.

It shall be the Contractor’s responsibility to inspect, and identify, any condition(s) that renders any portion of the maintenance area unsafe, as well as any usage practices occurring thereon.

DPUC/PUC shall be notified immediately of any unsafe condition that requires major correction.

Delays:

The Contractor shall make a good faith effort to adhere to the contracted maintenance schedule. In the event that Contractor is unable, for whatever reason, to maintain maintenance schedule (i.e.

poor weather conditions, etc.), and Contractor does not reschedule the service, or inform DPUC/PUC of intent to make up the service within 72 hours, that amount for the failure to perform may be deducted from Contractor’s fee. If the work cannot be completed on the proposed scheduled day, the Contractor must notify the DPUC/PUC contact on that day to advise them accordingly.

Maintenance Schedules:

Contractor shall adhere to maintenance schedule.

Contractor shall contact DPUC/PUC key personnel described within the Scope of Services on arrival at the respective site as per the weekly schedule for landscaping maintenance. DPUC/PUC will provide list of key personnel and contact information.

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The Contractor shall notify the DPUC/PUC authorized representative, by e-mail, at least one (1) week prior of the scheduled date and time for all “specialty type” maintenance operations.

“Specialty Type” maintenance operations are defined as:

Shrub trimming

Mulching other items as determined by DPUC/PU

Staffing / Managerial:

There will be no subcontractors working on the DPUC/PUC Capitol Hill grounds and facilities without the express prior written consent of the DPUC/PUC Facilities Director.

The Contractor shall provide a Project Manager that will be responsible for managing and overseeing services provided in all service areas and ensuring quality control. The Project Manager shall be responsible for all aspects of the successful implementation and management of landscaping and grounds maintenance projects including a complete and regularly scheduled program for maintaining the health and appearance of the DPUC/PUC’s landscape. The Project Manager must provide pro-active recommendations to DPUC/PUC Facilities Director for ongoing maintenance of DPUC/PUC properties throughout the term of the contract.

The Contractor must provide a crew leader for each crew, during all times while work is performed.

The crew leader shall have the authority to represent or act on behalf of Contractor in any matter pertaining to the performance of this contract. Contractor shall furnish the names of all such crew leaders to DPUC/PUC prior to the commencement of this contract and further advise of any changes.

If in the opinion of DPUC/PUC a Contractor’s employee is incompetent or disorderly, refuses to perform in accordance with the contract specifications, threatens or uses abusive language while on DPUC/PUC State property, that employee shall be removed from all work under this contract.

DPUC/PUC may at any time give Contractor notice to the effect that the conduct or action of a designated employee or Contractor is, in the reasonable exercise of discretion of DPUC/PUC, deemed to be detrimental to the interest of the employees and the public on the premises. Following the DPUC/PUC notice, the Contractor shall, at DPUC/PUC’s discretion may take any of the following actions as listed below.

• Immediately terminate such employee's work assignment at the premises and the Contractor shall not assign such employee to any other State of Rhode Island contracted for and maintained.

The Contractor shall meet with DPUC/PUC to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure the DPUC/PUC authorized representative that the conduct and action of Contractor's employees will not be detrimental to the interest of the employees and public on the premises.

The Contractor shall require each of its employees to adhere to basic public works standards of working attire. These are uniforms, proper shoes, and other gear required by State Safety Regulation, and proper wearing of the clothing. Shirts shall be worn and buttoned at all times.

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Contractor’s staff shall wear identification (uniform, logo tee shirt, etc.) allowing anyone to readily identify that individual as part of Contractor’s staff.

The Contractor nor any of its employees shall interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are being performed.

The DPUC/PUC Facilities Director shall make quarterly inspections with Contractor at each site to review work performed. Contractor shall maintain and have available such records that reasonably confirm frequency of tasks performance at each location. Contractor shall furnish an itemized statement of work performed on all invoices.

Special emphasis shall be placed on public safety during all operations, particularly when adjacent to roadways and sidewalks.

All trimmings and debris, etc. shall be removed by the contractor and disposed of offsite.

Equipment Utilization – Mowers:

Use power rotary mowers with bagger attachment for maintenance of smaller lawn areas.

Use riding mowers with bag attachment for maintenance of extensive lawn areas.

Mulching mowers are prohibited without the prior approval of the Facilities Director.

Use rigid or flexible steel blade edger is to produce a fine, clean edge along walkways, pavements, curbs, headers or buildings.

Use only monofilament trimmers.

Maintain pruning tools in good working order with sharp cutting edges.

Cost Proposal

Vendor shall fill in all line items in Ocean State Procures or vendor submission may be deemed unresponsive. Amounts given on line items are estimates only to be used for evaluation purposes and does not hold the State to any obligation to meet any amount during the life of the contract.

• Line item (will be provided) - 26 weeks of lawn mow – weekly rate needed

• Line item (will be provided) - 26 weeks of weeding – weekly rate needed

• Line item (will be provided) – bi-annually (2 times) Shrub, Hedge, Tree Trimming

• Line item (will be provided) – bi-annually (2 times) Mulching (cost of mulch and service)

• Line item (will be provided) – fertilization per application

• Line item (will be provided) - Spring Clean-up – one price

• Line item (will be provided) - Fall Clean-up – one price

Please also provide the following for additional work the DPUC/PUC may assign that is not specifically on a periodic schedule. The estimated number of hours for each line below is 50 hours.

This is an estimate only to be used for evaluation purposes and does not hold the State to any obligation to meet any number of hours during the life of the contract.

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• Line item (will be provided) for tree/shrub/hedge trimming– hourly rate

• Line item (will be provided) for labor rate per man - hourly rate

ANNUAL PRICE ADJUSTMENT FOR LONG TERM FIXED PRICE CONTRACTS

Unit Prices for each line item shall be fixed for one (1) year from the contract start date in accordance with submitted bid pricing. Please include proposed price increases for the three (3) option years for informational purposes only, as these figures will not comprise or be considered in evaluation for award. On contract anniversaries and renewals structured as contract options, if exercised by the State, unit prices may be adjusted for the next year in accordance with the informational pricing submitted with the bid. Any price adjustments at option year exercise periods require approval by the Division of Purchases. Escalating and/or increase factors will not be automatically granted; any price increase requests must be supported by written documentation and are subject to review and approval by the Division of Purchases. Requests for price increases shall be submitted in writing and accompanied by appropriate supporting documents acceptable to the State. The request shall state the percentage increase and revised price for each affected contract item. Further, the State reserves the right to not exercise option years at its discretion and without further obligation.