Sch B2 Welcome Center Grounds Maint specs Monroe WC.docx

Michigan.gov/MiProcurement

SCHEDULE B.2 – GROUNDS MAINTENANCE SPECIFICATIONS

Michigan.gov/MiProcurement

SCHEDULE B.2 – GROUNDS MAINTENANCE SPECIFICATIONS

Request for Proposal (RFP) No. 260000002444 Janitorial/Ground/Snow Maintenance Services for Monroe Welcome Center

WELCOME CENTER GROUNDS MAINTENANCE SPECIFICATIONS

A. Mowing Season

1. The regular mowing season is defined as starting the 1st of May and ending in mid-October - approximately 26 lawn maintenance cycles. Any mowing cycles before May 1 or after October 31 will require PRIOR WRITTEN APPROVAL from the Program Manager. Contractor to provide mowing schedule for each occurrence to Program Manager at the beginning of mowing cycle. Contractor to notify Program Manager of mowing the morning of scheduled mowing.

2. Prior to the beginning of each mowing season, the Contractor and the Program Manager may review the grounds to identify any existing damages to landscape items.

B. Lawn Maintenance Cycle

1. A lawn maintenance cycle includes grass mowing, trimming, and edging, and proper removal/disposal of lawn litter, including trash, and landscape debris such as leaves, sticks, grass clippings and organic debris.

2. A lawn maintenance cycle shall be completed approximately once a week. The approximate number of Lawn Maintenance Cycles per year is listed on the Location Specification Sheet (LSS). The number of cycles may be increased or decreased due to weather conditions or as directed by the Program Manager.

3. Any additional mowing beyond once per week must be approved by the Program Manager, or designee, prior to mowing. Any additional mowing will not be paid for unless approved, and if approved, will be paid at the contract price.

4. A lawn maintenance cycle shall not be done on Saturdays, Sundays or holidays unless approved in advance by the Program Manager or designee.

5. All elements of the lawn maintenance cycle shall be COMPLETED THE SAME DAY they are started. No partial mowing/trimming/edging will be allowed unless the weather forces delays. If rain or wet turf conditions exist, the Contractor shall finish the cycle as soon as favorable conditions exist.

6. The Contractor shall use discretion when working near the public. The lawn maintenance cycle shall begin on vacated grounds first and then continue so as not to inconvenience the visitors. The safety of visitors shall not be jeopardized while performing the lawn maintenance cycle.

C. Mowing and Trimming

1. Debris, including limbs, sticks, litter, shall be removed from the mowing area. Debris must be removed prior to mowing; DO NOT mow over paper litter.

2. Grass shall be mowed when it reaches an average height of five inches and shall be cut to an average height of three inches. At no time shall more than 50% of the grass blade length be cut in one cycle. The initial mowing at the beginning of the mowing season may require an additional cycle, or as designated by Program Manager.

a) Grass in drain field area may be mown less frequently – See Schedule C, tab 1 Service Specifications.

b) Grass shall not be mowed when wet.

c) Grass shall not be mowed during drought conditions, when grass is not growing, unless directed and approved by the Program Manager.

3. Clippings shall be removed, if visible, after mowing.

4. All clippings shall be removed from all sidewalks, concrete picnic table pads, parking areas and flower and shrub beds.

5. Grass shall be trimmed around all fixed objects and trees at every mowing. Extreme care shall be used to prevent injury to MDOT fixed objects and trees.

6. All clippings, edging debris, leaves and other debris shall be removed from the site and disposed of properly by the Contractor. No debris shall be disposed of on MDOT property.

D. Edging

1. Edging along all walkways and curb areas shall be performed every second mowing.

2. A motorized edger shall be used – string trimmers are not to be used for edging. Use of improper equipment may result in a deduction on the next invoice.

3. Edging shall be no wider than one inch from edge of sidewalk/curb to lawn surface.

4. All edging debris shall be removed from the site.

E. Mulch

1. The Contractor must furnish mulch to be placed in specified areas.

a) Mulch must be shredded hardwood bark, but must not be triple shredded.

b) Mulch must be clean and devoid of sticks, needles, insects, or any extraneous materials. The Program Manager shall approve the Contractor's source for mulch at the point of purchase.

2. Prior to the start of mowing season, the Program Manager shall notify the Contractor to place shredded hardwood bark mulch around all individual landscape plants and bedded shrub areas within the Welcome Center site.

1) Before mulch is placed, all weeds must be removed from areas to be mulched.

2) Mulch shall be placed to a minimum uniform four-inch depth covering the entire mulched area.

3) Mulch rings shall be placed around individual plants or as directed by Program Manager.

a) Three-foot rings shall be placed around plants less than 12” in diameter.

b) Four-foot rings shall be placed around plants 12” to 24” in diameter.

c) Five-foot rings shall be placed around plants greater than 24” in diameter.

4) Mulch shall be placed around individual evergreen plants or as directed by Program Manager.

a) Evergreen plants shall be mulched to a diameter one foot greater than the spread of lower branches at ground level.

b) Evergreens with lower branches removed, and with grass growing up to the trunk shall be mulched as per above individual plant specifications.

c) In no case shall lower branches be covered with mulch.

d) Mulch must not be placed against the tree trunk to avoid causing insect damage to the trunk.

3. Mulch shall be replenished as needed to maintain the specified depth, or as directed by the Program Manager.

4. The Contractor is responsible for keeping shredded bark material confined to the original mulched areas.

F. Annual Flowers and Flower Beds The Contractor is responsible for preparing and maintaining flower beds; providing, planting, and maintaining annual flowering plants; and providing and applying growers mix and fertilizer as specified by the Program Manager for the Contract Period growing seasons.

1. Flowerbed Preparation

a) See landscape sheet for flowerbed locations.

b) Before working beds, check the soil to determine if it has dried sufficiently. If moisture drips out when a handful of soil is squeezed or if the soil ball holds together tightly and will not break apart easily when struck with your hand, then the bed is too wet to work.

c) Pull all weeds before preparing soil.

d) Add growers mix as specified on the Welcome Center flower planting sheets.

e) Spade or roto-till to a depth of six to nine inches to incorporate the growers mix. Be sure the product(s) are mixed thoroughly with existing soil.

f) After soil and growers mix have been blended, rake area clean of any large stones or roots.

g) Where the flowerbed is adjacent to turf, mound the soil in the center of the bed to two to four inches above existing soil level then taper the soil to the edge of the bed.

h) When bed has concrete bordering it, keep soil one inch down and two to three inches in back of concrete. This will help to stop the soil from washing out of the bed when it rains or is watered.

i) When plants are to be grown in a raised planter/bed, mounding of soils as specified in Sections 7) and 8) above is not required.

2. Annual Flower Plants The Contractor is responsible for determining the species and number of plants to be planted each year. Flower plants must be on the below list of approved plants. The Contractor will provide a list of proposed flower plants to the Program Manager for approval. Proposed plants must change each year of the contract period; however, total square footage of flowerbeds shall remain the same.

List of approved annual flower plants and spacing of plants:

3. Procedures for Planting Annual Flower Plants

a) The Contractor is responsible for determining a safe planting date based on the geographical location of the Welcome Center and historical weather conditions. Any dead plants shall be replaced by the Contractor at no expense to MDOT.

b) Just prior to planting, add quantity of fertilizer as specified for flowerbeds (see flower planting sheet). Rake and blend fertilizer into the top two inches of soil.

c) Dig hole slightly larger than the root ball, set the plants at the same level at which they were growing in the container. Carefully place firm soil around the roots.

d) After flowers are planted, water thoroughly before leaving the area. Water to a depth of six inches to establish a good root system.

G. Aeration

1. Lawn Aeration of the turf near the Welcome Center building and in the picnic areas shall be done once per year immediately preceding the mowing cycle scheduled during the week following Labor Day.

2. Aeration shall be done with a core aerator that has the capability of penetrating to a depth of three inches.

3. Aeration shall be done in two passes perpendicular to each other over the entire aeration area.

4. Aeration shall produce a minimum of 24 two-inch cores per square foot.

H. Spring and Fall Clean Up

1. Prior to the first mowing and after the last mowing of the season, all leaves, sticks, trash, and other debris shall be raked/swept/blown from the grounds, removed from the site, and disposed of properly by the Contractor.

2. Fall Clean Up also includes maintenance of the annual flower beds. After frost has blackened the tops of the annuals, remove plants, roots and all, from the beds and rake smooth. Plant debris shall be removed from the site and disposed of properly by the Contractor. Contractor must get approval for Fall Clean Up schedule.

I. Landscaping, Herbicides, and Fertilization

1. The use of herbicides by the Contractor for any work task is strictly prohibited.

2. Landscaping, weed spray, fertilization or other work performed by MDOT, contract agencies or other contractors may occur during the mowing season. The Program Manager shall coordinate operations with Contractor.

J. Equipment

1. The Contractor shall furnish all grounds maintenance equipment, including, but not limited to:

a) Mowers (mulching blades are preferred)

b) Edging machines

c) String trimmers

d) Portable blowers

e) Brooms, leaf rakes and other hand tools as needed

2. The Contractor shall furnish, operate, and maintain suitable and adequate equipment necessary to perform all tasks in an acceptable manner.

a) Equipment must be in good repair and shall be maintained to produce a clean, sharp cut to the grass at all times.

b) Equipment that, in any way, pulls or rips grass or damages the turf is not allowed.

c) All equipment must be of such a type so that the height of cut can be adjusted to three inches.

3. Under no circumstances shall the State be responsible for any theft, vandalism, or damage to the Contractor’s equipment.

4. The Contractor's grounds maintenance equipment WILL NOT be stored on State property for any reason. If poor weather prohibits finishing a lawn maintenance cycle in one working day, the equipment shall be removed from State property until such time as the weather permits completing the cycle.

5. The Program Manager shall have the right to inspect all grounds maintenance equipment which is to be used in carrying out the terms of the Contract. Any equipment which does not comply with local, state, and federal codes, or with the Contract, may be rejected.

6. Equipment failure WILL NOT constitute an acceptable reason for failure to provide scheduled service.

image1.png