SCOPE_OF_SERVICES.pdf

SCOPE OF SERVICES

Successful Bidder Responsibilities

• Provide all supervision, labor, materials, supplies, equipment, transportation, and incidentals necessary to properly perform mowing and landscape maintenance services for all Zone 2 properties in accordance with these Specifications.

• Possess and maintain sufficient personnel, equipment, organization, and financial resources to perform the required services throughout the term of the Agreement.

• Ensure that all employees are properly trained and qualified to safely operate equipment and perform the required services. All equipment shall be maintained in a safe operating condition, and appropriate personal protective equipment (PPE) shall be provided and utilized as required by OSHA and applicable safety regulations.

• When performing Services adjacent to roadways, medians, or rights-of-way, Successful Bidder shall provide and maintain all required Maintenance of Traffic (MOT) Plans to ensure safety, minimize disruptions, and maintain traffic flow.

• Exercise due care to prevent damage to County property and adjacent property. Any damage to buildings, vehicles, signs, irrigation systems, trees, shrubs, turf, utilities, or other improvements resulting from the Successful Bidder's operations or those of its subcontractors shall be promptly repaired or replaced at Successful Bidder's sole expense and to the satisfaction of the County.

• Conduct all operations in a manner that minimizes disruption to County operations and does not unreasonably inconvenience or endanger County employees, residents, visitors, pedestrians, motorists, or the general public.

• Immediately notify County of any accident, injury, property damage, hazardous condition, or other incident occurring in connection with the performance of Services.

• Comply with all applicable State of Florida and Citrus County certification, licensing, permitting, and insurance requirements throughout the term of the Agreement.

Mowing

Successful Bidder shall perform all mowing services in accordance with the following requirements:

• All grass areas shall be mowed at intervals established by County Project Manager or designated representative to meet seasonal growing conditions

• Mowing frequency and cutting height shall be determined by the County. Mowing may be reduced to zero (0) mowing cycles during the winter months

• Bahia grass shall be maintained at an approximate height of three (3) inches

• The total number of mowing cycles shall be based on weather conditions and the active growing season

Mowing Standards

• All grass shall be cut using sharp mower blades to provide a clean, even cut

• Successful Bidder shall ensure each mowing crew carries spare blades and replaces blades as soon as cuts begin to appear rough or torn

• Mowing shall be performed at an appropriate industry-standard operating speed to produce a smooth, uniform appearance without scalping the turf

• Successful Bidder shall exercise care to prevent damage to trees, tree trunks, shrubs, irrigation components, signs, structures, and any property

Grass Clippings

• Grass clippings shall be finely mulched to allow the clippings to settle into the turf and expose the grass leaflets

• No clumps of grass shall remain following mowing

• If excessive rainfall results in grass clippings that cannot be adequately mulched, Successful Bidder shall rake, collect, and remove all excess clippings from the site

• Grass clippings that cannot be mulched shall be removed from the property at Successful Bidder's expense before the end of each workday

Site Preparation and Debris Removal

• Prior to mowing, all tree and shrub trimmings, fallen palm fronds, palm shields, and other landscape debris shall be collected and removed from the mowing area

• Tree and shrub trimmings, palm debris, and other grounds maintenance debris generated during each service cycle shall be removed from the site at Successful Bidder's expense before the end of each workday

Mowing Cycle Completion

• County Project Manager shall establish the schedule for mowing and related landscape maintenance services

• Once work begins within a designated area, Successful Bidder shall continue until the entire maintenance cycle for that area is complete

• A complete maintenance cycle shall include, at a minimum:

o Grass mowing o Line trimming o Edging o Blowing o Pruning, where required o Sweeping o Raking o Debris collection and disposal

• At the completion of each maintenance cycle, each area shall present a neat, finished appearance. This includes:

o All grass properly mowed o No grass clippings or clumps remaining o All edging completed o All required line trimming performed o All required pruning completed in accordance with these specifications o No unfinished work or debris remaining on the property

Line Trimming / Edging

Successful Bidder shall perform line trimming and edging services in conjunction with each mowing cycle and in accordance with the following requirements:

Line Trimming

• Grass and weeds growing in areas inaccessible to large mowing equipment shall be trimmed using handheld line trimming equipment or other approved methods

• Line trimming shall be performed on the same schedule as mowing operations

• Areas requiring line trimming include, but are not limited to:

o Around trees and shrubs o Along walls and buildings o Around sidewalks, walkways, and curbs o Around bollards and other fixed structures o Around electrical structures and equipment o Around dumpsters o Around bleachers and benches o Along fence lines o Within ditches, berms, culverts, and outfalls o Around other fixed objects and areas inaccessible to mowing equipment

• Vining plants and unwanted vegetation shall be removed from:

o Fence lines o Building walls o Bollards o Other structures where vegetation growth is present

• Line trimming may be performed by hand, machine, or other effective methods approved by the County

• Successful Bidder shall exercise care to prevent damage to:

o Tree trunks o Plant stems o Shrubs o Irrigation components o Structures and other property

Edging

• All curbs, sidewalks, trails, walkways, pavement edges, and other hardscape borders shall be mechanically edged as needed to maintain a clean and defined appearance

• Edging shall prevent grass and weed growth from extending over sidewalks, curbs, trails, and other hardscape surfaces

• Edging shall be completed as part of each mowing cycle unless otherwise directed by the County Project Manager or designated representative

Ditch and Drainage Area Maintenance

• All ditch areas shall be maintained at the same frequency as other scheduled landscape maintenance activities

• Grass, weeds, and vegetation within these areas shall be trimmed and maintained to provide a neat appearance and support proper drainage functionality

Pruning

Minor Pruning Requirements

• All plant material shall be pruned as directed by the County Project Manager or designated representative to maintain an orderly appearance and appropriate growth habit

• Successful Bidder shall use proper pruning tools and industry accepted techniques whenever pruning is required

• Pruning shall be performed when necessary to:

o Remove overgrowth o Remove split, damaged, or dead branches o Improve the overall appearance and maintain the health of the tree

• Minor pruning shall include the removal of branches less than two (2) inches in diameter.

• Tree canopies shall be maintained and pruned to provide clearance up to eight (8) feet above ground level, as directed by the County Project Manager or designated representative

• Natural pruning methods are recommended for plant species that do not respond aesthetically or horticulturally to shearing, including, but not limited to, azaleas and thryallis

• Successful Bidder shall not remove more than one-third (1/3) of a plant's foliage during any single pruning operation

• Tree pruning shall not include removal of major limbs, tree removal, or work requiring an arborist unless specifically authorized by the County

Hedging

Shrubs, bushes, and similar landscape plant material shall be trimmed as needed, based on growth conditions, seasonal requirements, or as directed by County Project Manager or designated representative. All trimming shall be performed to maintain a neat, orderly, and uniform appearance while preserving the natural growth characteristics of the plant material.

Weed Control

Successful Bidder shall maintain all landscaped areas to be free of weeds with a clean and neat appearance in accordance with the following requirements:

Weed Removal and Maintenance

• All landscape areas, planters, shrub beds, structures, and areas surrounding above ground items shall be maintained free of weeds and unwanted grass growth unless specifically excluded by the County

• Areas beneath bleachers, benches, picnic tables, and similar structures shall be maintained free of:

o Weeds o Excess grass growth o Dirt accumulation o Clay buildup o Other debris

• All grass and weeds shall be removed from drainage systems, channels, and other drainage features to maintain proper water flow

Chemical Weed Control

• Chemical weed control products, including liquid or granular applications, may be used only with prior approval from County Project Manager or designated representative

• All chemical applications shall be performed in strict accordance with the manufacturer's instructions and applicable laws and regulations

• Prior to chemical application, weeds shall be carefully trimmed to a height of three (3) inches or less without causing damage to surrounding turf, shrubs, trees, or other landscape materials

• Successful Bidder shall be responsible for any damage to adjacent plants, turf, or other property resulting from chemical drift, improper application, or misuse of chemicals

• Dead weeds resulting from chemical treatment shall be removed by hand and the area shall be cleaned following treatment. Dead vegetation left in place after chemical treatment is unacceptable and shall be considered incomplete work

Hand Removal of Persistent Weeds

• Persistent weeds that cannot be effectively controlled through chemical treatment shall be removed by hand

• Hand removal shall be performed carefully to prevent damage to surrounding shrubs, trees, turf, and other landscape materials

Plant Bed Maintenance and Edging

• All plant beds shall be maintained with a sharp, distinct edge separating landscaped areas from adjacent grass areas, curbs, sidewalks, walkways, and other surfaces

• Plant beds shall be maintained in a neat, orderly, and professional appearance at all times

Shrub and Ornamental Plant Maintenance

• Shrubs, annuals, and ornamental plants, where applicable, shall be maintained in a healthy and vigorously growing condition

• All hedges shall be trimmed and maintained continuously at the dimensions established by the County Project Manager or designated representative

• Shrubs shall be trimmed in a level, orderly manner consistent with the natural growth habit of the plant species

• Trimmings shall be removed from the site or finely mulched into pieces less than one (1) inch in size and incorporated into the landscape bed

Clean-Up and Debris Removal

Successful Bidder shall maintain all assigned areas in a clean, neat, and professional appearance. Cleanup and debris removal shall be performed as part of each scheduled maintenance cycle and in accordance with the following requirements:

Litter Removal

• Prior to mowing operations, Successful Bidder shall inspect and remove litter and debris from all maintained areas, including but not limited to:

o Lawns and turf areas o Planter boxes o Shrub beds o Landscape areas o Other assigned maintenance areas

• Litter and debris to be removed shall include, but not be limited to:

o Paper and cardboard o Plastic materials o Cans and containers o Excessive cigarette butts and cigarette packages o Other trash and miscellaneous debris

• Collected litter may be disposed of in the facility's designated solid waste containers, unless otherwise directed by the County

Mowing and Edging Cleanup

• Following mowing, line trimming, and edging operations, Successful Bidder shall remove grass clippings and landscape debris from:

o Sidewalks and walkways o Roads and parking areas o Curbs and paved surfaces o Drainage structures o Building entrances and surrounding areas o Other surfaces affected by maintenance operations

• All affected surfaces shall be cleaned by blowing or other approved methods to remove clippings, leaves, and debris resulting from maintenance activities

Drainage and Curb Maintenance

• Grass, weeds, leaves, and tree debris shall be removed from curbs, drainage structures, and drainage systems to maintain proper water flow

• Successful Bidder shall ensure that drainage systems remain free of vegetation, clippings, and debris resulting from maintenance activities

Service Schedule and Performance Frequency

• Successful Bidder shall perform all mowing and grounds maintenance services in accordance with the frequencies identified in the Service Schedules below

• Locations requiring weekly service shall be maintained on an approximate seven (7) calendar day rotation unless otherwise approved by the County

• Successful Bidder shall submit the upcoming week's service schedule to the Grounds Maintenance Project Manager no later than one (1) business day prior to the beginning of that week's scheduled services

• Missed or delayed services shall be rescheduled promptly upon approval by County Project Manager

The service frequencies identified below represent the County's anticipated maintenance schedule and are intended to establish the expected level of service for each location. Successful Bidder shall maintain all properties in accordance with the performance standards specified in this Scope of Services. Service frequencies may be adjusted by the County as necessary due to weather conditions, seasonal growth, emergencies, operational needs, or other circumstances. Such adjustments shall not relieve Successful Bidder of the obligation to maintain the properties in accordance with the requirements stated in this Solicitation.

Service Schedule – Approximately 30 Annual Visits

• Animal Services (Inverness)

• Beverly Hills Community (Beverly Hills)

• Canning Center (Lecanto)

• Eden Park (Inverness)

• Floral City Town Center (Floral City)

• Highland Park (Inverness)

• Sportsman's Park (Inverness)

• Water Tower Park (Beverly Hills)

• Withlapopka Community Center & Playground (Floral City)

The following schedule identifies the anticipated maintenance frequency of approximately 30 Annual Service Visits for the above-mentioned locations.

Service Schedule – Approximately 20 Annual Service Visits

• Crooked Branch Trailhead (Lecanto)

• Duval Island Boat Ramp & Parking Lot (Floral City)

• Eagleton Park (Beverly Hills)

• Floral City Trailhead (Floral City)

• Keating Park (Floral City)

Oct Nov Dec Jan Feb March April May June July Aug Sept 2 1 1 1 1 2 2 3 4 5 4 4

• Trails End Park & Boat Ramp (Floral City)

• Turner Camp Boat Ramp (Inverness)

• Withlapopka Boat Ramp (Floral City)

The following schedule identifies the anticipated maintenance frequency of approximately 20 Annual Service Visits for the above-mentioned locations.

Equipment and Staffing Requirements

Successful Bidder shall furnish, at their own expense, all supervision, labor, personnel, commercial-grade equipment, tools, materials, and supplies necessary to perform all Services required under this Solicitation.

Successful Bidder shall maintain sufficient staffing and equipment resources to complete all scheduled Services within the required timeframes. Adequate backup personnel and replacement equipment shall be readily available to prevent interruptions in service resulting from equipment failure, breakdown, maintenance, employee absence, or other unforeseen circumstances. Failure to maintain adequate staffing levels or operational equipment shall not relieve Successful Bidder of its obligation to perform the Services in accordance with the requirements of this Solicitation.

Minimum Equipment Requirements

At a minimum, the Successful Bidder shall have readily available sufficient quantities of commercial grade equipment necessary to perform all Services required under this Solicitation, including, but not limited to:

• Commercial-grade zero-turn and/or front-deck rotary mowers

• Commercial walk-behind mowers for confined or restricted access areas

• String trimmers

• Stick or wheeled edgers

• Backpack or handheld blowers

• Hedge trimmers

• Pole pruners and/or pole saws, as required

• Chainsaws, when authorized under the Scope of Services

• Utility vehicles, trailers, and transport equipment necessary to support field operations

• Hand tools necessary to perform all required maintenance activities

Mowers shall be commercial-grade rotary mowers capable of safely and effectively mowing varying terrain, slopes, and other County maintained properties within Zone 2.

Successful Bidder shall own, lease, or otherwise have immediate access to sufficient equipment and qualified personnel to perform all required Services. Equipment that becomes inoperable shall be promptly repaired or replaced with equipment of equal or greater capability to avoid interruptions in service.

Staffing Requirements

• Successful Bidder shall provide an adequate number of qualified employees to complete all required Services within the scheduled service visit

• Personnel shall be properly trained in the safe operation of commercial landscape equipment

Oct Nov Dec Jan Feb March April May June July Aug Sept 2 1 1 1 1 1 3 2 2 2 2 2

• At least one crew member shall be able to communicate effectively with County staff while on site

• Crew members shall wear appropriate PPE in accordance with OSHA requirements

• Successful Bidder shall maintain adequate personnel to cover employee absences, vacations, illnesses, or turnover without affecting service schedules

Bidders shall complete and submit the Equipment & Staffing Resources Form included in the VENDOR/CONTRACTOR RESPONSES section of this Solicitation. The completed form is a mandatory Bid submission requirement and shall identify the equipment and staffing resources proposed for use in the performance of Services.

Prior to commencement of Services, and thereafter upon request by County, the Successful Bidder shall provide a current equipment inventory identifying the major equipment assigned for use under the Agreement. The inventory shall include, at a minimum, the manufacturer, model, year of manufacture, quantity, and intended use of each major piece of equipment.

Successful Bidder shall notify County of any significant changes to the equipment inventory during the term of the Agreement and shall ensure that any replacement equipment is of equal or greater capability than the equipment originally identified in their Bid.

County reserves the right to inspect equipment at any time during the term of the Agreement. Equipment determined to be unsafe, poorly maintained, excessively worn, or unsuitable for the required Services shall be removed from service and replaced immediately at no additional cost to the County.

5.10. Communication, Reporting, and Performance Verification

Successful Bidder shall maintain timely communication with the County throughout the term of the Agreement and shall provide all reports and documentation necessary to verify completion of Services.

Successful Bidder Point of Contact

• Successful Bidder shall designate a primary point of contact to be responsible for coordinating all work and communicating with the County Project Manager or designated representative

• Successful Bidder's designated representative shall be available during normal business hours and shall respond promptly to County inquiries regarding scheduling, service requests, deficiencies, or other contract related matters

• Successful Bidder shall promptly notify County of any issues encountered during the performance of the Services, including conditions that may prevent completion of scheduled work, safety concerns, damaged infrastructure, or recommendations for corrective action

Daily Service Reports

• Upon completion of each service day, Successful Bidder shall submit a Daily Service Report via email documenting the work performed.

• The report shall include, at a minimum:

o Date of service o Locations serviced o Description of Services completed o Identification of any locations not completed and the reason(s) why o Observed site conditions, issues, or recommendations requiring County attention

• Daily reports shall be submitted in a timely manner to allow the County sufficient opportunity to verify completed work

Weekly Service Summary

• No later than the end of each work week, Successful Bidder shall submit a Weekly Service Summary via email identifying:

o All locations serviced during the previous week o Any locations requiring follow-up o Schedule of locations to be serviced during the upcoming week

• The County may require more frequent reporting if necessary to address performance concerns or verify compliance with the Agreement

Performance Verification

• Compliance with the Scope of Services and all performance standards shall be maintained throughout the term of the Agreement

• County reserves the right to inspect any completed work to verify compliance with the Contract requirements

• Submission of a Daily Service Report or Weekly Service Summary shall not constitute acceptance of work by the County

Invoicing and Payments

In accordance with Chapter 218, Florida Statutes, payment for Services properly invoiced and accepted by County shall be made within forty-five (45) days after receipt of a complete and accurate invoice and verification of the completed Services by County staff.

Monthly invoices shall be submitted on or before the tenth (10th) day of each month for Services performed during the previous month.

Invoices shall be itemized and include, at a minimum:

• Service month

• Each location serviced

• Date(s) of service

• Description of Services performed

• Charges associated with each location

No payment shall be made in advance of Services performed. Successful Bidder may invoice only for Services that have been satisfactorily completed in accordance with the requirements of the Agreement. Submission of an invoice for incomplete Services, Services not performed, or that cannot be verified, may result in rejection of the invoice, withholding of payment, or termination of the Agreement.

County reserves the right to inspect completed work prior to approval of payment and may withhold payment for Services that cannot be verified through required reports, inspections, or other supporting documentation.

Corrective Action / Liquidated Damages

It is the County's intent to obtain complete and satisfactory performance in accordance with the requirements of this Solicitation and the resulting Agreement. Successful Bidder shall perform all Services in accordance with the Scope of Services and established performance standards.

If the County determines that Services have not been performed satisfactorily, or the required Services are incomplete or performed in a manner inconsistent with the Agreement, County shall notify Successful Bidder in writing of the corrective action required.

Once notification of corrective action is received, Successful Bidder shall correct the work within three (3) business days, unless a different timeframe is approved by the County.

Failure to correct the deficiency within the specified timeframe shall constitute nonperformance and may result in the assessment of liquidated damages.

First Occurrence

If not corrected by the close of the third business day from written notification of default:

• Liquidated damages equal to two (2) times the Contract unit price for the affected location requiring corrective work

If not corrected after ten (10) business days from the original notification:

• County may perform, or arrange to have performed, the required corrective work

• Successful Bidder shall be assessed an additional $250.00 plus all costs incurred by the County in completing the work

• County may deduct such amounts from any monies due to Successful Bidder

Second Occurrence

If a second documented occurrence of unsatisfactory work or performance requiring corrective action occurs within six (6) months of a previous occurrence and is not corrected within the required timeframe:

• Liquidated damages shall increase to $500.00, plus all costs incurred by the County in completing the work

• County may deduct such amounts from any monies otherwise due to Successful Bidder

Third Occurrence

If a third documented occurrence of unsatisfactory work or performance requiring corrective action occurs within any six (6)-month period and is not corrected within the required timeframe:

• Successful Bidder may be considered in default of the Agreement

• County may initiate procedures to terminate the Agreement