Scope of Work.pdf

SCOPE OF WORK/SPECIFICATIONS

The State of South Carolina, Department of Administration, Division of Facilities Management and Property Services (“FMPS”) is accepting quotations for landscaping services on the north side of the State House grounds, 1100 Gervais Street, Columbia, SC 29201. Contractor’s quotation is to include all supervision, labor, and material expenses to complete the following scope of work.

Rejuvenation of (5) five existing landscaped beds facing Gervais Street. The project will require the removal of existing turfgrass and plant material, regrading, new topsoil, new turfgrass, new plantings and a survey of the existing irrigation system for possible improvements.

See Exhibit A – (Base Bid) – Existing Conditions.

See Exhibit B – (Base Bid) – Shrub Removal See Exhibit C – (Base Bid) – Turf Removal See Exhibit D – (Base Bid) – Proposed Turf.

Work to commence by October 1, 2023, and be completed by December 15, 2023.

The contractor shall coordinate with the Agency Project Manager (“PM”) to align each phase below with ideal weather conditions and the most suitable time for planting. This will involve a joint inspection with the PM before moving on to subsequent phases. The selection of planting dates will be based on weather forecasts and the PM’s input. The contractor shall maintain flexibility to adjust timelines based on changing weather conditions and the potential challenges posed by unfavorable weather conditions.

In the event of adverse weather, the contractor shall propose contingency plans to mitigate the impact on the project’s progress. This may include rescheduling planting activities or implementing protective measures.

Phase One: (Base Bid)

1. Remove and dispose of 10’ Vitex agnus-castus (chase tree) from the back portion of the lower west bed. See Exhibit B – Shrub Removal.

2. Remove and dispose of 35’ Nandina hedge from the upper west bed. See Exhibit B – Shrub Removal.

3. Remove and dispose of 25’ Nerium oleander (oleander) from the upper east bed located under the large Ginkgo biloba adjacent to Gervais Street. See Exhibit B – Shrub Removal.

All other trees and shrubs to remain in place.

4. Remove and dispose of a total of 13,458.35 sq. ft existing turfgrass from (5) five beds: 450 sq. ft.

from upper west bed, 987 sq. ft from upper east bed, 3,243 sq. ft. from lower west bed, 3,338.25 sq. ft. from lower east bed and 5,440.10 sq. ft. from center bed as outlined in yellow.

See Exhibit C – Turf Removal

5. Prep all (5) five beds for new sod. Add topsoil, spread, and regrade all (5) five beds with proper drainage to grates in walkways. (Approximately 50 tons of new topsoil).

6. Remove all other old plant materials as necessary to properly receive new sod.

7. Survey existing irrigation system at all (5) five beds to ensure proper coverage. Submit in writing deficiencies and recommendations for improvements to existing irrigation system with pricing to PM prior to the installation of new turfgrass for review and determination about when to proceed. The agency may solicit irrigation system work to additional contractors or may self-perform.

8. Procure and install new Celebration Bermudagrass turfgrass at all (5) five beds, a total of 14,051.35 sq. ft. See Exhibit E – Proposed Turf.

9. Procure and apply 10 yds. Of Double Hammer Hardwood mulch at non-planted areas, future ground cover, in the front portion of upper west and east beds to suppress weed activity until plantings takes place.

Phase Two: (Alternate No. 1)

See Exhibit E – (Alternate No. 1) – Proposed Conditions.

See Exhibit F – (Alternate No. 1) – Planting Guide for Trees and Shrubs.

1. Purchase and install 427 – 1-gallon Gelsemium sempervirens ‘Pride of Augusta’, Carolina

Jessamine ground cover at upper west bed, 18 inches apart spacing. Total bed dimensions, 970

sq. ft. See Exhibit E – Proposed Conditions

2. Purchase and install 440 – 1-gallon Gelsemium sempervirens ‘Pride of Augusta’, Carolina Jessamine ground cover at upper east bed, 18 inches apart spacing. Total bed dimensions, 1000

sq. ft. See Exhibit E – Proposed Conditions

3. Purchase and install two (2) 2’’ wide caliper Ball-and burlap Prunus ‘Helen Borchers’ flowering peach trees or upon approval, best available equal in back portion of lower west and east beds.

Phase Two: (Alternate No. 2)

Contractor to provide labor pricing only to complete all planting requirements outlined in exhibits E, F, & G. All plants, shrubs & trees will be owner purchased and supplied for contractor installation.

Main Contacts

All work is to be scheduled with the PM or his designee. At Contract inception, the Contractor shall provide FMPS with a main point of contact (name, cell phone, email). The PM or his designee will reach out to the Contractor to arrange for visits. The Contractor has a maximum of one (1) business day to respond to FMPS.

1. Agency Project Manager / Landscape Designer is Lilly Holstein, (803) 605-8329 (c);

Lilly.Holstein@admin.sc.gov.

2. Agency Horticulture Manager is Chris Smith, (803) 600-4874 (c);

Christopher.Smith@admin.sc.gov

Work Hours

Normal business hours, Monday through Friday from 8:00AM – 5:00PM. Work may occur outside of these hours and on weekends with prior approval by the PM.

Admin Responsibilities

1. FMPS personnel will assist in accessing the site.

2. For the purpose of completing the Scope of Work, FMPS will allow Contractor to use any available sources for lights, power, and water at the project site without cost. No onsite storage is permitted. A designated laydown area will be provided by the owner onsite.

3. Contractor must arrange for parking with the City of Columbia or otherwise, parking is not available on the State House Complex or at any state lots. Contractor may bring vehicles on the grounds for loading and unloading materials and tools as approved and coordinated by the PM.

4. FMPS will allow the Contractor’s personnel to use toilet facilities.

Contractor Responsibilities, Safety Requirements, and Procedures

1. The Contractor must furnish all labor, tools, and equipment to fully complete the project.

2. Contractor shall follow all manufacturer specifications for every aspect of the work involved and the quality and methods of installation of plant materials shall meet or exceed all requirements for the application for which it is being installed. The Contractor is responsible for verifying all dimensions and quantities prior to submission of bid.

3. Construction and installation of all components/materials shall comply with all codes in effect for South Carolina. For a listing of these codes visit https://llr.sc.gov/clb/clb_regs.aspx.

4. The work of this project shall be completed by December 15, 2023. The date of commencement shall be the date the State of South Carolina Purchase Order was received by the Contractor.

5. All work must be performed in a professional workmanlike manner. There shall be no fraternization with visitors and/or employees of the facilities. All workers shall always conduct themselves in a respectable and responsible manner taking care not to endanger property or personnel. Either FMPS or the PM may require that any person employed by the Contractor who does not or is unable to perform in a proper and skillful manner, or displays unprofessional behavior, as determined by the PM, be temporarily or permanently removed from providing further services at any Facility serviced under this Contract.

6. All Contractor personnel shall wear distinctive uniforms. The Contractor shall determine the need for and provide any personal protective equipment (PPE) required for the safe performance of work. PPE will be the financial responsibility of the Contractor. At a minimum, the Contractor shall adhere to the Centers for Disease Control and Prevention (CDC) and US Occupational Safety and Health Administration (OSHA) standards.

7. The facilities are secured, and contractors will be required to check-in for entry onto the premises.

8. At the end of each workday, the Contractor shall have the area of work cleaned and remove all debris from the premises. Contractor shall provide all necessary material and equipment for cleanup. FMPS equipment shall not be used by the Contractor for any portion of the work. The Contractor shall take ownership of all demolished items/debris etc. and shall remove all such items from site and dispose of such items in accordance with all local, state, and federal regulations.

9. Contractor shall coordinate work activities with the PM to minimize disruptions to ongoing operations.

10. There may be ongoing construction projects within this project site. The Contractor shall coordinate all work activities of this project with work activities of all other ongoing construction projects. The Contractor shall make reasonable allowance in their bid to provide for coordination with other construction projects on this site.

11. Travel time to and from a job site is not reimbursable under this Contract.

Return Visits

In cases where the work required was not completed in a satisfactory manner, the Contractor shall make a return visit within one (1) business day from receipt of the request to come back.

Deficiencies, Unsatisfactory Performance, and Consequences

1. Any deficiencies, as determined by final inspection by PM must be remedied within thirty (30) working days.

2. Unsatisfactory performance includes but is not limited to:

a. More than one (1) return visit to correct the same problem within thirty (30) calendar days.

b. Contractor personnel not having the skill or knowledge to perform the required services.

c. Failure to complete and document services in a timely manner.

d. Failure to provide tools necessary to complete required services.

e. Incorrect use or unsafe staging of equipment or disregard for appropriate safety procedures/ or overall failure to provide a safe working environment.

f. Failure to leave worksites clean and orderly.

3. In cases of unsatisfactory performance, the PM may withhold payment until services are provided fully and contractually.

Warranties and Guarantees

Contractor shall provide a standard one (1) year warranty for all materials and installation, including those assigned to specific materials and equipment. The Contractor shall also provide FMPS with copies of product manufacturer’s warranties and guarantees. The product must be applied in such a manner as to not void their warranties or the warranties of existing equipment and materials.

If alternate No. 2 is selected and added to the contract, the contractor will not be subject to a one year warranty for plant material provided by owner.

Payment Information

To receive payment, the Contractor shall provide an invoice after services have been rendered and email to AP@admin.sc.gov and the PM. Further details on submitting invoices will be provided with each purchase order.

Each invoice shall contain:

a. Contractor’s name

b. Invoice date

c. Vendor ID number

d. Purchase order number

e. Services performed mailto:AP@admin.sc.gov

Safety Procedures and Liability

General

1. The Contractor and the Contractor’s Sub-Contractors and/or Vendors shall comply with all Safety Guidelines of the South Carolina Department of Administration visit:

https://admin.sc.gov/facilities/safety for a complete listing and information.

2. Material Safety Data Sheets on all materials used in the construction of the project shall be on the job site in a three-ring notebook provided by the Contractor. Copies of the material safety data sheets shall be given to the PM.

Personnel and Property

1. The Contractor shall contact the Palmetto Utility Protection Service (PUPS) to have underground utilities marked before the start of the project and shall protect underground utilities from damage during construction.

2. The Contractor is responsible for any damage to parked vehicles caused by the work performed pursuant to this contract.

3. The Contractor is responsible for any damage to existing landscape, hardscape, irrigation system, pavement, or monuments caused by the work performed pursuant to this contract.

4. The Contractor shall take appropriate safety measures to protect people from hazards posed by the work performed pursuant to this contract.

5. The Contractor shall not block pathways for pedestrians and/or vehicles without prior coordination with and approval of PM. Under no circumstances the Contractor shall block fire exit pathways.

6. The Contractor is responsible for the safety and welfare of all workers, tenants, and any individuals the job may affect.

Storage of Materials

The Contractor shall not store any materials or equipment for this project inside any building on the premises without approval from the PM. The Contractor shall coordinate any material deliveries and installations as well as suitable “lay-down” areas at least 72 hours prior to their occurrence with the PM.

No flammable or otherwise hazardous materials shall be stored within the confines of the buildings or site.

Liability

The Contractor is liable for:

1. Any damages to property or the personal property of employees, staff, and visitors due to the operation of equipment in performing the contract.

2. Any damages to property or the personal property of employees, staff, and visitors due to Contractor vandalism.

Any damages must be reported to the PM immediately. Contractor will be responsible for all costs associated with correcting the damage and corrections shall be executed within fifteen (15) calendar days of the damage event.

Bid Schedule

Price:

Base Bid

Alternate No. 1

Alternate No. 2