Specification.pdf

SCOPE

Harris County is soliciting bids from qualified vendor(s) to provide grounds maintenance services and related items for the Eastgate Cemetery for Harris County Housing & Community Development (HCHCD).

The term shall begin on or about December 1, 2026 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or satisfactorily performed for the using department.

PRE-BID MEETING

A pre-bid meeting is scheduled for Tuesday, August 11, 2026 at 10:00 CST local time via Microsoft Teams.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/23027642351070?p=xXPHLbiwiLAd3TimoB

Meeting ID: 230 276 423 510 70 Passcode: 6eQ6o7fg

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Dial in by phone +1 281-985-1862,,384450717# United States, Aldine

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It is the responsibility of each vendor to examine the entire offer package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this ITB must be submitted in writing through Bonfire. The deadline for submission of questions relating to this offer is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions but pricing will be revised for goods and services according to the attachment titled CPI-W Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

Grounds Maintenance Services and Related Items for the Eastgate Cemetery for Harris County Housing and Community Development https://teams.microsoft.com/meet/23027642351070?p=xXPHLbiwiLAd3TimoB https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWUzNTFiYWQtZTcyYy00NjkwLWE0YTItMjAzODU2ZGQ0NDYz%40thread.v2/0?context=%7b%22Tid%22%3a%220d9bc79c-581b-4477-acf7-8d70dd3e555a%22%2c%22Oid%22%3a%22e982b693-7ad5-47c8-a810-c01416eb01e3%22%7d tel:+12819851862,,384450717 https://dialin.teams.cloud.microsoft/e48917d9-8244-4157-a343-69eb2b79d56b?id=384450717 https://ethics.state.tx.us/filinginfo/1295/

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable. Once a purchase order is issued, the using department will contact vendor directly to place orders.

INVOICING

Vendor shall submit an invoice upon completion of each deliverable. Deliverables will be considered complete only upon written acceptance by Harris County. Each invoice shall include deliverable(s) completed and the price for each. Invoice shall be submitted on a monthly basis for maintenance work performed during the previous month. All payment requests will be accompanied by applicable: HCHCD maintenance forms, timesheets with itemized work time with the labor charges for each maintenance call. Monthly reports shall include: Monthly Timesheet Report, Activity Completion Report and Service Call Report. Vendor shall provide a breakdown of charges in an agreed upon format, on the monthly invoice. No charges may be billed to Harris County unless such costs are explicitly included in the agreement. Invoices will be sent to:

Harris County Accounts Payable 1001 Preston Suite 800 Houston, Texas 77002

Or emailed to: VENDORINVOICES@HCTX.NET

PAYMENTS

Vendor will be compensated monthly based on the quantity of each item on the Pricing/Delivery Information sheet and in accordance with the Harris County payment procedures. Based on the invoice and the applicable weekly and monthly reporting, vendor will be compensated according to the quantity or percent of each bid item that is performed during the month. If vendor does not meet all the staffing requirements and/or service call response/completion times for a particular month, Harris County will deduct those costs as penalties on that month’s invoice.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Hugh Taylor immediately at hugh.taylor@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-mailto:VENDORINVOICES@HCTX.NET mailto:hugh.taylor@harriscountytx.gov responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, vendor and any sub vendor hired by vendor for the construction of any project, shall not pay less than the rates set forth in the Schedule of Prevailing Wages attached and incorporated by reference in each Project Manual. Vendor warrants that it and its sub vendors shall comply with all requirements and worker ratios per the applicable Schedule of Prevailing Wages and Texas state law.

Vendor shall submit certified payroll of vendor and all sub vendors on a weekly basis. At County’s request, vendor shall make available and shall require its sub vendors to make available, copies of cancelled checks and check stubs for comparisons by the County or its agents.

County reserves the right for its agents to visit the project site and to interview vendor, its sub vendors and employees of each on any date or time, as often as desired during the construction period, without prior notification.

County will ascertain if proper wage rates are being paid to the employees as required by the Project Manual.

In the event of a discrepancy between the work performed and the wages paid, County will document same and notify vendor. All initial determinations of the classification of workers or the appropriate prevailing wage shall be made by the Harris County Contract Compliance Officer. Her determinations shall be binding.

If, for any length of time and as determined by the Harris County Contract Compliance Officer, discrepancies appear between the certified payrolls and the actual wage paid, County shall require check stubs to be attached to each weekly certified payroll.

Pursuant to TEX. GOV’T CODE ANN. §2258.051, the County reserves the right to withhold any monies due vendor until such discrepancy is resolved and the necessary adjustment made. Vendor shall also pay a penalty in accordance with TEX. GOV’T CODE ANN. § 2258.023(b), of Sixty and No/Dollars ($60.00) per day per person per incident that such person is underpaid. Vendor shall impose these same obligations upon its sub vendors. Vendor understands that with monthly certified payrolls, vendor is responsible for any and all penalties that shall accrue during the month, regardless of the fact that any error could not be discovered by the Contract Compliance Officer until the following certified payroll.

BEST BID EVALUATION AND AWARD

Under Local Gov’t. Code Chapter 262, which outlines the purchasing and contracting authority of counties, § 262.022(5-a) defines “lowest and best” as “a bid or offer providing the best value considering associated direct and indirect costs, including transport, maintenance, reliability, life cycle, warranties, and customer service after a sale.” [emphasis added]. Local Gov’t. Code § 262.027(a)(1) directs commissioners court to award a contract to the responsible bidder who submits the “lowest and best bid”.

Harris County anticipates awarding to a single to provide the described goods and/or services. Therefore, Harris County reserves the right to award by item, category, overall, or as best serves the County’s interest.

Award will be made to the lowest or best bid as determined by the overall evaluation. “Best bid” shall be interpreted as that which best supports the overall needs of the project and end users in consideration of all associated direct and indirect factors which impact cost and performance to include but not limited to:

• Price.

• Ability, capacity and skill of the vendor to perform contract requirements.

• Time constraints, vendor availability.

• Perform within the time specified, without undue delay or interference.

• Quality of performance with demonstrated ability to perform the work in a satisfactory and timely manner.

• Bidders who routinely demonstrate deficiencies in providing satisfactory performance during a contract period prior to the issuance of this solicitation, may be rejected.

SPECIFICATION

Vendor shall furnish all supervision, labor, personnel, equipment, vehicles, tools, materials, supplies, fuel, transportation, permits, licenses, disposal services, personal protective equipment (PPE), and all other resources necessary to perform complete grounds maintenance services at Eastgate Cemetery for Harris County Housing and Community Development (HCHCD). All services shall be performed in accordance with the requirements of this Invitation to Bid (ITB), applicable federal, State of Texas, and local laws, and accepted commercial landscaping industry standards.

Vendor shall perform all work necessary to maintain the grounds in a clean, safe, healthy, attractive, and professionally maintained condition throughout the duration of the Contract.

For the purposes of this ITB, service area shall include all landscaped, turf, cemetery, and maintained areas located within the property boundaries of Eastgate Cemetery, including but not limited to:

• Turf grass

• Landscape beds

• Tree wells

• Shrub beds

• Ground cover

• Fence lines

• Property boundaries

• Sidewalks

• Curbs

• Drive lanes

• Parking lots

• Walking trails

• Drainage swales

• Decorative landscape features

• Memorial areas

• Outdoor seating areas

• Irrigation access points

• Common areas

Services shall extend to all vegetation growth located within the County's maintained property limits unless otherwise directed in writing by HCHCD.

All services provided by the vendor shall be consistent with quality standards of grounds maintenance industry. Vendor shall coordinate all work activities with HCHCD to minimize disruption to cemetery operations, public access, funeral services, visitors, maintenance personnel, and other contractors.

Vendor shall:

• Maintain unrestricted access to all entrances and exits.

• Maintain emergency vehicle access at all times.

• Coordinate work around scheduled funerals and burial services.

• Immediately suspend operations when directed by HCHCD.

• Coordinate with other County contractors working at the site.

The vendor shall be responsible for removing debris, and tree limbs found on lawns away from the path of equipment, and grounds maintenance activities prior to beginning mowing, and during mowing operations if also necessary. Accumulated trash and debris shall be properly disposed of in on-site trash containers. Vendor shall exercise extreme care to protect all County property. County property includes but is not limited to:

• Headstones

• Grave markers

• Benches

• Fencing

• Irrigation systems

• Utilities

• Sidewalks

• Curbs

• Drainage structures

• Buildings

• Gates

• Trees

• Shrubs

• Lighting

• Security equipment

Any damage caused by the vendor shall be reported to HCHCD immediately. Repairs or replacement shall be completed at no cost to Harris County using new materials equal to or better than the original. All repairs shall be subject to County inspection and approval.

The vendor shall confine to the greatest possible extent, all operations, equipment, apparatus and placement of materials to the immediate area of work. The vendor shall ascertain, observe and comply with all rules and regulations in effect on the work site, including, but not limited to parking, traffic laws, use of walks, security restrictions, hours of allowable ingress and egress.

The vendor shall not enter any construction areas or perform services outside construction areas unless accompanied by an HCHCD representative perform services outside construction areas.

The preferred general services, but not limited to, are as follows:

I. MAINTENANCE

A. Mowing:

1. Grass shall not be cut closer than one (1) inch, nor shall it exceed three (3) inches in height after each cutting. The mower blades shall be kept sharp to prevent shredded grass tips that turn brown.

2. The vendor shall adjust lawn mowing heights at the written request of HCHCD.

3. Vendor shall remove dead, damaged and diseased portions of plants from flower beds shrubs and bushes.

4. When ground conditions are too wet to permit safe mowing operations, the vendor shall cut grass to a height of four (4) inches or less using a nylon cord trimmer or other appropriate equipment. Any equipment substitution must receive prior written approval from HCHCD.

5. In the event of service cancellation due to inclement weather, the Contractor shall reschedule and complete all missed services within five (5) business days of the cancellation, or within a mutually agreed-upon timeframe established in writing with

HCHCD.

B. Picking Up and Removing Grass Clippings:

1. The vendor shall be responsible for removing grass clippings from sidewalks, pond areas, mulched areas, parking areas, planted areas, barked areas, and other areas that are not part of the grassy area mowed or maintained.

2. Mowers shall be of a type which causes clippings to be distributed evenly over the cut area. If the type of mowers used causes the cut grass to windrow, the windrowed grass shall be removed and hauled away

3. Windrowed grass caused by mowing heavily dewed grass shall be the responsibility of the vendor to remove.

4. Sweep or blow clean all sidewalks and/or concrete areas affected by work. All debris shall be removed from the site.

C. Trees Shrubs and Ground Cove Areas:

1. Landscape bed areas shall be kept in weed, leaf, and debris free condition. All landscape beds shall be weeded by mechanical and/or chemical means.

2. All ornamental plant material except trees shall be judiciously pruned in accordance with standards of good practice and in accordance with the intended function of the plant in its present location. Major pruning shall be done at least every six (6) months during the growing season. Shrubs shall be pruned to maintain desired shape and function as-needed to provide a neat, trim appearance.

3. Ground cover shall be trimmed at the edge of hard surfaces, (sidewalks, headstones, concrete benches, road and curbs), trails, and bed areas. Ground covers shall be trimmed to prevent encroachment in to shrubs, trees, utility vaults, irrigation valve boxes, and irrigation heads. Equipment used shall ensure proper pruning techniques and that plant material will not be damaged.

4. Three (3) times a year the contractor shall replenish mulch to maintain a depth of no less than two (2) inches in all planting areas and tree wells. Keep mulch at least two (2) inches away from the crown of plants and trees. Mulch shall be a medium bark or other, as directed by HCHCD.

5. Special attention shall be given to outdoor seating areas, healing gardens, and specialty gathering landscape areas. These areas shall be meticulously maintained as specified herein. Vendor shall conduct a quarterly walk of all worksites with an authorized HCHCD representative upon request.

D. Removing Trash, Debris, Leaves, Weeds:

1. Pick up and remove all leaves, fallen foliage, and debris in bedded/landscaped areas, passenger loading areas and parking lots (when leaves on surrounding trees start to fall) and perform this service during weekly mowing until leaves cease falling.

2. Leaves shall be removed from all maintained areas. Including turf, landscape beds, and hard surfaces. The use of power blowers is acceptable, however, debris accumulations must not be blown onto adjacent street surfaces or neighboring properties.

3. Lawns, bedded areas, fence lines, asphalt and concrete pads shall be kept weed, grass, fallen tree debris and moss free by hand or use of herbicides approved by HCHCD.

E. Trimming:

Vendor shall be responsible for trimming around trees, signposts, fencing, near buildings, in curbs and gutters, around all dumpsters and dumpster area, etc. and any other part of the lawn area where the lawn mowers may not be able to reach during routine mowing.

Trees, shrubs and ground cover must be kept off fire hydrants, signs, fences, walls, sitting areas, walkways and driveways, care shall be taken not to damage structures or trees with equipment. Trees will be pruned to avoid conflict with vehicular or pedestrian traffic and will not be allowed to interfere with site lighting or security cameras.

All encroaching, neighboring vegetation, including brush, trees and shrubs, shall be kept trimmed from any roads, trails, walkways and maintained areas. Vegetation shall normally be trimmed at property boundaries, fence lines but also shall be trimmed to prevent the limitation of sightlines along trails and/or streets.

1. Other hedges shall be kept trimmed to no more than three (3) feet in height.

2. Other shrubs will be kept pruned to no higher than two and one half (2 ½) feet above the ground.

3. Prune trees, vines, and shrubbery in the fall, after the typical growing season.

4. Trees will be kept pruned to allow at least two (2) feet of unobstructed space between the ground and the lowest limb.

5. Trees and shrubs are not to be allowed to grow together unless designed to do so as a hedge.

6. Prune trees and shrubs to maintain their natural shape.

7. Ensure that fence lines are kept clear of branches and other foliage from neighboring properties.

F. Edging:

1. All areas shall be edged at sidewalks, curbs, hard surfaces, headstones, street, concrete seating platforms and formal beds. It is required that a power edger with a hard blade be used. Extreme caution should be used to prevent chipping of concrete structures by edging equipment.

2. Edging around lawn perimeters, sidewalks, and bedded areas shall be done with each mowing.

II. SERVICE FREQUENCY

A. Landscape maintenance shall take place according to frequencies listed on the BidTable within Bonfire.

B. Cancellation of any scheduled services must be notified in advance to HCHCD.

C. Weather permitting work shall be continuous.

D. Harris County Eastgate Cemetery is open Monday, Wednesday and Fridays from 8 a.m. until

3 p.m. All work from vendor should be scheduled and completed within these time frames.

If work is needed to be completed outside of these days and times, prior approval of the new mutually agreed upon time frame with HCHCD must occur.

Work shall NOT be performed on any day on which an active burial is scheduled. HCHCD shall provide the vendor with written or electronic notice of all scheduled burial dates no less than forty-eight (48) hours in advice. Emergency burial schedules shall be communicated as soon as practicable. Vendor is responsibility for confirming burial schedules with HCHCD prior to mobilization.

E. The vendor may cancel all or part of a scheduled service due to inclement weather. Any part of a scheduled service that is canceled due to inclement weather shall be rescheduled by the vendor to a date within five (5) business days of the cancellation, or a mutually agreed upon time frame with HCHCD.

III. SEASONAL FLOWER INSTALLATION

Provide quarterly installations of seasonal flowering. Additional changes are not part of the contract work and will be installed at HCHCD’s request and will be covered under a separate purchase order. Review each proposed flower change with HCHCD prior to ordering or arranging. Avoid material selections that conflict with signage. Provide diversity of color and texture and avoid mass plantings of only one variety within a bed.

A. Keep all flower beds and containers free of weeds and debris on a weekly basis throughout the year.

B. Apply granular annual flowering fertilizer to flowering plants monthly.

C. Regularly monitor all flowering plants for disease and insect infestation.

IV. FERTILIZING

All landscape turf areas shall be fertilized with a well-balanced, slow-release fertilizer as required to promote vigorous, deep-rooting growth and a healthy, green appearance year-round.

Care shall be taken to prevent plant burn from over-application. Agricultural-grade pellet lime shall be applied to all turf areas once per year, based on soil test recommendations.

Soil testing shall be performed annually at the vendor’s expense. All soil test results shall be submitted to HCHCD within fifteen (15) calendar days of receipt. Fertilization schedules shall be adjusted based on soil test findings and require HCHCD approval.

A. Lawns shall be fertilized quarterly as part of the base contract.

B. Flowerbeds shall be fertilized every two (2) months as part of the contract.

C. All shrubs and ground cover in landscape bed areas shall be fertilized twice a year with slow-release fertilizer as required by soil testing D. Trees shall be fertilized semi-annually.

V. PESTICIDE USE & WEED CONTROL

Inspect landscaped/vegetated areas, then weed and remove moss; also trim, and remove new or dead growth so walkways, sidewalks and barked areas are kept clean and look well-cared for.

HCHCD encourages environmentally sensitive maintenance practices. Provide HCHCD a minimum of forty-eight (48) hours notice prior to "blanket" applications of pesticides including herbicides, fungicides or insecticides. All chemicals must be United States Environmental Protection Agency (EPA) approved and applied by a licensed Texas State Pesticide Applicator per the manufacturer's recommendations. Provide a Safety Data Sheet (SDS) to HCHCD for any chemicals used. Apply insecticide or fungicide to trees, shrubs and ground covers only when significant plant damage would result from not addressing the infestation.

A. Weekly maintenance and control of weeds with contact spray, herbicide, hand-weeding and selective use of pre-emergent herbicides. Apply only at manufacturers approved rates to avoid soil toxicity. Verify that herbicide is appropriate for use with various plant materials.

The vendor is responsible for any damages incurred as a result of herbicide application and must repair or replace any such damage at no cost to HCHCD.

B. Maintenance and control of insects including but not limited to fire ants should be treated no less than one (1) time per month but not to exceed four (4) times a month.

C. Remove any thatch over 1/2 inch in depth from turf areas once annually in the fall. control broadleaf weeds in all landscape turf areas by spot applications of contact herbicide.

D. The vendor is responsible for monitoring all turf areas for infestations. Control of major disease and insect infestations for trees, shrubs and ground covers shall not be paid for separately but shall be considered incidental to this bid.

E. The vendor is responsible to regularly monitor all plant material and immediately notify owner of any need for such control. The vendor shall provide a separate price quote to HCHCD for the pesticide control needed. Once a separate purchase order is issued, the vendor is responsible for completing the service. Any damage to plant material incurred as a result of failure to immediately notify HCHCD of correctable disease and/or insect problems, and must replace any such damaged plant material at no additional cost to HCHCD.

F. HCHCD will be notified prior to any pesticide use, and what pesticide will be used. HCHCD should also be provided with any SDS sheets for the pesticides that will be used. The vendor shall possess a current state and commercial Pesticide Applicator License and all other licenses and permits required for compliance.

VI. PROPER EQUIPMENT AND MAINTENANCE

A. All equipment used by the vendor shall be adequate for the completion of the work specified herein and shall be maintained in proper working order throughout the contract term. Cutting edges on all mowing equipment shall be kept sharp at all times. Grass bruising or rough cutting resulting from dull blades will not be accepted and may require the vendor to perform turf rejuvenation procedures at no cost to HCHCD.

B. The maintenance and upkeep of all vendor-owned equipment is the sole responsibility of the vendor. Vendor personnel shall not request assistance, equipment, or equipment parts from HCHCD staff for any purpose.

C. Vendor shall seek written approval from HCHCD prior to substituting any primary equipment with alternate tools or third-party equipment. Unauthorized equipment substitutions may constitute a performance deficiency.

D. Mowers, weed trimmers, and all other equipment shall be maintained and operated at normal noise levels. Equipment generating excessive noise or that is otherwise objectionable to HCHCD shall be removed from service upon written or verbal request from HCHCD until the issue is corrected. All equipment shall comply with applicable federal, state, and local noise regulations.

VII. WASTE DISPOSAL

All waste, including grass clippings, oil cans, personal refuse, chemical containers, and any other materials generated during the performance of this contract, shall be disposed of by the vendor in full compliance with applicable federal, state, and local laws and regulations, including applicable Harris County and City of Houston waste disposal ordinances. Vendor shall maintain disposal records and shall provide copies of such records to HCHCD upon request.

VIII. WALK THE SITE

A. It is the vendor’s responsibility to walk the site as requested by HCHCD.

B. HCHCD will, at its discretion, conduct site inspections before, during and after each service to evaluate the quality, and completion of the work performed.

C. The vendor is to meet with HCHCD on a quarterly basis to review maintenance reports or issues. Meetings may be conducted by the way of an on-site inspection walk with management, office or scheduled conference call.

IX. PERSONNEL

A. Vendor shall employ, or maintain under its direct supervision, sufficient qualified and competent personnel to perform all work promptly and in accordance with the contract schedule and program.

B. All personnel assigned to work under this contract shall be skilled in the tasks to which they are assigned. Workers shall conduct themselves professionally and appropriately at all times while on County property. Offensive language, gestures, or conduct is not acceptable.

HCHCD may require the vendor to remove and permanently replace any employee deemed incompetent, careless, insubordinate, or otherwise objectionable.

C. All vendor personnel assigned to perform services under this contract shall successfully complete a background check prior to commencing work on County property.

Documentation of completed background checks shall be submitted to HCHCD upon request. HCHCD reserves the right to require removal of any personnel who fail to meet County standards.

D. All vendor personnel shall display company identification (e.g., company uniform or ID badge) while on site and shall sign in and out with the designated HCHCD site representative at each visit.

X. SAFETY STANDARDS

A. The vendor’s employees shall follow all applicable safety standards including operating all equipment in conformance with the manufacturer's operating instructions for each, and in compliance with federal, state, and local safety standards and requirements.

B. Precautions shall be exercised at all times for the protection of persons, (including employees) and property. The safety provisions of applicable laws, building and construction codes shall be observed. Machinery, equipment and all hazards shall be guarded or eliminated in accordance with applicable safety provisions.

C. Lawn mowing discharge shall at all times be aimed away from people, buildings, children and vehicles. Mower guards must be used as intended at all times for safety.

D. Mowers weed trimmers and other equipment shall be properly maintained to operate at "normal" operating sound levels. Equipment that is generating excessive noise or is otherwise objectionable to HCHCD shall be discontinued from use, at HCHCD's request, until repairs can be made.

E. Implement traffic control when necessary and inform HCHCD when obstructing walkways.

XI. PROPERTY DAMAGE

A. Wherever any existing material, equipment or appurtenances are damaged by the vendor, the cost of repair or replacement shall be charged to the vendor. Items covered by this provision include, but are not limited to curbs, sidewalks, lawns (to include scalped areas) plantings, trees, and sign posts.

B. Injuries to any person and damage to HCHCD property not belonging to the vendor shall be reported immediately to HCHCD.

C. Repair work due to damage caused by the vendor shall be coordinated through, and subject to the approval of HCHCD. Repairs shall be made with like materials in a manner acceptable to

HCHCD.

D. The vendor shall be acquainted with the location of utilities, windows and vehicles, which may be encountered or be affected by their work, and shall be responsible for damage caused by neglect to provide proper precautions or protection.

E. The vendor shall repair, to its original state, any landscape damaged by failure to provide proper and adequate protection, to the satisfaction of HCHCD, or remove and replace with new work at the vendor's expense.

XII. ADDITIONAL SERVICES (AS-NEEDED)

The following services will be performed on an “as-needed” basis with cost to be furnished before services are provided. As-needed services below are to be quoted separately and only as requested by HCHCD:

A. Replacement of Material – Vendor shall remove dead and damaged plants and replace with materials of equivalent size, condition and variety, subject to the approval and purchase by the HCHCD designee.

B. Core Aeration — All compacted turf areas shall be aerated once annually in the spring using a vertically operating core aerator with shaft-mounted one-half (1/2) inch hollow tines, set to four (4) inches on center and penetrating to a depth of three (3) inches. All cores/plugs shall be vacuumed and removed from the site. Replacement of trees and shrubs, with the exception of seasonal flower plantings shall be replaced as-needed and requested by HCHCD.

C. Staking and Guying – Maintain and replace stakes and guys with equal material until plant is capable of standing vertical, free and able to resist high winds and storms.

D. Emergency Weather Response – During hurricane season (June 1st through November 30th), the vendor shall be available to conduct site inspections and perform cleanup operations before and after any hurricane event. Vendor shall also be available to respond to other major weather events, including but not limited to freezes, tornadoes, and flooding. For all emergency weather events, the vendor shall be available to mobilize within twenty-four (24) hours of written or verbal notice from HCHCD. A pre-authorized emergency task order process shall be established between the vendor and HCHCD prior to the start of each hurricane season.

E. Mowing of Phase two (2), behind the double paneled gate, which consists of approximately three (3) to four (4) acres will need to be cut three times annually to avoid pests. These mows can and should be done at the same time of regular servicing in those months.

XIII. SERVICE TICKETS INVOICING

A. Service slip after each visit should be completed and put into the Eastgate Cemetery Mailbox, located on the side of the office.

B. The vendor is responsible for submitting an original invoice with each service ticket to the

County Auditor’s Accounts Payable and submit an additional copy of the invoice to HCHCD.