Specifications for Lawn Care Service.docx

Specifications for Lawn Care Service Purpose The Alabama Bureau of Pardons and Paroles (ABPP) intends to obtain lawn care services from a qualified and responsible supplier through a multi-year service agreement. The selected supplier shall provide all labor, equipment, supplies, materials, transportation, and other resources necessary to perform the services described in these specifications.

The cumulative value of the agreement shall not exceed Twenty-Five Thousand Dollars ($25,000.00) over the maximum authorized service term. The contract term shall not exceed five (5) years.

The agreement shall be subject to the availability of funds and all applicable State of Alabama procurement requirements.

Facility Information

· Routine Maintenance: Biweekly Lawn Maintenance visits during the applicable growing season, unless otherwise directed by the agency.

· Winter Maintenance: As needed to address seasonal grounds maintenance requirements and as coordinated with the agency.

· Service Commencement Date: November 2026

· Billing Frequency: Monthly

· Payment Terms: Payment in arrears after services have been rendered The supplier shall coordinate service dates with the designated agency representative and perform work at reasonable times that minimize disruption to facility operations.

Scope of Services The supplier shall provide routine lawn care and grounds maintenance services throughout the authorized contract term. All work shall be performed in a professional, timely, and workmanlike manner.

Services shall include, but are not limited to, the following:

Routine Lawn Maintenance

· Mow or cut grass twice per month during the growing season, weather and turf conditions permitting.

· Perform weed eating or string trimming around buildings, sidewalks, curbs, fences, trees, landscaping, and other areas inaccessible to mowing equipment.

· Edge and trim lawn areas as necessary to maintain a neat and professional appearance.

· Blow grass clippings, leaves, and other debris from sidewalks, walkways, paved areas, entrances, and other affected surfaces.

· Remove or properly collect lawn debris generated by the supplier's work.

· Maintain serviced areas in a neat, orderly, and presentable condition following each visit.

Winter and Seasonal Maintenance During the winter or reduced-growth season, the supplier shall provide seasonal grounds maintenance appropriate to prevailing weather and site conditions. Services shall include, as applicable:

· Leaf collection, removal, cutting or mulching, and blowing from lawn areas and paved surfaces.

· Shrub trimming and maintenance to maintain a neat appearance and prevent excessive or obstructive growth.

· Weed eating and trimming in areas requiring attention.

· Removal of debris resulting from seasonal maintenance activities.

· Other routine seasonal grounds maintenance tasks included in the agreed monthly price and authorized by the agency.

Winter maintenance shall be coordinated with the agency based on actual site conditions and the need for services.

Supplier Responsibilities The supplier shall:

· Furnish all labor, equipment, tools, supplies, materials, and transportation necessary to complete the required work.

· Provide and maintain equipment in safe, operable condition.

· Supply all routine lawn care and grounds maintenance materials required to perform the services.

· Ensure that employees performing the work are qualified and properly supervised.

· Protect buildings, vehicles, landscaping, sidewalks, utilities, and other property from damage during service activities.

· Promptly notify the agency of any damage, unsafe conditions, or circumstances that may affect the scheduled work.

· Remove debris generated by the contractor's operations and leave the work area clean after each visit.

· Comply with applicable laws, regulations, safety requirements, and agency facility rules.

· Coordinate scheduling, access, and any necessary changes with the designated agency representative.

· Provide a service report documenting the work completed with each monthly invoice.

Subcontracting Outsourcing and subcontracting are strictly prohibited. The awarded contractor shall perform all services using its own employees and resources and shall remain directly responsible for the performance and quality of all work.

The contractor shall not assign, transfer, subcontract, or otherwise outsource any portion of the awarded services to another business or individual without authorization. For purposes of this solicitation, no outsourcing or subcontracting is permitted.

Bid Pricing Requirements Bidders shall submit a firm, all-inclusive monthly price for the services described in this specification.

The quoted monthly price shall include all costs associated with providing the required services, including, but not limited to:

· Labor

· Routine lawn mowing, trimming, edging, and blowing.

· Seasonal leaf and shrub maintenance.

· Debris collection and disposal.

No additional fees shall be charged for services included in the approved scope of work.

Insurance and License The supplier shall provide proof of liability insurance and license upon request and prior to commencement of services.

The contractor shall maintain all applicable state, county, and municipal business licenses, registrations, and permits required to legally conduct its business and perform the services under this agreement.

Service Schedule and Approval The supplier shall coordinate the first service date and recurring service schedule with the Officer in Charge or designated representative at the office location.

The service schedule must be approved before services begin.

The supplier shall not begin work until the purchase order has been received and the service schedule has been approved.

Any changes to the established service schedule shall be coordinated with and approved by the designated ABPP representative.

Invoicing The supplier shall submit invoices monthly and in arrears, after the services for the applicable billing period have been completed.

Invoices shall be emailed to: invoices.payables@paroles.alabama.gov Invoices should clearly identify the applicable purchase order number, service location, billing period, and amount due.

Payment shall be made in arrears and shall be subject to satisfactory performance of the services.

Invoices submitted prior to completion of services will not be accepted.

Payment terms shall be Net 30, paid in arrears after completion of services.

Budget and Contract Limitations ABPP will consider available budgetary funding when processing an award for these services.

The agency must remain within its authorized budget when issuing a purchase order or awarding services.