INVITATION TO BID (ITB)

2026-003

SUPPLEMENTAL MOWING, LANDSCAPING AND LITTER PICK UP

SERVICES

City of St. Cloud

1300 9th Street

St. Cloud, FL 34769

RELEASE DATE: February 1, 2026

DEADLINE FOR QUESTIONS: February 17, 2026

RESPONSE DEADLINE: March 5, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stcloud

City of St. Cloud

INVITATION TO BID (ITB)

Supplemental Mowing, Landscaping and Litter Pick Up Services

I. Introduction II. Advertisement to Bids

III. Minimum Qualifications IV. Instructions to Bidders V. Scope of Work

VI. Bid Form VII. Proposal Forms

VIII. General Terms and Conditions IX. Federal Requirements

Attachments:

A - Sample_Agreement - Exhibit A

B - Acord Certificate of Liability Insurance Sample

C - Additional_Mowing - Exhibit C

D - Kings_Crest (1) - Exhibit D

E - Kings_Crest (2) - Exhibit E

F - Kings_Crest (3) - Exhibit F

G - Kings_Crest (4 and 5) - Exhibit G

H - Pine Lake Estates Medians - Exhibit H

Invitation To Bid (ITB) #2026-003 Title: Supplemental Mowing, Landscaping and Litter Pick Up Services

1. Introduction

1.1. Summary

It is the intent of this solicitation to engage one contractor to provide supplemental mowing, trimming, weed removal, edging, litter removal, and associated blowing and clean up services. This bid is based on a fixed per-cycle cost. The fixed cost shall cover all expenses incurred by the Contractor for providing all supervision, labor, equipment, tools, and material (including, but not limited to, landfill fees associated with debris removal, etc.) to perform comprehensive landscape maintenance collectively.

1.2. Background

The City of St. Cloud is a community of approximately 64,000 residents, covering approximately 34 square miles in Osceola County, located in Central Florida. To obtain general information about the City of St. Cloud, access www.stcloudfl.gov.

1.3. Contact Information

Procurement Services

Procurement Services

1300 9th Street purchasing@stcloudfl.gov

(407) 957-7212

1.4. Timeline

Release Project Date: February 1, 2026

Pre-Proposal Meeting (Non-Mandatory): February 10, 2026, 10:00am

Procurement Services 1300 9th St. Building A, 2nd Floor St. Cloud, FL. 34769

Question Submission Deadline: February 17, 2026, 5:00pm

Proposal Submission Deadline: March 5, 2026, 10:00am

1.5. Additional Project Informaiton

Estimated Project Cost: $40,000.00

Pre-Bid Meeting: Yes https://www.stcloudfl.gov/

Bid Bond Required: Yes

Liquidated Damages: Yes

Warranty Required: No

Performance Bond Required: No

2. Advertisement to Bids

The City of St. Cloud is seeking competitive bids for the following:

INVITATION TO BID (ITB) NO.2026-003

Supplemental Mowing, Landscaping and Litter Pick Up Services

TO BE CONSIDERED, BIDS MUST BE ELECTRONICALLY SUBMITTED THROUGH

https://procurement.opengov.com/portal/stcloud

BID OPENING WILL BE Thursday, March 5, 2026 AT 10:00 am LOCAL TIME

VIA A VIRTUAL ZOOM MEETING

Bid documents and specifications are available online via the City’s e-Procurement Portal (“Portal”) at https://procurement.opengov.com/portal/stcloud. Bids shall be according to the specifications, terms and conditions, and shall be on the forms provided. A Non-Mandatory Pre-Bid Conference will be held on Tuesday, February 10, 2026 at 10:00 am local time at Procurement Services 1300 9th St. Building A, 2nd Floor St. Cloud, FL. 34769. Bids shall be submitted electronically prior to the specified date and time. Bids will be opened and publicly read aloud via a virtual meeting, on the above appointed date and time. All questions shall be addressed in writing and sent via the Portal’s Questions and Answers tab.

The deadline for submitting questions is 5:00 pm, Tuesday, February 17, 2026. Questions will not be accepted if received after this date and time.

Submission of a bid/proposal/submittal shall constitute an acknowledgement by the Bidder that he/she has thoroughly examined and is familiar with the Invitation to Bid (ITB). The failure or neglect of a Bidder to examine the Invitation to Bid (ITB) shall in no way relieve him/her of any obligations with respect to either his/her bid or the Invitation to Bid (ITB). No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Invitation to Bid (ITB). Questions and/or information requests will be answered in an addendum after the deadline, which will be available from Procurement

Services and posted on the City's Portal. It is the bidder’s responsibility to verify whether any addenda have been issued and verify receipt of addenda on below to ensure any addenda are received in order to submit a responsible and responsive offer. Uploading an incomplete document may deem the offer non-responsive, causing rejection.

Bidder shall assume full responsibility for timely electronic submission for receipt of bids. Bids received after the time and date for receipt of bids will not be accepted.

Prohibited Communications

Potential bidders shall not communicate in any way with the consultants, elected or appointed officials, City Manager or any City staff, other than Procurement Services personnel, from the time of bid advertisement through and including bid award, except during scheduled pre-bid meetings. Such communication shall result in disqualification.

Bidder acknowledges any executed document submitted electronically or digitally shall be considered an original.

The City of St. Cloud reserves the right to reject any and all bids or part thereof and/or to waive any and all irregularities in any bid.

3. Minimum Qualifications

In order for a Bid to be considered by the City, Bidders shall demonstrate, in their proposals, compliance with the following minimum requirements:

A. Minimum of three (3) years experience providing specified services to public sector entities

B. Firm licensed to do business in the State of Florida

C. All necessary certifications

4. Instructions to Bidders

4.1. PUBLIC RECORD STATEMENT

By submitting a proposal to the City of St. Cloud, each Bidder acknowledges and understands that the

City of St. Cloud is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”) and all responses are deemed a public record and open to public scrutiny. Any Proposal document the Bidder submits will be a public record when the City of St. Cloud provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the

Public Records law. Bidder expressly understands records associated with this project are public records and agrees to comply with Florida’s Public Records Law, to include:

1. Keep and maintain public records that ordinarily and necessarily would be required by the City in order to perform the services contemplated herein.

2. Provide the public with access to public records on the same terms and conditions that the City would provide the records and at a cost that does not exceed the cost provided in this Florida’s Public Records law or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.

4. Meet all requirements for retaining public records and transfers, at no cost, to the City, all public records in possession of the Bidder upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the City.

5. IF BIDDER HAS QUESTIONS REGARDING THE APPLICATION

OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S

DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS

CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S

CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE,

1300 9TH STREET, ST. CLOUD, FLORIDA 34769, TELEPHONE

407-957-7300, EMAIL cityclerk@stcloudfl.gov.

4.2. ACKNOWLEDGEMENT

1. Submission of a bid/proposal shall constitute an acknowledgement by the Bidder and certifies that they have thoroughly examined and is familiar with the Invitation to Bid. The failure or neglect of the

Bidder to examine the ITB shall in no way relieve him/her of any obligations with respect to either his/her bid or the ITB. No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Invitation to Bid.

2. The selected Bidder shall comply with all Federal and State requirements.

3. All proposals must be confirmed by an authorized signer of the firm. Obligations assumed by such confirmation must be fulfilled.

4. Alternate bids will not be considered unless they are specifically called for in this solicitation.

5. From the issue date of this solicitation until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any elected or appointed officials, City Manager or any City staff, with the exception of the Procurement

Services Department. Any unauthorized contact will disqualify the Bidder from further consideration.

6. Any protest shall be in accordance with the City of St. Cloud Procurement Policy.

7. The selected Bidder agrees to provide, within ten (10) calendar days from the notice of award, insurance requirements in accordance to the requirements in the terms and conditions specified in this

ITB. All policies shall be subject to approval by the City of St. Cloud, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

8. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida §§ 287.087. Refer to required forms.

9. The selected Bidder shall submit only one proposal/bid in response to this solicitation, and shall have no financial interest in other entities submitted proposals/bid responses for the same solicitation.

10. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

11. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any of the City, nor any business or other relationship with any of the City’s employees, officers, directors, or elected officials, that creates a conflict of interest or the appearance of a conflict of interest. All Bidders/Proposers must disclose with their Bid/Proposal the name of any officer, director, or agent, who is also an employee of the City. Further, all Bidders/Proposers must disclose the name of any City employee who owns, directly or indirectly, any interest in the Bidder’s/Proposer’s firm or any of its branches. The Award hereunder is subject to provisions of State Statutes and City Ordinance.

12. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment with the City.

13. The selected Bidder, or authorized signatory, shall provide written notice to the City in the event that a conflict of interest is identified at any time.

14. The vendor shall comply with Federal requirements per 2 Code of Federal Regulations (CFR) Part

200, Uniform Guidance, and any subsequent revisions and updates.

4.3. REQUEST FOR ADDITIONAL INFORMATION

The respondent shall furnish such additional information as the City of St. Cloud may reasonably require.

This includes information which indicates financial resources as well as ability to provide the services.

The City reserves the right to make investigations of the qualifications of the respondent as it deems appropriate, including but not limited to, a background investigation.

4.4. ECONOMY OF PREPARATION

Submittals should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to fulfill the requirements.

4.5. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Record Law) and except as may be provided by other applicable State and Federal Law, all respondents should be aware that the Invitation to Bid and the responses are in the public domain. However, the respondents are requested to identify specifically any information contained in their submittals which they consider confidential and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All bids/proposals received from respondents in response to this Invitation to Bid will become the property of the City of St. Cloud and will not be returned to the respondents. In the event of award, all documentation produced as part of the contract will become the exclusive property of the City, unless otherwise specified in the contract.

4.6. INFORMATION

Bidders shall prepare submittals in accordance with the requirements of these Instructions to Bidders.

Not preparing a submittal, in accordance with such instructions, implies that the Bidder does not intend to comply with all the proposed contract conditions. Such submittals will be considered irregular and may be rejected.

The City of St. Cloud will receive submittals through the OpenGov portal for goods, equipment, materials, and related services set forth in the included specifications and documents.

4.7. COMMON TERMS

The City of St. Cloud and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean, “Request for Proposal(s)”, “RFP”, “Request for Qualifications”, “RFQ”, “Request for Quote”, “QUO”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, “Submittal(s)”or “Quote(s)” shall mean the documents formally submitted to the City of St. Cloud by each of the Bidders responding to this solicitation packet.

4.8. ELECTRONIC SUBMITTAL OF BID

Bidders shall submit Bids in accordance with the instructions and schedule included in the solicitation containing these specifications and documents.

A. To ensure correct Bid formatting, Bidders shall:

1. Submit Bids electronically through procurement.opengov.com.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or

.pptx); Adobe Portable Document Format (.pdf).

3. Enable printing on files submitted.

4. Clearly identify the Solicitation Number, Name, Submission Date, and Bidder Name on the

Response Cover Page.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact OpenGov technical support at procurement-support@opengov.com , if technical difficulties arise during bid/proposal submission.

7. Follow all instructions outlined in this solicitation and provide all requested information.

Bidder shall assume full responsibility for timely electronic submission through procurement.opengov.com for receipt of bids. Bids received after the time and date for receipt of bids will not be accepted.

4.9. ALTERNATE BIDS

Alternate bids will not be considered unless they are specifically called for in this solicitation.

4.10. WITHDRAWAL

Bidders may withdraw, alter, and resubmit their Bids at any time prior to the Bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the Bid due date and time. The City of St. Cloud may request clarifications and additional information after bid/proposal submission.

4.11. MINORITY/WOMEN BUSINESS ENTERPRISES (M/WBE)

The City of St. Cloud encourages the full and equitable participation of Minority and Women Business

Enterprises (M/WBE) in the procurement of services.

4.12. BID/PROPOSAL PREPARATION COSTS

The City of St. Cloud shall not compensate any bidder for preparation of responses to this solicitation.

4.13. SUBSTITUTIONS (IF APPLICABLE)

The City of St. Cloud is seeking bids/proposals that meet all technical and commercial requirements as outlined in this solicitation. The materials, products and equipment described in this solicitation packet establish a standard of required function, dimension, appearance and quality to be met by any proposed mailto:procurement-support@opengov.com substitution. Should any Bidder/Proposer desire to use products other than those specified, Bidder/Proposer shall request permission to do so via the portal at least fifteen (15) days prior to bidding, providing all necessary data. If a Bidder/Proposer is unable to obtain written approval of a proposed substitution prior to the date, Bidder/Proposer shall base their bid on the exact item specified.

The permission, if granted, will be communicated by Addendum to all bidders.

4.14. CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification via the Portal's Question and Answer section; verbal requests will not be accepted. The Bidder should reference the Solicitation section heading on any clarification requests.

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

The City of St. Cloud shall issue an addendum to all Bidders, via the Portal, following the deadline for questions.

4.15. LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits may be held the day of the Pre-Response Conference.

Bidders shall investigate properly and consider all such factors in the preparation of every Bid/Proposal submitted. The City of St. Cloud shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

4.16. SOLICITATION OPENING

The City of St. Cloud shall open Bids electronically via the Portal on the due date.

4.17. SOLICITATION SCHEDULE

The City of St. Cloud shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. The City of St. Cloud reserves the right to postpone the date and time announced for the opening of Bids at any time.

4.18. BID ACCEPTANCE AND REJECTION

The City of St. Cloud reserves the right to accept or reject any and/or all Bids/Proposals, with or without cause, when in the best interest of the City. The City also reserves the right to withdraw all or part of this request at any time in order to protect the City’s interest. The City reserves the right to reject any bid/proposal found to be non-responsive, vague, non-conforming, or irresponsible. The City of St. Cloud reserves the right to make such investigation as it deems necessary to make this determination.

Additional information shall be provided by the Vendor if requested by the City. Such information may include, but shall not be limited to, current financial statements, verification of availability of equipment and personnel, and past performance goals. The City reserves the right to negotiate modifications to bids/proposals that it deems acceptable, reject any and all bids/proposals, and to waive irregularities in the procedure if, in the City’s judgment, it will best serve the City’s interests. The desire of the City of St.

Cloud to pursue bids/proposals shall in no way obligate the City to execute a contract with proposer(s).

4.19. BID EVALUATION CRITERIA

The City of St. Cloud reserves the right to consider historic information and facts, whether gained from the Bidder’s submittal, pre-bid conference, references, and/or other sources during evaluation process.

The City of St. Cloud may conduct such investigations to assist with the evaluation of any Bid/Proposal.

The investigation also serves to establish the Bidders’/Proposers', subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Bid requirements to the City’s satisfaction, within the prescribed time. The Bidder/Proposer solely is responsible to submit information required by the solicitation. The City of St. Cloud is under no obligation to solicit such information.

Failure of the Bidder/Proposer to submit required information may result in disqualification of bid/proposal.

4.20. CANCELLATION

Prior to the final execution of a Contract or full Notice to Proceed, the City of St. Cloud reserves the right to rescind said award without prior notice to Bidders/Proposers. In addition, the City of St. Cloud may reject all Bids, reissue the solicitation packet, or re-award the contract.

4.21. BID BOND

Bidder/Proposer will be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable bid bond executed by the Bidder/Proposer and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five perfect (5%) of the bid price schedule. When submitting a Bid/Proposal through the Portal, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the

Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to the City of St. Cloud. The amount of the check or bond may be retained and forfeited to the City of St. Cloud as liquidated damages if the solicitation results in a contract award and the Bidder/Proposer fails to honor the accepted terms.

The City of St. Cloud shall return the selected Bidder’s/Proposer's bid bond when the Bidder/Proposer executes the contract and files a satisfactory payment and/or performance bond, if required. The City of

St. Cloud may retain the bid bond of the second highest ranked Bidder/Proposer for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder/Proposer. The City of St. Cloud shall return the bid bond of each unsuccessful Bidder/Proposer upon request, after the contract is awarded or when the Bid/Proposal is rejected.

4.22. CONTRACT AND EXECUTION

“Contract” shall mean the solicitation documents as defined and listed herein, advertisement, instructions to bidders, bid form, bid bond, contract agreement, payment and performance bonds, general and special conditions, and specifications, together with all addenda and supplemental agreements. The selected Bidder/Proposer shall execute the necessary contractual forms and return the executed forms within ten (10) business days of receipt of forms for execution.

4.23. AWARD

The City of St. Cloud Procurement Services Department will present the selected firm to the City Council for approval or rejection of all or some categories of submittals when necessary.

4.24. TAXES, PERMITS, AND LICENSES

The Bidder’s/Proposer's attention is directed to the General Terms and Conditions and the Florida

Statutes regarding taxes, permits, and licenses. It shall be the Bidder’s/Proposer's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder/Proposer has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their bid/proposal whether this item has been included in their bid/proposal price and the amount of the applicable tax, permit, or license in question.

4.25. ERRORS AND OMISSIONS

Any or all bids will be rejected if there is reason to believe that collusion exists among the

Bidders/Proposers and no participants in such collusion will be considered in future solicitations.

Bids/Proposals in which the prices obviously are unbalanced will be rejected.

Falsification of any entry made on the Contractor's bid will be deemed a material irregularity and will be grounds, at the Owner's option, for rejection.

The Owner reserves the right to reject any or all bids, to waive technicalities, and to reject the bid of a

Bidder/Proposer who is not in a position to perform the contract.

4.26. AWARD OF CONTRACT

Bidders/Proposers or their authorized representatives are expected to be fully informed as to their conditions, requirements and specifications before submitting bids/proposals; failure to do so will be at the Bidder’s/Proposer's own risk.

4.27. BID PROTEST

Any actual or prospective Bidder, Proposer, Submitter, or Contractor who is aggrieved in connection with a solicitation or award of a bid or agreement may protest in accordance with the appeal process in the City of St. Cloud's Procurement Policy.

4.28. GENERAL TERMS AND CONDITIONS

General Terms and Conditions

4.29. LIQUIDATED DAMAGES

In the event the Contractor is unable to perform the work per the Mowing Schedule and the Contract specifications, the Contractor may be assessed $250 per day as liquidated damages due to breach of

Contract.

https://procurement.opengov.com/#General Terms and Conditions

5. Scope of Work

5.1. Overview

It is the intent of this solicitation to engage one contractor to provide supplemental mowing, trimming, weed removal, edging, litter removal, and associated blowing and clean up services. This bid is based on a fixed per-cycle cost. The fixed cost shall cover all expenses incurred by the Contractor for providing all supervision, labor, equipment, tools, and material (including, but not limited to, landfill fees associated with debris removal, etc.) to perform comprehensive landscape maintenance collectively.

5.2. Definitions

A. Area Inspector: Shall mean the duly authorized representative of the City who shall monitor the

Contractor’s progress within the Grounds Maintenance Area they are assigned to.

B. Grounds Maintenance: Shall refer to the normal and customary work performed in the care and maintenance of turf areas as prescribed in the Scope of Work.

C. Grounds Maintenance Area: Shall refer to specific rights-of-way and City properties designated to receive specified grounds maintenance service.

D. Inclement Weather: Shall mean rain or when the condition of the soil is such that the rutting of property will not allow cutting of the turf to be accomplished in a satisfactory manner.

E. Material Safety Data Sheet (MSDS): A Material Safety Data Sheet defining the hazard level of and the safety precautions required for use of a product, chemical, or solution (as prescribed by

State or Federal law).

F. Mowing Cycle: Shall mean a time period within the Mowing Schedule, during the term of the

Contract, within which all prescribed grounds maintenance activities for an area shall be completed one time. The number of Cycles for each area shall be estimated for bidding purposes only, with the Contractor and Area Inspector establishing an agreeable Schedule in the

Pre-Performance meeting following award of the contract. The actual quantity of Cycles to be completed and paid for in any twelve-month Mowing Schedule may vary according to seasonal conditions, as well as for additional Cycles to be added for special events as agreed upon between the two parties when establishing and revising the Mowing Schedule throughout the term(s) of the Contract.

G. Trash/Litter: Shall mean any debris within the grounds maintenance area, such as paper, plastic, cans, bottles, limbs, rocks, etc., which are not intended to be present as part of the landscaping, inclusive of the entire area including streets, sidewalks, curbs, hillsides, ditches, etc.

5.3. Project Boundaries

A. Kings Crest Pond 1 (Henry Partin Rd.)

B. Kings Crest Pond 2 (Neptune Rd.)

C. Kings Crest Pond 3 (Jessica Ln.)

D. Kings Crest Ponds 4 and 5 (Kings Crest Rd.)

E. Old Hickory Tree R.O.W.

F. Lorraine Estates Lots

G. Hancock Circle/Neptune Rd.

H. Columbia Ave & 5th St.

I. Montana Ave & 2nd St. Lot

J. Delaware Ave R.O.W. south of 17th St.

K. Vermont Ave & 3th St. Lot

L. Pine Lake Estates Median Cypress Ct. (1)

M. Pine Lake Estates Median Cypress Ct. (2)

N. Pine Lake Estates Median - Oak Ct.

O. Pine Lake Estates Median - Avocado St.

P. Pine Lake Estates Median - Lake Trudy Dr. (1)

Q. Pine Lake Estates Median - Lake Trudy Dr. (2)

R. Pine Lake Estates Median - Lake Trudy Dr. (3)

S. Pine Lake Estates Median - Lago Ct.

T. Additional Mowing (Mowing, weed removal, and litter pick up services for additional locations)

U. Estimated Additional Litter Pick up for the Off Peak Season

5.4. Scheduling

A. Contractor shall arrange work schedule so as not to conflict with activities and/or special events scheduled for the area.

B. Contractor shall notify the Area Inspector via email or text message when they are mowing scheduled areas.

5.5. Weighted Values of Service

To facilitate service acceptance and to allow specific service additions/deletions and/or nonpayment for inadequate service, services at each area have been assigned weighted values by the City of St. Cloud:

A. Mowing: 35%

B. Weed Removal: 15%

C. Trimming around obstacles: 10%

D. Edging: 10%

E. Blowing: 10%

F. Litter Removal: 10%

G. Tree Maintenance/Pruning: 10%

H. Tree Maintenance/Pruning: 10%

Total: 100%

Example: If the awarded Contractor bid a Unit Price per Mowing Cycle of $100.00 for a specific location, and for that location only completed service requirement (A), Mowing, during a particular Mowing

Cycle, then the Contractor would invoice for payment in the amount of $25.00. If the Contractor completed services (A) through (H) during the specified Mowing Cycle, the Contractor would invoice for payment in the amount of $100.00.

5.6. Mowing

Mowing: All areas that cannot be mowed using a large mower shall be mowed with a small power mower, however, in areas determined to be totally inaccessible to any type of mower, weed eaters, grass or string trimmer, or brush cutters will be used to cut these areas in accordance to the specifications of this contract. Contractors will take every opportunity and any and all precautions to prevent scalping or shaving the grass covered areas while mowing any of these areas. All grass clippings will be removed from all sidewalk areas by use of a power blower prior to leaving the work site. Review contract documents for compliance.

A. Contractor shall mow and trim all turf areas throughout the term of the Contract.

B. All mowing shall be accomplished with equipment fitted with regularly sharpened blades so as to clearly cut, and not tear, the blades of turf.

C. All turf shall be mowed and/or trimmed to a height of not less than three (3) inches and not greater than five (5) inches.

5.7. Trimming / Weeding / Edging

Weed, grass and brush trimmers are to be used to cut in areas totally inaccessible to mowing equipment. No shaving or scalping of the grass surface is allowed. Trimming shall accompany mowing.

A. All turf shall be mowed and/or trimmed to a height of not less than three (3) inches and no greater than five (5) inches.

B. All trimming shall be accomplished concurrently with mowing operations.

C. Special care shall be given to trimming around small trees so as not to inflict damage to the bark of the trees.

D. Manual trimming may be reduced by use of chemical treatment and/or application, but only if approved in advance by the Area Inspector.

E. Contractor shall provide a current MSDS for each chemical proposed for use during the Term(s) of this contract:

1. Attached to a request for approval form, and

2. Submitted to the Area Inspector, and

3. If the chemical is approved by the Area Inspector for application by the Contractor, said

Contractor shall then provide a copy of the same MSDS to the City’s Risk Management

Advisor with a copy of the Approval form from the Area Inspector.

F. Contractor shall maintain a current file of each MSDS approved by the Area Inspector at the

Contractor's place of business and on-site during the treatment and/or application process.

G. Approval of chemical treatment for one area shall not be construed as applicable to that area for the term of the contract.

H. Approval of chemical treatment for one area shall not be construed as approval for chemical treatment to another area.

I. The public shall be notified of each incidence of chemical treatment and/or application to any

Area:

1. By the posting of approved signage by the Contractor;

2. Indicating the date, time and name of the product;

3. The signage shall be approved by the Area Inspector prior to posting.

J. Periodic trimming and thinning of all ground cover throughout the project location:

1. The Contractor shall prune all plants so as to remove all dead or diseased parts of plants and all parts of plants which present a visual hazard or physical obstacle to the use of the traffic ways.

2. All ground cover shall be trimmed, pruned, and thinned to retain its natural form in proportionate size to each other. Aesthetic pruning of ground cover shall include the removal of dead and/or broken branches. It shall ensure ground cover maintains its natural shape and characteristics for the variety involved.

3. Perimeters of ground cover beds shall be evenly trimmed to provide vertical surfaces. The trimming operation shall be done in a manner to prevent damage to the ground cover foliage. Any rugged ground cover surfaces shall be trimmed with hand shears.

4. At the completion of each ground cover bed-trimming operation, all material trimmed shall be raked up and removed from the site. Where ground cover trimming is accomplished along with the mowing operation, the mower vacuum can be used for the removal of trimmed material. When a trimming cycle begins in an area, it shall continue until it is completed.

5. All ground cover, including shrubs, plants, bushes, and hedges, shall be trimmed and pruned to maintain a neat and proper appearance. This cycle may be adjusted seasonally.

5.8. Litter and Debris Removal

Litter and Debris Removal: Litter and debris shall be removed from site each visit. All litter and debris are to be removed prior to and upon completion of all services. Litter and debris removal include the pick up, removal and disposal from all areas included in the contract. Litter and debris shall include, by way of example, but not limited to, bottles, glass, cans, wood, paper scraps, branches and any and all other materials which will give the property an objectionable appearance. It is understood that the Contractor shall remove any litter and debris prior to mowing that can be torn, ripped, scattered or further subdivided by the mowers. The cost of litter and debris removal and disposal shall be included in the contract price.

A. Contractor shall remove all visible litter and litter from the entire area prior to initiating any mowing of the turf area.

B. Contractor, at the Contractor’s expense, shall dispose of all litter that is removed.

C. Any papers, plastic cans, bottles, or similar litter which is cut or broken during maintenance operations shall be completely removed from park and boulevard areas immediately prior to exiting the area.

D. Care shall be taken to prevent discharge of turf clippings:

1. On any paved surface such as streets, parking lots, sidewalks, or driveways and/or

2. Into lakes, ponds, drainage ditches, or underground drainage openings, and/or

3. On adjacent properties.

E. Any material so discharged shall be removed immediately prior to proceeding with mowing of other areas.

F. Upon completion of each area and before exiting that area, the area shall be free of trash, litter, turf overspray, clumped turf, and tire tracks or ruts from the mowing equipment.

5.9. Mowing Supervisor

The Contractor shall provide an individual who shall be responsible for the performance of the work.

The name of this person and an alternate(s) who shall act for the Contractor when the supervisor is unavailable shall be designated in writing to Procurement Services representative.

5.10. Authority

The mowing supervisor or alternate shall have full authority to act for the Contractor on all matters relating to daily operation of this contract.

5.11. Availability

The mowing supervisor or alternate shall be available during normal business hours within two (2) hours to meet with the Area Inspector to discuss problem areas.

5.12. Contractor Personnel Appearance

The Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the company name or by wearing appropriate badges which contain the company and employee name.

5.13. Standards of Service

The standards of service provided by the Contractor shall be equal to City of St. Cloud standards and those normally expected of a competent firm engaged in the grounds maintenance/mowing services business.

5.14. Release Orders, Assignment, and Inspection of Work

A. Area Inspector: The Inspector will be responsible for:

1. Inspection of work performed by Contractor.

2. Performing re-inspection of work performed by Contractor.

3. Monitoring the Contractor's activities.

4. Ensuring by inspection and monitoring that work performed by the Contractor is:

a. Of the quality level prescribed in this Contract, and

b. In accordance with prescribed Mowing Cycles and Mowing Schedule

5. Determining violations of the Specifications and/or Terms and Conditions of this Contract:

a. The Area Inspector shall record violations in a manner prescribed by department procedures

B. Payment: Following the Award of Contract:

1. The City will issue a Purchase Order to the Contractor.

2. The Contractor shall notify the Area Inspector or designee when all work for the Cycle has been completed. Upon inspection, review, and approval by the Area Inspector or designee, Contractor shall submit an invoice with the work that was completed for the mowing cycle per Section 5.5 Weighted Values of Service.

3. Payments shall be made pursuant to Florida Statute Section 218.70, the Prompt Payment

Act, and all City Policies promulgated thereby and according to the Terms and Conditions of the Contract.

4. Payment may be delayed and/or withheld for:

a. Failure to complete the specified work in an approved manner.

b. Failure to complete the specified work in the approved time frame per the Mowing

Schedule.

c. Failure to comply with any of the Terms and Conditions of this Contract.

C. Weekly Contact: The Contractor shall make weekly contact with each Area Inspector during standard business hours:

1. As designated by the Area Inspector:

a. Monday through Friday

b. 7:00 a. m. through 3:30 p.m.

2. For the purpose of discussing:

a. Mowing Cycles

b. Mowing Schedule

c. Release Orders

d. Scheduling of Inspections

e. Review of completed paperwork and invoices for the Area Inspector

D. Time of Completion of Work: Upon issuance of a Purchase Order, the Contractor shall begin work according to the agreed Mowing Schedule and shall proceed with all reasonable dispatch to completion.

1. The contractor shall maintain all Grounds Maintenance Areas according to the prescribed

Mowing cycles (time allotment).

2. Work within one Grounds Maintenance Area shall be completed in consecutive days.

3. Inclement weather may result in cancellation of a Mowing Cycle:

a. Only if there was insufficient time during the entire Mowing Cycle for the prescribed work to be performed

b. Only if the Area Inspector agrees with that assessment of conditions within the time frame of the Mowing Cycle

E. Failure to Maintain Mowing Schedule: Failure on the part of the Contractor to maintain the required work performance rate for a Grounds Maintenance Area shall be sufficient reason for the Area Inspector to have the work in questions, or portions thereof, to be completed by others. Failure to maintain the Mowing Schedule shall be determined in the following manner:

1. Each Grounds Maintenance Area shall be maintained according to the Mowing Schedule agreed to for each area.

2. Area Inspector shall make final assessment of each area on the morning following the end of each Mowing Cycle.

3. If the Contractor fails to meet the mowing specification within the time limits of the schedule, then that portion of the work will be removed from his/her responsibility and may be immediately assigned to another Contractor.

4. In the event the Contractor is unable to perform the work per the Mowing Schedule and the

Contract specifications, the Contractor may be assessed $250 per day as liquidated damages due to breach of Contract.

5. Should it become necessary to penalize a Contractor for failure to perform the work per the

Mowing Schedule and Contract specifications:

a. The City may release the contractor from their Contractual obligation to the City

b. The City may re-award the Contractor according to the City of St. Cloud Procurement

Policy and Procedures in effect at the time of the release of the Contractor.

F. Pre-Performance Conference: The Contractor and the Area Inspector shall together attend a mandatory Pre-Performance Conference, following the Notification of Award and before any work is performed, which shall include, but is not limited to:

1. A mandatory survey/inspection of each Grounds Maintenance Area included in the Scope of

Work, together with the Area Inspector(s).

2. Review of any forms, reports, and/or submittals that shall be required from the Contractor to be completed each Mowing Cycle and to request payment for work performed.

G. Supervision of Work Crew: The Contractor shall provide supervision for all the Contractor's work crews at all times while performing work for this Contract.

1. Personal supervision is not required provided that each worker is provided the means to communicate with the Contractor at all times.

2. Each of the Contractor's work crews shall have a designated person on the work site that has the authority to respond to inquiries from the Area Inspector about work details or priorities.

3. Contractor shall maintain sole responsibility for the actions of his/her employees.

4. All personnel provided by the Contractor shall be competent, experienced, courteous, properly dressed, and skilled in lawn, plant, and grounds maintenance.

5. All maintenance personnel must identify themselves at the appropriate administrative office before beginning work.

6. Unless waived by the City's representative, performance reports shall be provided by the

Contractor to the City's contract representative on the first day of each month including observations of abnormal conditions and all maintenance performed.

H. Safety:

1. All materials and performance of work shall meet all Federal, State, and local safety laws currently in effect.

2. Contractor shall provide and ensure the wearing of necessary protective clothing, masks, eye protection, etc. as required by any applicable laws, regulations, ordinances, and/or manufacturer's instructions.

3. All equipment used in the performance of these services shall be properly maintained and shall be subject to inspection by a representative of the City upon demand. Any equipment deemed faulty, inoperable, unsafe, or improper for its intended purpose shall be removed from the City's premises. Safety features of equipment (shields, kill switches, etc.) must be used at all times.

4. The Contractor shall take all necessary precautions for the safety of their employees and of the general public.

5.15. Additional Locations

The City of St. Cloud reserves the right to add or delete areas to be mowed, trimmed, and assigned litter pick up services as it deems to be in the best interest of the City. The City of St. Cloud also reserves the right to add additional mowings of each of the listed current and anticipated future locations as needed.

6. Bid Form

SUPPLEMENTAL MOWING, LANDSCAPING AND LITTER PICK UP SERVICES

It is understood that the foregoing quantities are approximate only and are solely for the purpose of facilitating the comparison of bids, and that the Contractor’s compensation will be computed upon the basis of the actual quantities in the completed work, whether they be more or less than those shown.

Line Item Location Description Unit Cost Estimate Unit of

Measure Total No Bid

1 Henry Partin

Rd Kings Crest 1 - Exhibit D 15 Cuts

2 Neptune Rd Kings Crest 2 - Exhibit E 15 Cuts

3 Jessica Ln Kings Crest 3 - Exhibit F 15 Cuts

4 Kings Crest Rd Kings Crest 4 and 5 - Exhibit G 15 Cuts

5 Old Hickory

Tree R.O.W Exhibit C 15 Cuts

6 Lorraine

Estates Lots Exhibit C 15 Cuts

7 Hancock

Circle/Neptune

Rd

Exhibit C 15 Cuts

8 Columbia Ave

& 5th St.

Exhibit C 15 Cuts

9 Montana Ave

& 2nd St. LOT Exhibit C 15 Cuts

10 Delaware Ave

R.O.W. South of 17th St.

Exhibit C 15 Cuts

11 Vermont Ave

& 3th St. Lot Exhibit C 15 Cuts

12 Pine Lake

Estates

Median -

Cypress Ct. (1)

Exhibit H 15 Cuts

13 Pine Lake

Estates

Median -

Cypress Ct. (2)

Exhibit H 15 Cuts

Line Item Location Description Unit Cost Estimate Unit of

Measure Total No Bid

14 Pine Lake

Estates

Median - Oak

Ct.

Exhibit H 15 Cuts

15 Pine Lake

Estates

Median -

Avocado St.

Exhibit H 15 Cuts

16 Pine Lake

Estates

Median - Lake

Trudy Dr. (1)

Exhibit H 15 Cuts

17 Pine Lake

Estates

Median - Lake

Trudy Dr. (2)

Exhibit H 15 Cuts

18 Pine Lake

Estates

Median - Lake

Trudy Dr. (3)

Exhibit H 15 Cuts

19 Pine Lake

Estates

Median - Lago

Ct.

Exhibit H 15 Cuts

20 Additional

Mowing Mowing, weed removal, and litter pick up services for additional locations 1 Square Foot

21 Estimated

Additional

Litter Pick up for the Off

Peak Season

Estimated Additional Litter Pick up for the

Off Peak Season 1 Square Foot

TOTAL

7. Proposal Forms

7.1. Entity Name / DBA:*

*Response required

7.2. Authorized Representative name, title and email address:* Person authorized to sign on behalf of the entity.

*Response required

7.3. Witness name, title and email address that will attest Authorized Representative's signature on any legal documents.*

Please provide name, title and email address.

*Response required

7.4. FEIN No.:*

*Response required

7.5. Mailing Address (if different from above):*

If address is not different, enter "same" in box below.

*Response required

7.6. Company Type*

Please designate your Company Type

☐ Sole Proprietor

☐ Partnership

☐ Corporation

☐ Limited Liability Partnership

☐ Limited Liability Corporation

*Response required

7.7. Bidder is registered with the Florida Department of State, Division of Corporations to do business in the State of Florida?* https://dos.myflorida.com/sunbiz/

Attach proof of registration.

*Response required

7.8. W-9 Form*

Please upload a current W-9 Form for the entity.

*Response required https://dos.myflorida.com/sunbiz/

7.9. Upload proof of Insurance that meets the City's requirements.* Please review the City's Insurance Requirements.

• Insurance_Requirements.pdf

*Response required

7.10. Bid Bond*

Please download the below documents, complete, and upload.

• Bid_Bond_Form.pdf

*Response required

7.11. EXPERIENCE OF BIDDER

7.11.1. Length of time in business*

_____/_____ (years/months)

*Response required

7.12. REFERENCES

Bidder must demonstrate ability to construct projects of similar complexity, nature and size of this project. The Bidder must provide a list of references for a minimum of three (3) projects similar in scope of the solicitation. Include name of client including a contact name, complete address, telephone number, date of contract, name of project, description of work/services provided, and dollar amount of contract.

7.12.1. Download and complete the Bidder's Previous Experience, providing a minimum of three (3) reference similar to the scope of the solicitation.*

Please download the below documents, complete, and upload.

• Bidder's_References.pdf

*Response required

7.12.2. Bidder confirms that failure to provide three (3) references similar in scope of the solicitation will result in the submittal being deemed non-responsive. *

☐ Please confirm

*Response required

7.13. Compliance Forms and Certifications

7.13.1. Respondent's Certification*

I have carefully examined the Invitation to Bid. I hereby propose to furnish the services specified in the

Invitation to Bid. I agree that my submittal will remain firm for a period of at least 90 days in order to allow the City adequate time to award bid. I certify that all information contained in this submittal is truthful. I further certify that I am duly authorized to provide this submittal on behalf of the firm as its act and deed and that the firm is ready, willing and able to perform if awarded the contract. I further certify, under oath, that this submittal is made without prior understanding, agreement, connection,…