Technical_Specifications_Evergreen_Grounds_ITB_FY27.docx

TECHNICAL SPECIFICATIONS

1. SCOPE

1.1 Furnish supervision, labor, equipment, and materials to provide year-round landscape maintenance (debris removal, mowing, edging, raking, pruning, fertilizing, and blowing) at Evergreen Cemetery, located at 401 SE 21st Avenue in Gainesville, Florida. Consistent communication with Cemetery staff is critical to doing the job well.

1.2 This is intended to be a two-year contract with up to three (3) 12-month extensions available, if the awarded Contractor and City wish to continue for that time.

1.3 The provisions contained in this section are intended to be cooperative with, to supplement, or to modify the Proposal Specifications and, in case of any conflict with such sections, the intent of any and all Technical Specifications shall govern.

2. BIDDERS MINIMUM QUALIFICATIONS REQUIREMENTS:

2.1 Each bidder must complete and return with their bid proposal the Reference Form, listing at least three (3) references for landscaping or mowing jobs performed over the past two years that demonstrate the ability to satisfactorily complete this grounds maintenance contract. Failure to complete and submit the requested Reference Form will cause bid proposal to be non-compliant and therefore not eligible for evaluation and possible award.

2.2 The successful bidder will have a minimum of five (5) years’ experience in commercial landscape maintenance.

2.3 Each bidder must complete and submit the Resources Form, to show that bidder owns the proper equipment to perform the work. Equipment that is worn out or not of adequate size and strength for this job is not acceptable.

3. DETAILED DESCRIPTION OF THE WORK

3.1 Mowing. Mow grass (approximately 56 acres), maintaining a height of approximately 2-1/2 inches. The entire property must be mowed at each interval listed below, depending on the month.

October – November 1st and 3rd weeks of the month

December – February 2nd week of the month only

March – April 1st and 3rd weeks of the month

May – September Every week

All grass areas including right of way in front of Evergreen shall be neatly "trim mowed" around, along, and under all obstructions including fences, shrubbery, hedges, flower beds, posts, poles, sign stanchions, grave markers, curbing and other objects. Trimmed grass shall be no taller than the surrounding mowed turf. Care should also be taken to trim around flat markers so that grass does not encroach and eventually cover the markers. Clippings shall be removed from gravestones, markers, coping, landscaping, irrigation equipment, and from the mowed turf if unsightly or damaging to grass areas.

3.2 Equipment. The equipment used by the Contractor must be in good repair and shall be maintained to produce a clean, sharp cut and uniform distribution of the cuttings at all times.

3.3 Edging. Mechanically edge grassed area along the public sidewalk on SE 2lst Avenue adjacent to Evergreen Cemetery every two weeks March through October to maintain a neat, trimmed appearance with no vegetation growing over the walk more than four inches. Pay special attention to the area around the flag pole and the Veterans Monument (grass and weeds should NOT cover the bricks!).

3.4 Trimming. All "trim mowing" shall be accomplished by string trimmers and shall be done at every mowing visit. Caution shall be taken to not damage trees, shrubbery, or markers.

3.5 Maintenance of Shrubs. Prune all shrubbery two times per year in May and September. However, flowering shrubbery shall be pruned after flowering. Shrubbery maintenance includes weeding, trimming, thinning and removal of all volunteer growth, cut back even with ground level. Volunteer growth must be removed prior to the pruning. Pruning shall be done under the supervision of personnel knowledgeable and experienced in horticultural practices. All pruning and trimming shall be done using appropriate horticultural techniques to maintain shrubbery health and "natural" shape.

3.6 Raking. Rake entire cemetery grounds removing all fallen leaves and debris in April just prior to fertilizing. Maintain grounds free of any accumulation of fallen leaves and debris.

3.7 Debris Removal. Prior to each mowing or fertilizing cycle, remove all debris including, but not limited to, paper, bottles, cans, small branches.

City will provide dumpsters for trash collected on cemetery grounds exclusively. Yard debris shall be placed in designated area.

3.8 Fertilizing. Fertilize the entire cemetery grounds during April with an appropriate application of l0-l0-l0 slow release fertilizer at a rate of 400 pounds per acre. After fertilizing, blow off all gravestones, markers and coping. This work is to be completed under the general supervision of Cemetery Coordinator or their designee. Contractor must be in compliance with Alachua County’s Code Chapter 78 – Fertilizer Standards and Management Practices (ORD NO 09-06). The plants and turf are to be fertilized in accordance with the standards and limitations provided by Alachua County for fertilization of public property. It is the Contractor’s responsibility to maintain compliance with the ordinance. Documentation must be provided to verify that the ordinance is being followed. Contractor must notify the Cemetery Coordinator and Park Operations Division one week prior to fertilizing and provide required documentation upon completion.

3.9 Herbicide Application. Herbicides shall not be used.

3.10 Privately Maintained Lots. From time to time Cemetery lot owners notify the Cemetery management of their desire to privately maintain their lot and request the City desist its maintenance. A list of such requests will be provided. The Contractor shall familiarize itself and its personnel with this list and the lots listed and shall not perform any maintenance task on the listed lots without the prior specific direction of the Cemetery Coordinator.

3.11 Funeral Services. The Contractor shall take into consideration the location of scheduled funeral services; and will avoid carrying on any operations in close enough proximity to disturb the service. In no case shall contractor carry on an operation closer than 100 yards to the service.

3.12 Fence Line. Remove all vegetation growing on or through the fence lines each month and maintain this fence line free of vegetation on the Cemetery side.

3.13 Storm Damage. Any large or heavy debris exceeding 4" in diameter and 8’ in length left on the Cemetery site after a storm will be removed by the City. The Contractor will be required to remove light debris, i.e., palm fronds, small branches and trash from the site within 72 hours after a storm.

4. OTHER RESPONSIBILITIES OF CONTRACTOR

4.1 Preservation of Property. The Contractor shall preserve from damage all property associated with, in the vicinity of, or affected by the Work, and shall exercise due care and caution during all operations to avoid damage to public or private property. In the event damage does occur as a result of the Contractor's operations, such damage shall be reported immediately to the Cemetery Coordinator and repaired or replaced by the Contractor at the Contractor's expense. The Contractor is responsible for all damages to property affected by the Work under this Contract. Repairs and/or replacements shall be affected in timely fashion pursuant to the Cemetery management's direction.

4.2 Irrigation damaged by the Contractor's operations shall be replaced by the Contractor at the Contractor's expense with same or approved equal as determined by the Cemetery Coordinator prior to the end of the work week.

4.3 The Contractor shall exercise due care and caution during his/her operations to avoid damage to grave markers, trees and other growth and irrigation equipment. In the event damage does occur as a result of the Contractor's operations, repair of and/or liability for such damage shall be the responsibility of the Contractor. Damage includes hitting, scarring and moving grave markers, coping, benches, etc.

4.4 All grounds maintenance work shall be performed under the supervision of a general foreman. After inspection of work, the foreman is expected to notify cemetery staff of the completion of each week’s work and the projected work schedules for the following week. The City's contact person for work under this contract is the Cemetery Coordinator at 352-393-8535.

4.5 The Contractor shall be aware that a high level of care and sensitivity is required at all times work is being performed; and shall at all times enforce strict discipline and good order among employees and shall not employ on the work any unfit person or anyone not skilled in the task assigned. All employees will be required to wear shirts at all times with the company logo clearly marked for identification purposes. All employees shall keep equipment, i.e., gas cans, trimmers, clothing, etc., in a neat and orderly manner. The Contractor shall be responsible to the City of Gainesville for the acts and omissions of all its employees.

4.6 Contractor must notify the Cemetery Coordinator at 352-393-8535 one week prior to performing work.

4.7 The Contractor shall be responsible for invoicing the City on completion of services on a monthly basis. The invoice must include breakdown of services performed and the day(s) they were completed. If this service record is not included, payment for services will be delayed until documentation is submitted.

4.8 Payment may be withheld by the City for failure by the Contractor to comply with these specifications or unsatisfactory performance of work as determined by the City's inspection. The City shall notify the Contractor of any failure to comply or unsatisfactory performance at the time observed so that it can be corrected without delaying payment if possible.

5. EVALUATION AND AWARD. The City shall consider the following criteria in making the award:

A. Price

B. Technical Expertise and Appropriate Experience

· A minimum of five (5) years’ experience in commercial landscape maintenance for personnel in a supervisory role. This includes field supervisory staff. Field and labor force must have 1-year minimum experience in commercial landscape maintenance.

C. Past Performance/Reputation

· Length of time in business

· References - Must provide a minimum of Three (3) references of work similar in size and scope of proposed project. Failure to complete and submit the requested Reference Form will cause bid proposal to be non-compliant and therefore not eligible for evaluation and possible award.

D. Resource Availability/Allocation

· Personnel (supervision, field, office)

· Equipment (type, age, condition, use) – Failure to complete and submit the requested Equipment Form will cause bid proposal to be non-compliant and therefore not eligible for evaluation and possible bid.

NOTE: All equipment to be used on this project must be commercial grade and less than 10 years old. All hand-held equipment, such as string trimmers, blowers, edgers and other machines, must be less than 5 years old. Transportation vehicles must be less than 15 years old, and trailering equipment must be less than 15 years old.