DeSoto County Lawn Maintenance Services

TS-01 SCOPE OF SERVICES 1.0 SCOPE OF WORK: A. The Contractor shall provide all labor, equipment, materials, supplies, and supervision necessary for the performance of the grounds maintenance at ELEVEN (11) locations as specified herein. B. All grounds maintenance work specified herein shall be completed to achieve an aesthetically pleasing appearance. This will include complete mowing and trimming at each site, along with maintenance of plant beds, tree pruning, shrubbery care, chemical applications, litter control, and removal of debris from the sites. The frequency of mowing and related tasks may vary throughout the year; therefore, the Facilities Director requires a monthly price that covers all services needed to sustain the required appearance, whether maintenance is performed several times in a month or only once depending on the time of year. The locations to be maintained under this Contract are as follows: • DeSoto County Courthouse, 115 E. Oak Street • DeSoto County Administration Building, 201 E. Oak Street • Public Safety Administration Building, 122 N. Hillsborough Avenue • DeSoto County Library, 125 N. Hillsborough Avenue • DeSoto County Building Department, 126 N. Hillsborough Avenue • Emergency Operations Center, 2200 N.E. Roan Street • Extension Building, 2240 N.E. Roan Street • Turner Center Agricultural Center Complex, 2250 N.E. Roan Street • Highway 70 Sign & Island, 1985 S.E. Carlstrom Field Road • Fire Station 1, Corner of Cypress Avenue and Polk Avenue • DeSoto County Administration Annex, 815 N. Mills Avenue C. Extra Work - The County, without invalidating this Bid, may order changes in the Work within the general scope, consisting of additions, deletions, or other revisions. The Bid price and time shall be adjusted accordingly. All such changes in the Work shall be authorized by a written Addendum to this Agreement and executed under the applicable conditions of the Bid. 2.0 SERVICES: The Contractor shall provide the following services under the Agreement: A. Prepare a Grounds Maintenance Plan and a Monthly Work Plan for the scheduled work. B. Mow, edge, trim grass, spread mulch, clean and rake, hedge or prune shrubs, and maintain plant beds keeping them weed free. Any major pruning must be approved in advance by the Facilities Director. 1. Mowing Frequency - on an as needed basis to maintain an aesthetically pleasing appearance. 2. Edging shall be performed so that no grass extends over the edges of surrounding surfaces (sidewalks, roads, planting areas, etc.). Hardscape edges must be cut with a bladed edger, not a string trimmer. 3. Litter control will be performed prior to mowing. 4. Irrigation maintenance will be performed by Facilities Department. The Contractor will be responsible for scheduling water needs with the Facilities Director. 5. Grass around trees at the Library shall either be mowed up to the base or treated with herbicide to control growth. C. The Contractor shall apply chemicals and mulch in the following manner for ground maintenance (irrigated turf & beds): 1. Fertilization - The Contractor will be responsible for taking soil samples prior to the first application of the year to determine and correct for any deficiencies in the soil content. Soil sample test results and fertilization schedules are to be provided to the Facilities Director. Fertilizers will be applied to the turf six (6) times per year. The Contractor shall notify the Facilities Director before fertilizing each location. 2. Insect Control - Insecticide/pesticides will be applied six (6) times per year for control of pests. An ongoing visual inspection will be made to correct problems that may arise between scheduled applications. Keep records on pests identified and treatment. The Contractor shall notify the Facilities Director before insecticides are applied at each location. 3. Mulching - The County will furnish the mulch to be installed. The Contractor will be responsible for the labor involved in distributing the mulch at the different sites. Depending on budget, mulched areas may be replenished once per year (between November and February). 4. Weed Control - All basins around tree and shrub areas will be maintained weed free. A non-selective post/re-emergent herbicide can be used. Hand weeding will be performed as deemed necessary. All plant beds are to be kept free of weeds and edged to keep a crisp, clean appearance at all times, to include winter months. D. Tree and Shrub Maintenance should be performed in the following manner: 1. Palm trees will be fertilized two times per year with a palm type fertilizer and as needed to sustain the tree. 2. Other trees and shrubs will be fertilized as the surrounding turf is done or as needed to sustain the plant. 3. Shrubs will be trimmed to maintain health. 4. Shrubs and trees, when damaged, will be pruned immediately. 5. Insect control on all trees and shrubs will begin when there is a noticeable change in the condition of the plant. 6. Weed and grass to be controlled within a two-foot diameter around trees and shrubs for visual control. 7. All debris will be removed from the County sites. 8. Any safety hazards, such as hanging tree limbs that pose a risk to the public, shall be reported to the Facilities Director immediately. 9. Palm trees less than twelve (12) feet in height shall be included in general maintenance regarding hanger removal. 10. Hedges between the Library and Maintenance Building will need to be included regarding fertilization and trimming. Insecticide and pesticide applications shall comply with all local and state laws governing chemical use on public property. All applications must follow manufacturer's recommendations, be performed when the public is not present, and not occur during inclement weather. Environmental considerations must be addressed in developing the program. The successful Contractor shall provide a copy of all required lawn and ornamental pesticide licenses before work commences. If the licensed applicator is replaced or leaves the company, an updated license for the new employee must be submitted immediately to the County Project Manager. 3.0 EQUIPMENT A. Equipment utilized by the Contractor must be in good condition and shall be maintained to achieve maximum operating efficiency at all times. B. Equipment utilized by the Contractor shall be subject to inspection by the Facilities Director or designee at any time, and any equipment deemed unsafe or inoperable by the County shall be removed from the premises immediately. 4.0 SAFETY: A. Contractor shall provide and require his/her employees to wear protective clothing, mask, eye protection, etc., during any operation, as required by applicable laws, regulations or ordinances, or recommended by the equipment manufacturers. B. Contractor shall adequately protect workers, adjacent property, and the public. The Contractor shall take all necessary precautions for the safety of his employees, the County employees and the general public. C. Equipment must conform to OSHA (Occupational Health and Safety Administration) requirements. 5.0 ATTIRE AND CONDUCT: The Contractor's employees shall wear shirts with company logos that clearly identify the Contractor's business. Tank tops and midriff shirts are not acceptable. Contractor personnel shall be neat in appearance, courteous, and perform their duties professionally. 6.0 INSPECTIONS: The County's Facilities Director or designee will periodically review the sites to evaluate the Contractor's performance. Upon receipt of written or verbal direction from the Facilities Director, the Contractor shall make the necessary adjustments to fulfill the requirements specified herein within twelve (12) hours. 7.0 PRESERVATION OF PROPERTIES: The Contractor shall preserve from damage, all property associated with, or which is in the vicinity of, or is in any way affected by, the work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately reported. Damage caused by the Contractor's operations shall be repaired at the Contractor's expense. TS-02 TERM OF CONTRACT This initial term for this Contract will be for a period of One (1) year. This Contract will also include an option to renew for Four (4) additional years, one year at a time upon mutual agreement. TS-03 NON-PERFORMANCE Time is of the essence on this Contract and failure to deliver within time period shall be considered a default. In case of a default, the County may procure the required services from other sources and hold the Contractor responsible for any excess costs occasioned thereby and may immediately cancel the Contract. TS-04 LIQUIDATED DAMAGES The County reserves the right to apply as payment on such liquidated damages any money due the Contractor by the County. TS-05 CRITERIA FOR AWARD: The award of this bid may be in total or in part, to the lowest responsive, responsible bidder(s) who possess adequate equipment with operators, labor, and materials necessary to perform the Work in accordance with the requirements of the Contract. County reserves the right to reject the bid proposal of any bidder who has previously failed to perform properly, or on time, Contracts of similar nature; or who is not in a position to satisfactorily perform the Contract. If, after bid opening the lowest bidder is deemed not responsible by the County, such bidder shall receive written notice from the County of this determination. The bidder shall have five (5) business days from the date of this notice to dispute the determination and to provide to the County any additional information it deems relevant regarding the bidder's responsibility. The County shall be responsible for making the final determination regarding the bidder's responsibility and the award of the Contract.