TELL CITY TROY TOWNSHIP SCHOOL CORPORATION SPECIFICATIONS FOR LAWN CARE CONTRACT 2015 through 2016

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1 TELL CITY TROY TOWNSHIP SCHOOL CORPORATION SPECIFICATIONS FOR LAWN CARE CONTRACT 2015 through 2016 GENERAL STATEMENTS Each bidder is responsible to inspect all school buildings and sites to be familiar with each individual building and/or site lawn care needs. It is suggested that each bidder meet with all building principals to ascertain each location s unique terrain and requirements. Failure or omission of a prospective bidder to determine the lawn care needs of buildings or sites shall in no way relieve the prospective bidder from any obligation in respect to a submitted bid proposal. It is mutually understood that all of the services provided herein are weather driven and the dates included in these specifications are provided as general guidelines. The Tell City Troy Township Board of School of Trustees will consider a best bid package at its regularly scheduled monthly board meeting in April. SPECIFICATIONS 1) All Tell City Troy Township School Corporation buildings and grounds are subject to this lawn care contract. Specifically, the Jr Sr High School, William Tell Elementary, the Office of the Superintendent, Athletic Fields ( Legion Field and the Soccer Field located at William Tell Elementary). Each location should be bid individually using the included bid submission form. (FORM A) 2) Buildings, storage facilities, and offices owned by Tell City Troy Township School Corporation are included and should be bid under Athletic Fields. Athletic fields must meet all school and IHSAA expectations. Contact Athletic Director John Atkins ( ) for information specific to Legion Field and the Soccer Field. 3) At the time the bid is submitted, the bidder shall supply a copy of their Liability Insurance ($1,000,000), Worker s Compensation Certificate and Applicator s License. If awarded the contract, bidder shall designate Tell City Troy Township Schools as an additional insured for general liability. Additionally, the bidder shall provide a written agreement with the Tell City Troy Township Schools, providing alternative and acceptable mowing services for the balance of the contract if for any reason the bidder is unable to fulfill the terms of the contract.

2 4) The successful bidder will submit eight (8) equal monthly invoices ( April through November ) annually period by the 25th of each month beginning in April. Each invoice is to reflect the TOTAL ANNUAL CONTRACTED SERVICE divided equally by eight (8), along with a detailed account of each service provided and coordinating service dates. A completed W 9 form must be on file with Tell City Troy Township prior to the first payment per IRS guidelines. 5) The purpose of this lawn care contract is to maintain the school properties in a neat and well groomed manner. The acreage subject to this contract needs to be cut at least twenty six (26) times per season from April through October. 6) The successful bidder may be asked to cut the grass for special events, such as High School Graduation, to present a fresh appearance. A price for additional cuts should be included on FORM A. 7) The successful bidder will be required to cooperate with building principals, in regard to outdoor school activities, to ensure the safety of students. Outdoor recesses, field days and all outdoor student programs take priority over grass cutting. A reasonable standard, when grass is cut during the school day and when students are present, is that no lawn care machinery including mowers and trimmers, will be operated within three hundred (300) feet of any students. Any concerns should be addressed by the building assistant/principal at Tell City Troy Township School Corporation prior to commencing the work. 8) Lawn care personnel will maintain a proper working relationship with school staff, administrators and students. Tell City Troy Township maintains a tobacco free environment both inside and outside the building and facilities. No lawn care employee will be permitted to use tobacco while on school properties. The use of foul language, alcohol or illegal drugs is strictly prohibited. Lawn care employees will wear proper attire while performing their duties. Shirts will be worn when school is in session. All employers must provide a national background criminal history check for all employees as described in Policy 8121 PERSONAL BACKGROUND CHECK CONTRACTED SERVICES (INCLUDED). 9) Lawn care personnel will maintain an appropriate mowing speed so that the grass is cut evenly, cleanly and completely with no grass bent over and/or no uneven cutting. Wet soil and grassy conditions must be closely monitored so that freshly cut grass does not ball up and cause an unsightly condition after cutting. Cutting should not be performed when soil conditions are such that mower tracks and/or ruts in the soil will be noticeable after the grass has been cut.

3 10) Lawn care personnel must monitor grass clippings in confined areas and near public accesses. No grass clippings are to be distributed into any heating and/or cooling units located at ground level outside of any buildings. Any clippings discharged onto sidewalks, blacktopped areas, playground, streets, or parking areas are to be swept or blown clean. 11) All areas adjacent to buildings, parking lots and open areas must be trimmed to create a professional looking appearance. These areas include to trees, plants, sidewalks, signs, curbs, fences, posts, buildings and/or other objects not accessible to a riding mower. A string trimmer must be used. The bidder shall be responsible for any damage to windows, buildings, fences, landscaping, signs, posts, trees, shrubs or any other asset caused by the bidder s crews. Damage must be reported immediately and resolved within 30 days. 12) Successful bidder is to provide monthly reports via to the Tell City Troy Township Superintendent indicating what services were provided during that month. 13) A. EARLY SPRING CLEANUP (Deadline: last week of April) Remove all weeds, branches, leaves and debris collected from the winter from all plant beds, sidewalks and streets. B. LAWN EDGING Once monthly (beginning with first mow of season), all sidewalks, driveways, streets and curbs are to be edged with a metal blade edging machine to maintain a sharp and distinct appearance. This work must be documented in the monthly report. All clippings and debris must be removed from the edging operation the same day the work is performed. 14) A contractor s proposal will be complete when a list of current commercial mowing accounts that are presently being serviced or have been serviced within the past calendar year is included in the document package. Additionally, a bid package must include a list of all mowing and trimming equipment presently used in the operation of a contractor s business (FORM A). 15) The above specifications are a general overview of Tell City Troy Township s expectations. It is recommended that contractors arrange an inspection tour of all school facilities included in the bid proposal in order to acquaint oneself with the unique lawn care needs of each building and site. To arrange this tour, please contact Assistant to the Superintendent Bruce Chinn at

4 ADVERTISEMENT FOR BID Sealed bids for the lawn care contract will be received by the Tell City Troy Township School Corporation at the Superintendent s Office until 2:00 p.m. local time March 31, Bids will be opened at that time and on that date. A recommendation of a best bid will be made to the School Board for consideration at the regular board meeting in April. CONTRACT DESCRIPTION The contract provides for the lawn care services at Tell City Troy Township School Corporation. The contractor will be under the direct supervision of the Tell City Troy Township School Corporation and its administrative staff. The contract will be for a (2) year period to commence in the spring of 2015 and conclude in the fall The contracted work includes the furnishing of all labor, all equipment and all services necessary to produce a well maintained appearance of all specified school properties. INSTRUCTIONS TO BIDDERS Bids will be received by Tell City Troy Township School Corporation at the Superintendent s Office at th St, Tell City, IN until 2:00 p.m. local time on March 31. Submitted bids will be opened at that time and on that date. Bids shall be submitted in a lump sum amount for work as described in the specifications and shall cover from 2015 until All bids shall be made on business letterhead. Each bid must be submitted in a sealed envelope addressed to the Tell City Troy Township School Corporation. Each sealed envelope containing a bid must be plainly marked on the outside as Bid for Tell City Troy Township Lawn Care Contract In addition, the envelope on the outside should bear the bidder s name, address and telephone number. If the bid is delivered by the U.S. Mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the Tell City Troy Township School Corporation, th St, Tell City, IN Tell City Troy Township may waive any information or minor defects in a bid proposal or reject any and all bids. Any bid may be withdrawn prior to the above scheduled time and date for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified shall not be considered. No bidder may withdraw a bid within sixty (60) days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement of the School Corporation and the bidder.

5 Contractors must satisfy themselves of the accuracy of the information by examination of the buildings and sites and review of the contract specifications. After bids have been submitted, contractors shall not assert that there was a misunderstanding or misinterpretation regarding the quantity, scope and/or nature of the work to be performed. Any contractor who has questions concerning contract specifications, or interpretation of these specifications, must refer these questions to the Office of the Superintendent no later than five (5) days prior to the bid date of March 31, Anyone submitting a bid will be responsible for obtaining answers and/or interpretations to said questions prior to delivery of the sealed bid. Tell City Troy Township may make investigations to determine the ability of the contractor to perform the work. The contractor shall furnish Tell City Troy Township any and all such information and data as needed. Tell City Troy Township reserves the right to reject any bid if the evidence found in an investigation deems that the contractor is not properly qualified to carry out the obligations and terms of the contract and to complete the work as specified therein. Notice to Bidders LAWN CARE CONTRACT FOR TELL CITY TROY TOWNSHIP SCHOOL CORPORATION Sealed bids for the lawn care contract will be received by Tell City Troy Township School Corporation at the Superintendent s Office, th St, Tell City, IN until 2:00 p.m. local time March 31, Bids will be opened at that time and on that date. Bids shall fully conform to the specifications outlined in this document. Tell City Troy Township Community School Corporation reserves the right to: 1) accept any bid within sixty (60) days after the time of opening; 2) reject any and all bids; and 3) waive any and all informalities which may occur in the bidding process. Dated this March 10, 2015 TELL CITY TROY TOWNSHIP SCHOOL CORPORATION Publish two times.

6 FORM A: Pricing and Equipment Pricing: Please list the cost associated with each location. If you do not wish to bid on a location, please write NO BID in the appropriate boxes. Location Cost (26 mows/) Cost for Additional Mowing (School Requested) Office of the Superintendent th St, William Tell Elementary st Street, Tell City Jr/Sr High School th St, Athletic Fields Multiple Locations Equipment: Please list/describe the equipment that will be used on TCTT property

7 8121 PERSONAL BACKGROUND CHECK CONTRACTED SERVICES To protect students and staff members, the Board requires an inquiry into the personal background of each employee of a contractor or sub contractor who is likely to have direct, on going contact with children within the scope of their employment. The Superintendent shall establish the necessary procedures to provide that contractors and sub contractors conduct an inquiry into the background information of these employees that shall include the following: A. an expanded national criminal history check (as defined by I.C ) of the criminal history record system maintained by the Federal Bureau of Investigation based on fingerprint identification or another method of positive identification B. a search of the national sex offender registry maintained by the United States Department of Justice C. arrest and/or filing of criminal charges against each employee within two (2) business days of the occurrence and the disposition of such arrest or filing of charges concerning employees of contractors and sub contractors D. verification of enrollment in and use of the Federal E Verify program to check eligibility to be employed (all employees) E. a detailed background history including all prior employment and volunteer positions F. an Indiana Bureau of Motor Vehicles driver history if the position involves driving Personally identifiable information reported to the Corporation in the implementation of this policy shall not be released except as necessary to implement this policy or to defend a decision made pursuant to this policy. Each contractor and sub contractor providing services to the Corporation shall screen all employees who are likely to have direct, on going contact with children in the course of providing services to the Corporation. Screening shall only be required one (1) time during the period of the current contract with the Corporation as long as the contractor has continuously screened new hires, and required the same of its sub contractors and required that these employees report arrest and the filing of criminal charges against them. Compliance with this requirement shall be verified by either: A. inclusion of the requirement as material term of the contractor's or sub contractor's contract; or B. execution of a certificate of compliance with this policy which shall be maintained with the contract in the Corporation's files. Non compliance with these requirements shall be a breach of a material term of any contract between a contractor/sub contractor and the Corporation.

8 The Superintendent shall develop administrative guidelines to implement this policy. These procedures shall provide for the review of each reported arrest and/or criminal charge and for a response to the reported information that protects members of the school community from persons who may be dangerous to them. Failure of a contractor or sub contractor to remove an employee from direct contact with students, upon request from the Superintendent, shall be considered to be a material breach of the contractor's or sub contractor's contract with the Corporation. I.C , I.C , 11, ,6,8