GUILFORD COUNTY SCHOOLS Invitation for Bids

Transcription

1 GUILFORD COUNTY SCHOOLS Invitation for Bids Purchasing Department 501 W. Washington Street Greensboro, NC Direct all inquiries to: Invitation for Bids.: 6094 Joe Farrar (336) Bid due date: 01/31/2019 at 3:00 PM ET Commodity: Mowing services for GCS Schools Group 4 NOTICE TO BIDDERS Bids, subject to the conditions made a part hereof, will be received at this office 501 West Washington St., Greensboro NC 27401, Room 215D; ATTN: Joe Farrar, Purchasing Manager, until 3:00 PM ET on the day of opening for furnishing and delivering the commodity as described herein. Bids submitted via facsimile (FAX) machine in response to this Invitation for Bid will not be accepted. There will not be a public bid opening for this project. EXECUTION In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, the undersigned Vendor certifies that this bid is submitted competitively and without collusion (G.S ), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S ), and that it is not an ineligible Vendor as set forth in G.S False certification is a Class I felony. Furthermore, by executing this bid, the undersigned certifies to the best of Vendor s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S , the undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late bids will not be accepted.

2 BIDDER: FEDERAL ID OR SOCIAL SECURITY NO. STREET ADDRESS: LICENSE #: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: FAX NUMBER: TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TITLE AUTHORIZED SIGNATURE: DATE: Offer valid for 60 days from date of bid opening, unless otherwise stated. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this IFB. 1.0 PURPOSE AND BACKGROUND To furnish mowing services and options for additional landscaping services for schools in Guilford County Schools Group 4 for the period March 01, 2019 October 31, 2019 with an optional one-year renewal contract. 2.0 GENERAL INFORMATION This IFB is comprised of the base bid document, any attachments, and any addenda released before contract award. All attachments and addenda released for this IFB in advance of any Contract award are incorporated herein by reference. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. TAXES Guilford County Schools is NOT tax-exempt. Unless otherwise indicated, tax must be computed and added to your bid. Any itemized shipping charges are also subject to tax. When invoiced, tax should be invoiced as a separate line item. MINORITY AND WOMEN OWNED BUSINESS ENTERPRISE (MWBE) The Board of Education awards public contracts without regard to race, religion, color, creed, national origin, sex, age or handicapped condition as defined by North Carolina General Statutes, 168A-3. GCS Board of Education promotes full and equal access to business opportunities with Guilford County Schools. Minority businesses are encouraged to submit bids for this project. All vendors shall have a fair and reasonable opportunity to participate in GCS business opportunities.

3 INSURANCE Certificate of Insurance Each vendor shall furnish GCS a certificate of insurance showing that the required workmen's compensation and public liability insurance are carried by the Contractor. The certificate of insurance should show that it is issued to or at the request of the Guilford County Board of Education, High Point, North Carolina. All insurance carriers shall be licensed to do business in North Carolina or approved to issue insurance coverage by the Commission of Insurance of North Carolina. The certificate of insurance shall include substantially the following provision: The insurance policies to which this certificate refers shall not be altered or canceled until after ten (10) days' written notice of such cancellation or alteration has been sent by certified mail to the Guilford County Board of Education, High Point, North Carolina. Public Liability Insurance The vendor shall maintain public liability insurance covering his liability for bodily injury and property damage which may arise from his operations, contractual obligations, products and completed operations, as well as operations performed by independent contractors, in not less than the following amounts: 1.A combined single limit (CSL) of $1,000,000 each occurrence, or 2.A $1,000,000 limit for Bodily Injury Liability, and $1,000,000 limit for Property Damage Liability. An occurrence form of policy will be required, and the certificate of insurance submitted by the Contractor must be personally signed by a resident licensed agent of each of the companies listed on that form. Worker's Compensation Insurance The Contractor shall maintain during the life of his contract all such workmen's compensation insurance as is or may be required by the laws of North Carolina. Terms and Conditions It shall be the vendor s responsibility to read the instructions, terms and conditions, all relevant exhibits and attachments, and any other components made a part of this IFB, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued relating to this IFB. 3.0 SPECIFIC INFORMATION PRE-BID CONFERENCE A Non-mandatory pre-bid conference will be held on January 24, 2019 at Guilford County Schools Purchasing Department in Room 100 at 501 W. Washington St. Greensboro, NC at 10:00 AM. Each Vendor interested in participating on this bid opportunity is encouraged to attend. All vendors must sign in upon arrival. The purpose of the pre-bid conference is to discuss the requirements of the bid and to acquaint perspective bidders with the conditions and requirements of the task to be performed.

4 BID QUESTIONS Upon review of the IFB documents, vendors may have questions to clarify or interpret the IFB to submit the best bid possible. To accommodate the bid questions process, vendors shall submit any such questions by 12:00 PM on January 28, Instructions: Written questions shall be ed to by the date and time specified above. Vendors will enter IFB# 6094 Questions as the subject for the . Question submittals will include a reference to the applicable IFB section and be submitted in a format shown below: Reference Vendor Question IFB Section, Page Number Vendor question? Questions received prior to the submission deadline date, GCS s response, and any additional terms deemed necessary by GCS will be posted in the form of an addendum. No information, instruction or advice provided orally or informally by any GCS personnel, whether made in response to a question or otherwise regarding this IFB, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material contained in an addendum to this IFB. BID SUBMITTAL Sealed bids, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated below, as described herein. Bids should be addressed in an envelope with the IFB number as shown below: It is the responsibility of the bidder to have the bid in the Guilford County Schools Purchasing office by the specified time and date of opening. There will not be a public bid opening for this solicitation. Bids shall be marked on the outside of the sealed envelope with the Vendor s name, bid number and date and time of opening. If Vendor is submitting more than one bid, each bid shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed bids from a single Vendor may be included in the same outer package. Attempts to submit a bid via facsimile (FAX) machine, telephone or electronic means, including but not limited to , in response to this Invitation for bids will not be accepted. Bids are subject to rejection unless submitted with the information above included on the outside of the sealed bid package. MAILING INSTRUCTIONS DELIVERED BY US POSTAL SERVICE OR ANY OTHER MEANS: IFB No Joe Farrar, RM#215-D Guilford County Schools Purchasing Department 501 W. Washington Street Greensboro, NC 27401

5 REFERENCES Guilford County Schools reserves the right to require upon request a list of references from other school districts or similar service agencies for which the company has provided the services or goods solicited in this IFB. GCS may contact these users to determine quality level. Such information may be considered in the evaluation of the bid. 4.0 AWARD AND BID EVALUATION REVIEW AND AWARD It is the intent of Guilford County Schools (GCS) to award this Invitation for Bids to the responsible bidder(s) who best matches the needs of the Maintenance Department. Guilford County Schools reserves the right to reject any or all bids presented and to waive any informalities and irregularities. Award of this bid may be in whole or in part as deemed to be in the best interest of GCS. All projects are awarded contingent upon funding. No bid may be withdrawn after the scheduled closing time for the receipt of bids for a period of 60 days.

6 5.0 INVITATIONS FOR BID DOCUMENT. Mowing services for GCS Schools Group 4 Guilford County Schools Bid 6094 The undersigned, as Bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is / or named herein and that no other person than herein mentioned has any interest in this proposal or in the contract to be entered into; that this proposal is made without connection with any other person, company, or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud. The Bidder further declares that he has examined the site of the work and the contract documents relative thereto and has read all special provisions furnished prior to the opening of bids; that he has satisfied himself relative to the work to be performed. The Bidder proposes and agrees if this proposal is accepted to contract with the Guilford County Board of Education (Owner), in the form of contract specified, to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation and labor necessary to complete the fabrication and delivery of the project listed above in full and complete accordance with the plans, specifications and contract documents, to the full and entire satisfaction of the Owner, with a definite understanding that no money will be allowed for extra work except as set forth in the General Conditions and other contract documents, for the sum of: Single-prime contract: The Bidder proposes and agrees if this proposal is accepted to contract with the Guilford County Schools, in the form of contract specified, to furnish all necessary implements, equipment, tools, labor and supervision for the total cost of: SCHOOLS BASE BID PRICE PER MOWING (TOTAL GROUP) ALTERNATE 1 PRICE PER TRIMMING OF SHRUBS (TOTAL GROUP) ALTERNATE 2 PRICE FOR MULCHING ESTABLISHED BEDS (TOTAL GROUP) Group 4 Name of Company Signature Date Street Address or PO Box City, State & Zip code Pesticide License Number Telephone Number Federal ID No. Or Social Security No. NC Sales & Use Tax Register No

7 6.0 GUILFORD COUNTY SCHOOLS BIDDER S QUALIFICATIONS (Per Item #3 in Specifications) Bidder must demonstrate that he has a successful record of experience in the type service specified. Otherwise, his proposal may not be considered. The Request for Bids is for a service agreement to mow grounds, with additional services such as trimming of shrubs and mulching of beds. Therefore, list below at least three (3) accounts of comparable size that you are now serving within this general area. COMPANY PERSON TO CONTACT TELEPHONE NUMBER Your Company Name Address City, State & Zip Code

8 GUILFORD COUNTY SCHOOLS BIDDER S EQUIPMENT LIST (Per Item # 12 in Specifications) EQUIPMENT DESCRIPTION MODEL YEAR Company Name Address City, State & Zip Code

9 SPECIFIED TERMS AND CONDITIONS FOR MOWING GROUNDS SCOPE This describes the terms and conditions to mow the grounds around all schools listed in each group. The work will include furnishing all equipment, implements, tools, materials, transportation, labor and supervision necessary for the prosecution and completion of the work. It will be understood and agreed that the reference to "Director" herein will mean either the Director of Maintenance for the Guilford County School System, or his Designee 1. TERM OF CONTRACT This agreement will be on an annual mowing season basis. All work for the 2019 mowing season will begin in March 2019 and will be completed on or about October 31, If mutually agreeable, this contract may be extended for one additional one-year period. 2. ESCALATION CLAUSE In the second year of the Contract, the rates charged by the Contractor may be adjusted upward or downward to allow for changes in the cost of operations, as reflected by fluctuations in the Consumer Price Index for All Urban Consumers (CPI-U), South Region, for All Items, as published by the U. S. Department of Labor, Bureau of Labor Statistics. Any resulting increase/decrease will be effective on March 1 each year of the contract, based on the previous December annual percentage change. No annual adjustment may exceed five percent (5%). 3. BIDDER QUALIFICATIONS Only bids from companies established in performing this type service and qualified to handle accounts of this size may be considered. No Sub-Contracting will be allowed unless prior approval is given by Guilford County Schools. Prior to award, the Guilford County School System reserves the right to investigate a bidder's ability to fulfill the requirements of the contract. A list of references must accompany each bid. 4. DESCRIPTION OF THE WORK Part 1 Mowing AT EACH VISIT: 1. Mow all established grass areas around each school ground in a neat and workmanlike manner. Vegetation is to be cut to a uniform height of 3 inches. Vegetation around structures, walks, flowerbeds, trees, parking lots, ponds and other similar items must be mowed to provide a neat and finished appearance. 2. Neatly trim/weed eat around all structures, walks, flowerbeds, and similar areas to provide a finished appearance. 3. Mow/Trim outside the lines of all high school athletic fields. 4. Edge all sidewalks & curbs with a bladed edger to provide a finished appearance. 5. Do not mow inside garden areas. Garden areas are defined by a border or groups of raised beds. If garden areas are removed, you will then begin to maintain once grass is re-established.

10 6. Maintain growth under any bleachers that do not have a concrete pad. 7. Remove all trash in mowing areas from the school grounds before and after mowing. 8. Blow all grass clippings and trash off of all walkways, sidewalks, curbing and parking lots on the school grounds. Alternate 1 -Shrubs & Hedges 1. Trim all shrubs and hedges once between June 15 th and July 15 th of that year. 2. Remove all shrub clippings from the site. 3. The Contractor must furnish a proposed schedule for the trimming via by June 1st and keep the Director advised of progress and of any changes. Alternate 2-Mulch Areas 1. Mulch all existing flowerbeds and tree rings once during the mowing season to a depth of Mulching of the flowerbeds and tree rings will be completed between July 15 and August 15 of each contract year. 3. Trench around all mulched beds to prevent washing of the mulch by rainwater if there is no retaining structure already in place to prevent the mulch from washing. 4. The Contractor must furnish a proposed schedule for the mulching via by July 1, and keep the Director advised of progress and of any changes. 5. Do not mulch around any playground equipment. The Guilford County Schools Maintenance Department will provide the mulch. The Contractor will be required to haul the mulch from the Maintenance Department to the site to be spread. will be sent to the Director as of the amount used at each site; upon completion of each site. If mulch is delivered to a site, the contractor will be responsible to remove any left-overs and haul that to the next site or back to the Maintenance Department if you are at the end of your schedule. 5. HERBICIDE APPLICATION Each bidder must have a registered pesticide applicator's license in effect during the entire term of the contract with Guilford County Schools. Applicators that are not certified must be under the direct supervision of a certified, on-site applicator. Spraying with weed killer around buildings, fences, etc. may be allowed to reduce trimming time. The controlled area will not extend over 4 inches from any building, structure, etc. 1. Weed and spray all mulched areas, to include flowerbeds; tree rings & playground safety surfacing on a routine schedule to prevent the growing of weeds and grasses in the mulched areas. 2. Inspect paved parking lot areas; and gravel walkways, drives and parking lots at each visit to monitor weed and grass growth in them. Spray these areas during the visit to control this growth. 3. You may spray all fence lines to prevent vegetation from taking over the fencing, instead of weed eating. Do not spray any hillsides as these areas must be done by a weed eater. 4. After using any weed/grass growth control product, the contractor must advise the Director of what was sprayed and how much was used at each site through the daily update. 5. Spray all walking tracks, softball infields and baseball infields at any middle or elementary school.

11 6. MOWING SCHEDULE 1. The schedule is to mow each school once every 10 calendar days or once every 14 calendar days, provided there are no adverse weather conditions. Mowing in rainy weather is prohibited. The Director must approve any deviation from this schedule. 2. The contractor is expected to supplement his forces to get the mowing back on schedule if adverse weather causes him to be behind schedule 3. The Director reserves the right to adjust the mowing schedule due to adverse weather conditions, growing conditions, school schedule changes or budget contingencies. 4. The Contractor will furnish or agree to a proposed schedule via by the twentieth of each month for the following month, and keep the Director advised of any changes. 5. The contractor will send an or text to the Director each day by 8:00 p.m., indicating the locations completed, schools sprayed and any locations not completed. 6. Starting one week prior to the first day of school all schools will be mowed, within the week, according to specs. (Note there will be open houses to plan around.) 7. You will not be allowed to mow during major testing (COG s, EOG s, Exam s). Schedule with the Principal so that you can mow before or after school hours. 7. OPERATION OF EQUIPMENT The Contractor will operate the equipment in a safe manner at all times so as not to create a hazard to the students and school personnel. Times selected to mow areas normally used by students and faculty should be coordinated with the school principal. The equipment may NOT be left overnight or at other times when work has been suspended, unless approved by the Director. 8. HOURS OF WORK The Contractor's operations will be restricted to daylight hours and no work may be performed on Sundays, unless otherwise approved by the Director. 9. CONTRACTOR AVAILABILITY Within 24 hours notification, the Contractor will correct any problems within the scope of this agreement. The Contractor will maintain Instant direct communications on the jobsite during normal business hours so that the Director can contact them at anytime while they are on the site. 10. RESPONSIBILITY FOR DAMAGE CLAIMS The Contractor will indemnify and hold harmless the Guilford County School System and its officers, agents, and employees from all suits, actions or claims of any character brought for any injury or damages received or sustained by any person, persons, or property by reason of any act of the Contractor, its agents or employees, in the performance of the contract.

12 11. PROTECTION AND RESTORATION OF PROPERTY The Contractor will be responsible for the protection from his activities of all public and private property on and adjacent to the work and will use every reasonable precaution necessary to prevent damage or injury thereto. He will use suitable precautions to prevent damage to pipes, conduits, and other underground structures and to poles, wires, cables and overhead structures. It will be the responsibility of the Contractor to promptly restore, replace or make good any damage or injury to all public and private property. If the Contractor fails to do so, the Director may at the Contractor's expense repair, rebuild, or otherwise restore such property. 12. EQUIPMENT The Contractor must demonstrate to the satisfaction of the Director that the mowing equipment to be used in the work is in good working condition and suitable for the purpose intended. Mowers are to be equipped with shields to prevent foreign objects from being thrown out from the cutting unit enclosures. There will be no side discharge mowers. Tractors & mowers must be equipped to conform to current OSHA standards. Each bidder must attach to his proposal a list describing the equipment he proposes to use for the work. Minimum Equipment required per Group: four (4) - 72" Trim/Finish Mowers four (4) - Stick Edgers two (2) - Backpack Sprayers four (4) Weedeaters four (4) - Backpack Blowers 13. PROSECUTION OF THE WORK If the Contractor fails to prosecute the work as directed or fails to perform the work in a manner satisfactory to the Director, the Director may perform the work with other forces. The cost of work so performed will be deducted from any moneys due the Contractor. 14. CANCELLATION In the event it becomes necessary for the Director to have other forces perform the work, the Contractor will promptly supplement his forces to return the work to a regular schedule. If the Contractor fails to take steps to keep the work on schedule, or consistently performs unsatisfactory work, the Purchasing Director for the Guilford County School System may cancel the contract upon fifteen (15) days written notice. 15. INSPECTION All work will be subject to inspection by the Director at any time. Routinely, the Director will make periodic inspections of the completed work.

13 16. CHECK-IN The Contractor will inform the school s front office upon arrival of their intentions of mowing. It is the Contractor s responsibility to be informed of the school s events that would require mowing during specific times of the day (ex: testing, sporting event). 17. REPORTS The Contractor will keep the Director informed of the proposed work plan and submit or text reports of work accomplished or not accomplished daily. The Contractor will use a copy of the attached approval form to show site based acceptance. The Principal or Assistant Principal at each site should sign these forms after the work has been satisfactorily completed. If you complete the site after school hours and no one is available to sign off then you must return on the next business day to have it approved. 18. PAYMENT Payment will be made to the Contractor on a monthly basis for work satisfactorily accomplished, and within thirty (30) days after receipt of invoice. A copy of the site based approval form must be included with the invoice. 19. AVAILABILITY OF FUNDS Any and all work to be performed under the contract is dependent upon and subject to the availability of funds to GCS for the purpose set forth in this agreement.

14 SCHOOL GROUNDS TO BE MOWED The school grounds to be mowed under this Agreement are as listed below. *Exception --DO NOT MOW GAME FIELDS OR PRACTICE FIELDS AT HIGH SCHOOLS --DO NOT MOW, WEED EAT OR SPRAY INSIDE ANY GARDEN BOUNDARY GROUPS FOR MOWING WITH ACREAGE GROUP 4 Acreage Southwest High 61 Southwest Middle Southwest Elementary 24 Andrews High Welborn Middle High Point Central High Ferndale Middle 8.46 Penn-Griffin Allen Jay Elementary 21 Allen Jay Middle Union Hill Elementary Ragsdale High Christine Greene Educ Center 4.41 Millis Rd Elementary Jamestown Middle Haynes-Inman Educ. Center Total for Group PLEASE NOTE: THE TOTAL ACREAGE OF EACH SITE INCLUDES THE ENTIRE PROPERTY BUILDINGS, PARKING LOTS, WOODED AREAS, GARDEN SPACES, ATHLETIC FIELDS, ETC. IT IS NOT THE ACREAGE TO BE MOWED.

15 SITE BASED APPROVAL FORM MOWING SCHOOL GROUNDS GROUP 4 SCHOOL NAME DATE MOWED APPROVED BY (Signature of Principal or Assistant Principal) COMPANY NAME: ADDRESS CITY, STATE, ZIP SIGNATURE DATE:

16 STATE OF NORTH CAROLINA GUILFORD COUNTY SCHOOLS E- VERIFY AFFIDAVIT ************************** I, (the individual attesting below), being duly authorized by and on behalf of (the entity bidding on solicitation, hereinafter "Employer") after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS 64-25(5). 2. Employer understands that NC HB318, ratified October 29, 2015, creates a new NC General Statute, , which now requires school systems to apply the E-Verify prohibition to all contracts for services and construction, with very few exceptions, and exempts only contracts solely for the purchase of apparatus, supplies, materials, and equipment. For Guilford County Schools service and construction contracts, regardless of cost, Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS 64-26(a). 3. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No) a. YES, or b. NO 4. Employer's subcontractors must also comply with E-Verify, and if Employer is the winning bidder on this project, Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This day of, Signature of Affiant Print or Type Name: State of North Carolina County of Signed and sworn to (or affirmed) before me, this the of, My Commission Expires: Notary Public day (Affix Official/Notarial Seal)

17 MWBE AFFIDAVIT B Intent to Perform Contract with Own Workforce County of Affidavit of (Name of Bidder) I hereby certify that it is our intent to perform 100% of the work required for the (Name of Project) contract. In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type project, and normally performs and has the capability to perform and will perform all elements of the work on this project with his/her own current work forces; and The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement. The undersigned hereby certifies that he or she has read this certification and is authorized to bind the Bidder to the commitments herein contained. Date: Name of Authorized Officer: Signature: Title: SEAL State of North Carolina, County of _ Subscribed and sworn to before me this day of 20 Notary Public My commission expires

18 MWBE Section II - Portion of the Work to be Performed by Minority Firms I will expend a minimum of % of the total dollar amount of the contract with MWBE. MWBE will be employed as construction subcontractors, vendors, suppliers or providers of professional services. Such work will be subcontracted to the following firms listed below. (Attach additional sheets if necessary) Name and Phone Number *MWBE Category Work description Dollar Value *MWBE categories: Black, African American (B), Hispanic (H), Asian American (A) American Indian (I), Female (F) Socially and Economically Disadvantaged (D) Pursuant to GS (d), the undersigned will enter into a formal agreement with MWBE for work listed in this schedule conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract. The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: Ver: 10/04/17