CITY OF TRAVELERS REST, SOUTH CAROLINA INVITATION FOR BIDS

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1 CITY OF TRAVELERS REST, SOUTH CAROLINA INVITATION FOR BIDS FOR Landscape Services The City of Travelers Rest, South Carolina is seeking competitive bids from qualified companies to provide the City with landscape services as outlined in the Project Scope of Work Sealed bids will be received at the City of Travelers Rest City Hall, 125 Trailblazer Dr., Travelers Rest, SC until 2:00 p.m., February from qualified contractors at which time they will be publicly opened and read aloud. Details of the award will be posted on our website; the bid opening. Bids received after the time and date set for receipt of bids will not be accepted and will be returned to the bidder. All bids must be in a sealed envelope and marked SEALED BID: Landscape Services; Open February 22, 2019 at 2:00 p.m. No bid may be withdrawn for a period of sixty (60) calendar days after the bid opening. Should the bids be higher than the amount allocated by the City for this project, the City reserves the right to negotiate in good faith with the low bidder. Failing an agreement, the City may reject all bids and resubmit for new bids or make any decisions it deems to be in its own best interest. No bid will be accepted from a contractor who is not currently licensed as applicable, by the South Carolina Department of Labor, Licensing and Regulation Contractor s License Board, in accordance with the Code of Law of South Carolina and has a current South Carolina General Contractor s License. WMBE Statement: It is the policy of the City of Travelers Rest to provide minorities and women equal opportunity for participating in all aspects of the City s contracting and procurement programs, including but not limited to employment, construction projects and lease agreements consistent with the laws of the State of South Carolina. It is further the policy of the City of Travelers Rest to prohibit discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, handicap or veteran status and to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination. City Contact: If you have any questions regarding this Request for bids contact Philip Tate at tate@travelersressc.com 1

2 Upon receiving the Notice of Award, the successful bidder has ten (10) calendar days to submit all required bonds, insurance, permits and licenses and meet with the City to discuss any problems or questions pertaining to the project. If the bidder discovers any ambiguity, conflict, discrepancy, omission or other errors in the bid, bidder shall immediately notify the City of such error in writing and request modification or clarification of the document. The bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other erroring the bid or it shall be deemed waived. The successful contractor shall comply with all instructions and shall perform services in a manner commensurate with the highest professional standards by qualified and experienced personnel. Project Scope of Work The City is seeking a landscape services company to complete the following scope of work: The following shall include annual landscape maintenance on the grounds of the following areas: (see attached map) A. City of Travelers Rest a) Downtown Main Street (both sides of the street from Center St to Edwards St.) b) Intersection of State Park Rd and S. Poinsett Hwy c) Swamp Rabbit Trail (McElhaney Rd to Edwards St.) d) Trailblazer Park City property to include the Fire Department, Amphitheater, City Hall and Farmers Market pavilion. B. Greenville County a) Trailblazer Park all county property except athletic fields b) Gateway Park all property except athletic fields and dirt bike track C. Special Projects a) Shrub and Tree replacement install and warranty for one year b) Mulching once a year to include labor and material c) Pruning of street trees supervised by registered arborist d) Annual beds labor and material e) Annual draining and cleaning of fish pond next to gazebo on Main St. Work to be included: The landscape maintenance contractor shall inspect the conditions of the grounds at seven-day intervals and shall perform the following maintenance activities as required herein: a) Turf turf areas will be mowed, edged and trimmed weekly during the growing season. (April to October 28 cuts per year) Debris will be removed from lawn areas prior to mowing. In conjunction with mowing, trimming shall be performed around all buildings, play areas and other obstacles within the mowed areas as needed. Excess mower clippings will be bagged to prevent debris from blowing onto cars and into landscaped beds. Excess clippings will be swept and/or blown from curbs when necessary. No clippings or debris is to be blown in any storm drains. Turf areas will be fertilized three (3) times per year and treated with pre-emergent and post emergent annually. b) Trees, Shrubs and Ground Cover all landscape beds will be kept weed free by means of pre-emergent herbicides, contact spray and manual weed control. Shrub pruning will be 2

3 done as needed to avoid hinderance of sidewalks, trails or travel lane and shall be in accordance with accepted horticultural standards. Any dead plant material shall be removed and reported to the city for replacement. All plant material shall be fertilized in the early spring and early fall with a complete slow release fertilizer at product recommended rate. c) Maintenance of walks, paved vehicular areas, gravel and riprap areas shall include edging and dirt and debris removal as needed. d) Irrigation system shall be monitored, and the need of repair work advised. Project Requirements Project requirements shall include, but not be limited to: A. All work shall be performed in a professional manner, using quality equipment and materials, all of which must be maintained and operated at the highest standards. Contractor s personnel shall include uniformed, trained staff in the care and maintenance for ornamental horticulture and turf. B. Permits and License - The contractor shall procure all permits and licenses, pay all fees. In addition, Contractor shall maintain a valid, current South Carolina Pesticide Applicators and Operator s License and application of all FIFRA regulated products must be by a licensed applicator or under the supervision of a licensed applicator. C. Tree Pruning - All tree pruning to be done or supervised by ISA certified arborist Proposal Outline to be Submitted The proposal shall be organized and submitted with the following elements: A. Cover Page B. Executive Summary - provide a brief summary describing the company s ability to perform the work requested, a history of the company s background and experience providing the products and services, the qualifications of the company s staff to be assigned to this project, any subcontractor, and/or suppliers and a brief history of their background and experience and any other information called for by this request for bids. This summary should be brief and concise. C. Questionnaire/Response to Scope of Work - Each company shall provide responses and information to fully satisfy each item in the Questionnaire. Each question should be reiterated before the company s response to them. D. Attachments Questionnaire A. Company and General Information 1. Company name and address 2. Letter of transmittal signed by an individual authorized to bind the company stating that the company has read and will comply with all terms and conditions of this Request for Bids. 3. General information about the primary contact who would be able to answer questions about the proposal. Include name, title, telephone number and address of the individual. B. Qualifications and Experience of the Company 1. Describe your company s history and organizational structure. Include the size of the company, location of offices, years in business, name of owner(s). 2. List the office and members of your team who will be responsible for providing the products and services. 3

4 3. What is your company s experience with this scope of work? Describe comparable projects performed by your company in the last five years, including the number of projects, scope of work and status of the projects. 4. Comment on other areas that may make your company different from your competitors. C. Questions/Response to Scope of Work 1. Provide a statement of the products and/or services that differentiate your company from others. D. Fees Provide Fees for areas outlined in the Scope of Work City of Travelers Rest scope $ Greenville County scope $ Special projects Shrub & Tree replacement (as multiplier of plant material cost) Mulching (as multiplier of mulch cost) Pruning of street trees Annual beds (multiplier of plant cost) Annual pond cleaning E. References List the name, address and telephone number of references from at least three (3) recent similar projects. Include a brief description of the work provided for each reference. F. Implementation Schedule Include a detailed implementation schedule and note key project milestones and timelines for deliverables. Identify any assumptions used in developing the schedule. G. Certificate of Insurance The City will require the successful company to provide Certificates of insurance evidencing required coverage types and the minimum limits. See the attached City Standard Agreement for more information on the City s insurance requirements. H. Business License The proposing organization does not require a City of Travelers Rest business license to respond to the Request for Bids however, the successful proposer will be required to acquire a City of Travelers Rest Business License during the contracting process and maintain an active license throughout the contracted period. I. Standard City Professional Services Agreement The City will require the successful company to execute a professional services agreement with the City. Please review the attached City Standard Agreement and identify any questions or clarifications. Evaluation of Proposals Proposals will be evaluated on the company s ability to provide the products and services that meet the requirements set forth in this Request for Bids. The City reserves the right to make such investigations as it deems necessary to determine the ability of the company to provide the products and services to a satisfactory level of performance in accordance with the City s requirements. Interviews and presentations may be requested if deemed necessary to fully understand and compare the company s capabilities and qualifications. 4

5 Proposals will be evaluated on the basis of the following criteria, in no particular order: 1. Qualifications and Experience 2. Questions/ Response to the Scope of Work 3. Fees 4. References and Schedule As reflected above, the contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating all the proposals received and discussing them further with the finalists, the City reserves the right to further negotiate the scope of work and/or the fabrication and installation method and amount of compensation. INSURANCE REQUIREMENTS A. Policy Requirements. Contractor shall submit duly executed certificates of insurance for the following: 1. An occurrence based Commercial General Liability ("CGL") policy, at least as broad as ISO Form CG 0001, in the minimum amount of One Million Dollars ($1,000,000) each occurrence, with not less than Two Million Dollars ($2,000,000) in annual aggregate coverage. The CGL Policy shall have the following requirements: a. The policy shall provide coverage for personal injury, bodily injury, death, accident and property damage and advertising injury, as those terms are understood in the context of a CGL policy. The coverage shall not be excess or contributing with respect to City's selfinsurance, commercial liability insurance, or any pooled risk arrangements; b. The policy shall provide $1,000,000 combined single limit coverage for owned, hired and non-owned automobile liability; c. The policy shall include coverage for liability undertaken by contract covering, to the maximum extent permitted by law, Contractor's obligation to indemnify the Indemnitees as required under Paragraph 6 of this agreement; d. Reserved; and e. The City of Culver City, members of its City Council, its boards and commissions, officers, agents, and employees will be named as an additional insured in an endorsement to the policy, which shall be provided to the City and approved by the City Attorney If the Agreement will have Contractor employees working within the City limits, Contractor shall maintain Workers Compensation Insurance (Statutory Limits) and Employer s Liability Insurance (with limits of at least one million dollars [$1,000,000] per accident.) Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers. B. Waiver by City. City may waive one or more of the coverages listed in Section A, above. This waiver must be express and in writing and will only be made upon a showing by the Contractor that its operations in and with respect to City are not such as to impose liability within the scope of that particular coverage. C. Additional Insurance Requirements. 1. All insurance listed in Paragraph A shall be issued by companies licensed to do business in the State of California, with a claims paying ability rating of "BBB" or better by S&P (and the equivalent by any other Rating Agency) and a rating of A-:VII or better in the current Best's Insurance Reports; 2. Contractor shall provide City with at least thirty (30) days prior written notice of any modification, reduction or cancellation of any of the Policies required in Paragraph A, or a minimum of ten (10) days notice for cancellation due to nonpayment. 3. City may increase the scope or dollar amount of coverage required under any of the policies described above, or may require different or additional coverages, upon prior written notice Contractor. 4. If your insurance carrier charges an additional fee, you must include that 5

6 Greenville County, SC January 25, 2019 oned public primary information sources should be consulted for verification of the :9, ,750 ft m Greenville County GIS Greenville County GIS Division, Greenville, South Carolina information contained in this map. Greenville County assumes no legal responsibility for the information contained in this map.

7 STATE OF SOUTH CAROLINA ) COUNTY OF GREENVILLE ) CONTRACT CITY OF TRAVELERS REST ) 1. This Contract entered into this day of 2019 by and between the City of Travelers Rest (hereafter referred to as the City ) and (hereafter referred to as the Contractor ) in which the parties agree that the Contractor will furnish goods and services to the City in compliance with all applicable laws and regulations pursuant to the following terms and provisions: 2. Goods and services are described below: Project Scope of Work Project Requirements 3. Term of Contract: The term of the contract shall be for ending on. 4. General Conditions:

8 A. Financial Responsibility: The Contractor is an independent contractor with the City. The Contractor shall be financially responsible for the actions of its employees and assumes full liability for acts of negligence, recklessness, intentional or wantonness by Contractor or its agents which occur in the conduct of the Contractor s duties and which cause injury to third parties or employees of Contractor or cause damage to the property of such persons. Contractor assumes complete responsibility for such acts without recourse against the City. Contractor shall hold harmless the City for any action brought against the City for which recovery is obtained or which reasonable settlement is made, by reimbursing the City for payments made by the City for the award or settlement, including the expense of reasonable attorney s fees and costs. To assure the City of protection in this matter, Contractor shall maintain $1,000,000 liability insurance with the City as a named insured. B. Employees: Contractor shall be solely responsible for the hiring, supervision, and termination of its employees. It shall use its best efforts to obtain the services of well qualified workers and supervisory personnel. Contractor is responsible for the compensation and all matters incident to compensation of all workers used to perform services by the City, including the

9 provision of benefits, if applicable, workers compensation coverage and the withholding of applicable taxes. C. Equipment.: Contractor shall provide and maintain equipment adequate to perform the services required by this agreement. D. Quality of Service: The quality of service provided by Contractor shall be good and no less satisfactory than that which a reasonable person would expect to receive in a municipality of the size and location as the City. The property of the City and of persons residing therein or doing business in the City shall be treated with reasonable care. In the event the Contractor or its employees cause damage to property owned by the City, its residents, or persons doing business in City, beyond which should reasonably be expected from ordinary wear and tear of property of like age and condition, then Contractor shall be responsible for the repair of, or if necessary, the replacement of such property.

10 E. Compliance with Applicable Law: Contractor shall comply with all municipal, state and federal laws and regulations. Any fines or penalties imposed for violations of laws or laws regulations in performance to this agreement shall be the sole and exclusive responsibility of the Contractor. F. Payment: Payment shall be made upon satisfactory completion of Work on a monthly basis G. Right to Terminate: The City shall have the right to terminate this agreement upon thirty (30) calendar days written notice to the Contractor and the liabilities of the parties hereunder for further performance of the terms of this agreement shall be relieved of the duty to perform its obligations relating to its actions taken before the effective date of termination. Witness Contractor Witness City Administrator