Right to Refuse The City of Coralville reserves the right to reject any and all bids and to waive any technicalities in the bidding process.

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1 City of Coralville Coralville Parks & Recreation Invitation to Bid Turf and Horticulture Contract The City of Coralville seeks qualified bidders for a maintenance contract related to contract mowing, tree, lawn and turf care as well as care of landscape beds and creek bank care. Enclosed are specifications for these projects and appendices aimed at educating bidders as to the scope of each project location. Notice to Providers: Sealed bids will be received at the office of the Director of Parks and Recreation at Coralville Parks and Recreation, th Street, Coralville, Iowa 52241, until Friday, November 14, at 1:00 p.m. Address Bids to: Coralville Parks and Recreation, th Street, Coralville, Iowa Attention: Director of Parks and Recreation on or before the bid opening, local time and date specified. Bid shall be sealed and clearly marked on the front with reference to City of Coralville Turf Care and Horticulture Contract. Opening: Bids will be opened Friday, November 14, at 1:00 p.m. and the intention is to include a recommendation on the agenda for council consideration at the November 25, 2014 Coralville City Council meeting. This bid will be effective beginning January 2, Right to Refuse The City of Coralville reserves the right to reject any and all bids and to waive any technicalities in the bidding process. Questions or Site Visits Due to the complexity of the project, all bidders are required to attend a pre-bid meeting and tour. The pre-bid meeting and tour will be Thursday, November 6, 2014 from 8:30 a.m. 11:30 a.m. Departure will be from the Coralville Recreation Center. The tour will be conducted by Scott Coberly, Parks and Building Maintenance Superintendent, or scoberly@ci.coralville.ia.us and Sherri Proud, Director of Parks and Recreation, or sproud@ci.coralville.ia.us. Please call Rhonda Hay, Administrative Assistant at by November 5 to register your intent to attend the pre-bid meeting and tour, number of people attending, phone number and - 1 -

2 address. If the weather should be uncooperative, Friday, November 7 will be the rain date same time as above. After pre-bid meeting and tour, all further questions will be submitted in writing by to scoberly@ci.coralville.ia.us and answers will be distributed to all potential bidders. Questions can be directed to Scott Coberly at the above contact information or Sherri Proud, Director of Parks and Recreation at sproud@ci.coralville.ia.us or

3 City of Coralville Parks and Recreation Department PART 1 GENERAL Specifications for PARKS AND OPEN SPACE MOWING FLOWER, TREE, TURF AND GATEWAY CARE CREEK BANK CARE AT VARIOUS LOCATIONS Please note: The City Council has the right to reject any and all bids and waive technicalities in the bid process Scope of Work 1.02 Location A. To provide all labor, supervision, equipment, services and expertise required to perform mowing, flower, tree and turf care, as well as creek bank care in the City of Coralville as specified herein. B. This work will involve but not be limited to the mowing of selected areas, turf care including chemical application, aerify, and other turf practices, cleaning of hard surface areas, mechanical and chemical trimming, trash removal and related work as well as flower, turf and tree care and creek bank care. Contractor will provide services as directed by the Standards of Care included in Appendix A. All project locations are in the city limits of Coralville, Iowa. All projects include both sides of the road or creek as well as medians unless otherwise listed. A complete list of areas and duties is provided in Appendix B. Each area is listed in a group as it will need to be listed for billing purposes. The final list of properties to be bid is Appendix B and will be the official listing of work to be done

4 1.03 Payment A. Contractor shall bill the City of Coralville by the 10 th day of each month for the previous month. Those areas bid as complete project areas will be billed in twelve equal installments, providing the Contractor is in compliance with the contract. B. It is encouraged that billing be summarized on a cover sheet for payment with additional sheets used for documentation of work. A record of dates of service and general categories will be generated by the contractor and provided with the billing. Example: Iowa River Landing Wetland Park: bi-weekly trash pickup. Executed 11/13/2014 and 11/26/2014. It is also encouraged that billing be submitted electronically. City must verify completed work. Payment will be made after review and approval of the City Council at its regularly scheduled meeting on the 4 th Tuesday of each month. The Owner reserves the right to withhold payment if the work is not satisfactory, or if City cannot adequately verify it. C. Bills need not include sales tax, as the City is tax-exempt. A tax exempt certificate will be provided to the Contractor upon request. D. Finance or late fees will not be charged. E. Billing for Iowa River Landing CAM District may be required to be mailed separately to a CAM District representative Site Investigation A. Bidders shall examine the sites and thoroughly familiarize themselves with all conditions in connection with each site. Lack of familiarity with the site and present conditions will not be considered as justification for changes or extra charges of any kind, since any contract, in whole or in part will be based on the assumption the Bidder knows, understands and accepts these existing conditions.* All bidders must contact attend the tour of properties; see page 1 for details. *There are currently medians and tree trimming that are out of spec and are being handled by the City to bring back info specification. A timeline will be provided to contractors on tour

5 1.05 Insurance A. The contractor shall, as a condition preceding this agreement, purchase and thereafter maintain such insurance as will protect him/her from the claims set forth below which may arise out of or result from the contractor's performance of the terms of this agreement, whether such operations be by the contractor or by anyone directly or indirectly employed. (1) Claims under Workmen's Compensation and Occupational Diseases Acts, and any other employee benefits acts applicable to the performance of the work; (2) Claims for damages because of bodily injury and personal injury, including death; and (3) Claims for damage to property. (4) Claims for discrimination. B. The contractor's comprehensive general liability insurance shall also provide coverage for the following: (1) Contractual liability insurance as applicable to any holdharmless agreements in the contract; (2) Completed operations and products; which also must be maintained for a minimum period of two years after final payment and contractor shall continue to provide evidence of such coverage to owner on an annual basis during the aforementioned period; and (3) Broad form property coverage for property in care, custody or control of the contractor; (4) Fellow employee claims under personal injury; (5) Independent contractors; (6) Broad form liability C. Such insurance shall specifically include coverage for property damage from explosion, collapse, and underground operations. Coverage for explosions, collapse, and underground operations shall include blasting or explosion, collapse of structures or structural injury due to grading of land, - 5 -

6 excavation, filling, backfilling, tunneling, pole driving, caisson work, moving, shoring, underpinning, raising of or demolition of any structure, or removal or rebuilding of any structural support of a building or structure. Such insurance shall further include coverage for damage to wires, conduits, pipes, mains, sewers, or other similar apparatus encountered below the surface of the ground when such damage is caused of any occurrence arising out of the performance of the work. D. This insurance shall be written for not less than the following limits of liability: Workmen's Compensation & Disability Statutory Requirements Employer's Liability 100,000 Comprehensive General Liability (Occurrence Basis) Combined Single Limit $1,000,000 each Bodily Injury, Personal (Occurrence /Aggregate) Injury & Property Damage (Single Limit) (Owned, Hired, & Non-Owned) Bodily Injury & Property Damage Comprehensive Umbrella Liability Comprehensive Auto Liability $1,000,000 each Accident $1,000,000 each (Occurrence/Aggregate) E. Certificate of Insurance, naming the City of Coralville as "Additional Insured", showing such coverage then in force (but not less than the amount shown above) shall be filed with the City prior to commencement of any work. These certificates shall contain a provision that coverage afforded under the policies will not be cancelled or non-renewed until at least sixty (60) days prior written notice has been given to the city. In addition, the Contractor s insurance coverage shall include a governmental immunities endorsement. Failure to have continuous insurance coverage in place is a material breach of this Agreement and grounds for immediate termination of the Agreement by the City Contract Period A. The period of time covered under this proposal shall be 2015, 2016, and 2017 calendar years. A renewal for an additional two years may be negotiated using the terms of this proposal by the successful bidder and the - 6 -

7 City at the end of the original contract period. B. A bidder must be prepared to do all services as specified on the bid sheets for each location area that are listed as Appendix B. Vendors may bid on IRL CAM and IRL TIF as one area of contract and on all other areas as the other areas of contract. The bid may be awarded for Turf and Mowing or for Horticulture or both and it may be awarded for either the IRL Contract or the City Contract or both. The bid will not be awarded by break down of project areas beyond those listed above. No sub-contractors may be used Proposals Submitted A. All bids must be submitted on the forms supplied by the Coralville Parks and Recreation Department. B. Before submitting a bid, each bidder shall carefully, read the specifications and all other contract documents and visit each site of work. By submitting a bid, bidder accepts conditions of all areas as represented. Each bidder shall be fully informed, prior to the bidding, as to all existing conditions and limitations under which the work is to be performed. C. Bidders must follow all applicable state laws, municipal ordinances and codes, and rules and regulations of all authorities having jurisdiction over the work to be accomplished as a part of this bid Public Opening of Bids A. Bids will be publicly opened at the time and place set for opening in the Notice to Bidders. Their content will be made public for the information of bidders and others interested that may be present either in person or by representative. A recommendation will be made to City Council within ten days of bid opening

8 City of Coralville Parks and Recreation Department PART 2 - PRODUCTS 2.01 Equipment Specifications for PARKS AND OPEN SPACE MOWING FLOWER, TREE, TURF AND GATEWAY CARE CREEK BANK CARE AT VARIOUS LOCATIONS A. The contractor shall submit with his/her bid a typed list and description of all equipment available for this work. The equipment used for the contract shall be sufficient type, capacity and quantity to safely and efficiently perform the work as specified as deemed and approved by Parks and Building Maintenance Superintendent. B. All equipment must abide by all applicable governing standards from federal, state, and local authorities. C. All equipment to be used is subject to prior and final approval of the City. D. All vehicles and equipment must be performance worthy by visual and operational inspection. The City shall have the option to perform a complete inspection of the general mechanical and safety condition of all equipment at any time during the term of the contract. Should any equipment, when inspected, not comply with reasonable standards of repair and safety, the City may require such equipment to be brought to standard before being placed back in service. E. Contractor must demonstrate evidence of an adequate service facility to insure scheduled routine maintenance, as well as to maintain a sufficient supply of replacement parts to insure continuous maintenance operations

9 City of Coralville Parks and Recreation Department PART 3- EXECUTION 3.01 General Specifications for PARKS AND OPEN SPACE MOWING FLOWER, TREE, TURF AND GATEWAY CARE CREEK BANK CARE AT VARIOUS LOCATIONS A. All contract operations shall be performed Monday through Saturday or as directed by Owner. No work shall be performed on Holidays or Sunday without prior approval. Work hours are between 7:00 a.m. and thirty (30) minutes before dusk. No mowing will be allowed in S.T. Morrison Park or North Ridge Park after 3:00 p.m. due to recreation programs taking place in the parks. B. Contractor shall have sufficient equipment and personnel to complete each contracted operation within prescribed time frame. Once mowing has started, it shall be continuous operation, interrupted only by weather, break down, holidays, or as directed by City. C. Contractor must have equipment and personnel that are accessible to the work sites on all days Standards of Care All work shall be performed under the guidelines of the City of Coralville Standards of Care for Turf, Perennial/Woody Shrub, Tree, Native/Wetland, and Annuals. These Standards of Care are attached as Appendix A to these bid documents Public Relations A. The contractor shall endeavor at all times to maintain good public relations. B. All contractor employees will wear a company uniform/logo with shirts bearing contractor s name Subcontractor - 9 -

10 A. As a part of and after award of the Contract to the successful contractor, no other bidder shall work for the successful vendor as a subcontractor unless previously approved by City References A. It shall be required that the contractor furnish to the City of Coralville along with the bid, the names, addresses, and telephone numbers of at least three different businesses in which their organization has performed turf and/or horticulture care of the same magnitude of this contract within the past two years. The right is reserved to reject any bid where an investigation of the available evidence or information does not satisfy the City that the Bidder is qualified to carry out properly the terms of the Contract Inspection/Supervision of Contract A. Any and all phases of this Contract will be subject to the direction of the Parks Superintendent or his agent. A pre-inspection tour of all service areas to be maintained will be conducted after the contract is awarded with the Director, Parks Superintendent, and Contractor Representative. B. All operational phases concerning this contract will be inspected by the contractor representative. This will include but not be limited to visual inspections, re-inspections, monitoring of contractor activities ensuring work performed is done to the quality level prescribed and in accordance with prescribed time schedules. C. The Contractor will assign a single representative that will supervise this contract and will serve as liaison to the city. On site supervision is not required however, contractor representatives must have equipment or other means to communicate with the contractor at all times. Each work crew shall have a designated person on the work site that has the authority to respond to inquiries about work details and priorities and must be able to communicate with the public if questions arise on site Award of Contract A. This contract will be awarded to the contractor who conforms to the specifications with the most responsive bid. Price and other factors will be considered. The City reserves the right to waive any and all parts of a specific bid Safety & Regulatory

11 A. When performing work under this contract in the City of Coralville, the contractor shall conform with and abide by all Federal, State, and Local regulations. Many of the projects are along Highway 6, Coral Ridge Avenue and city roadways. IDOT guidelines will need to be followed along state highways Damage A. The contract shall report all property damage, graffiti or vandalism immediately to the Parks Department at All ruts, holes, or other unusual areas found in the turf must be reported. B. Repair of damage done to any structures or property both public and private, by mowing and trimming operations shall be at the contractor's expense, and shall be repaired or replaced as soon as possible after damage has occurred. C. The Contractor shall not disturb existing walks, drives, parking areas, trees, shrubs or turf areas outside the limits of the project. If disturbed these items shall be repaired or replaced by the Contractor at no cost to the City. D. All work shall be done in a manner not to result in damage to trees or shrubs. At no time shall any mowing or trimming equipment come in contact with any tree or shrub. Any tree or shrub damaged by the contractor shall be replaced at the direction of the Parks and Building Maintenance Superintendent with no additional cost to the contract. E. The Contractor shall take all necessary precautions to protect pedestrians and motorist from personal injury and property damage. All equipment safety guards shall remain intact and serviceable Failure to Maintain Schedule A. Failure on the part of the Contractor to maintain the required Standards of Care for a project area shall be sufficient reason for the City to have the work in question or portions thereof completed by others. If work is found to be unacceptable, the two party s representatives will agree upon an acceptable time frame for remediation. If the time frame is not met and work is completed by others under the city s direction, any additional cost incurred will be deducted from subsequent payment to contractor. B. Failure to maintain the mowing and contract schedule shall be determined in the following manner: 1. All project areas shall be maintained according to the Standards of

12 Care assigned to each area. If the Contractor fails to meet the contract specifications within the time limits of the schedule then that portion of the work may be removed from contractor responsibility and may be immediately reassigned to another contractor. 2. Should it become necessary to penalize a Contractor on more than one occasion for failure to meet the ground maintenance specifications within the prescribed maintenance schedule, the Contractor may be released from contractual obligation Contract Revoke Failure to complete the work or breach of any term of the Agreement is grounds for Termination of the Agreement upon ninety (90) days written notice by the City

13 City of Coralville Parks and Recreation Department COMPANY NAME: ADDRESS: Bid Form PARKS AND OPEN SPACE MOWING FLOWER, TREE, TURF AND GATEWAY CARE CREEK BANK CARE PHONE: 1. I, the undersigned have been familiarized with the existing conditions on the project areas affecting the cost of work and with all the contract documents now propose to furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services including utility and transportation services required to complete the proposed contract in accordance with the contract documents and for the prices attached below. I understand that I am accepting the existing conditions as they are unless otherwise noted as an area out of specification. 2. In submitting this bid, the bidder understands that the City of Coralville reserves the right, to reject any or all bids, as well as specific project bids. The city reserves the right to select alternates, delete line items and/or reduce quantities prior to the award of the contract due to budgetary limitations. If written notice of acceptance of this bid to the undersigned is received, the undersigned agrees to execute and deliver an agreement in the prescribed form and furnish the required certificate of insurance within ten (10) days after the agreement is presented for signature. 3. It is understood that Coralville is a dynamic city, growing and changing every day. It is also understood that there may need to be additions and changes to the contract after the award due to newly added project areas. These additions will be negotiated at that time. 4. Attached is the Available Equipment List. 5. Attached is the Statement of Bidders Qualifications. SIGNED: Name and Title Date

14 STATEMENT OF BIDDER'S QUALIFICATIONS All questions shall be answered and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Bidder may submit additional information desired. 1. Name of Bidder 2. Permanent main office address 3. When organized 4. If a corporation, where incorporated 5. How many years have you been engaged in the contracting business under your present firm or trade name? How many full time employees do you currently employee: How many seasonal employees do you currently employee: 6. Three references of projects similar in nature and importance to this contract 7. Have you ever failed to complete any work awarded to you? If so, where and why? 8. Have you ever defaulted on a contract? If so, where and why? 9. Background and experience of principal members of your organization that will be working with this contract including listing licensures and certifications

15 LIST OF AVAILABLE EQUIPMENT It is represented as part of this proposal that the below listed items of equipment are available for use on the work covered by this proposal. "Being Available" shall be interpreted to mean that the equipment is currently owned or under the control of the bidder submitting this proposal. Number of Units Type of Equipment ADD OTHER SHEETS AS NEEDED Name of Contractor Signature

16 LIST OF AVAILABLE EQUIPMENT It is represented as part of this proposal that the below listed items of equipment are available for use on the work covered by this proposal. "Being Available" shall be interpreted to mean that the equipment is owned or under the control of the bidder submitting this proposal. Number of Units Type of Equipment ADD OTHER SHEETS AS NEEDED Name of Contractor Signature

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