City of New Rochelle New York

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1 Department of Finance Tel (914) North Avenue Fax (914) New Rochelle, NY Writer's Tel (914) Howard Rattner Commissioner City of New Rochelle New York REQUEST FOR PROPOSALS LANDSCAPING SERVICES SPEC # 4976 OVERVIEW The City of New Rochelle is soliciting proposals from qualified firms or individuals for Landscaping Services as detailed herein. Proposals shall include a weekly maintenance schedule for services/work required to keep all locations clean and properly maintained and plant kept matter in good condition. Proposals shall include all labor and materials needed to successfully maintain healthy and eye appealing plant beds and planters as described herein. PRE-PROPOSAL SITE TOUR A site tour will be held at 10:00 am on April 10, Interested firms are strongly urged to attend. Please meet outside the New Rochelle Railroad Station at the time and date mentioned above. This will be the only opportunity to ask questions DUE DATE OF PROPOSALS Proposals will be accepted up until 3:00 pm, on April 17, 2013 in the Purchasing Office, New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y and addressed to the attention of Sandi Nunez, Purchasing Specialist. SCOPE OF WORK The following is a list of City parking facilities covered by this contract: (See Exhibit A Aerial photos of facilities) New Rochelle Transit Center (include Garage and Railroad Station) New Roc City Garage Maple Avenue Parking Lot North Thruway Parking Lot Services to be preformed include: Mowing as may be required to keep a neat appearance (areas to be mowed must be cleared of all twigs and debris before mowing) Edging

2 Weeding and cultivating of all beds and the picking of leaves and litter from shrubs and planting areas Trimming of shrubs as necessary to maintain clean and healthy appearance All labor and materials to successfully maintain the flower boxes on the front of the Railroad Station including seasonal flowers and/or plants Applying of fertilizer and weed control as required Removal of all clippings, weeds and other such material from the sites for proper disposal NOTE: A one-time initial planting as outlined on Exhibit B is required. Should plant/shrub matter die during the course of this Agreement it is expected that the awarded contractor will notify and gain approval to replace the item from the City. Replacement of the item shall be with same or similar if same not available. The cost of the replacement plant shall be invoiced on a separate line of your monthly invoice with a copy of your paid invoice attached. There shall be no labor cost for removal of dead plant and installation of new. On occasion, other City parking facilities not listed above may need work as outlined in the scope of services and will be billed on an hourly basis. A monthly schedule for service is to be faxed to the Parking Facilities Supervisor at the start of each month covered by this contact. The services indicated above are the minimum required to be performed as deemed necessary by the contracted vendor. The City of New Rochelle is reliant on the contractor s knowledge and professionalism in performing landscaping services. If you anticipate that other services which are not indicated herein, please indicate such in your proposal. Your proposal shall indicate a schedule of maintenance which will result in an eye appealing, clean, neat and healthy landscape. Please include in your proposal a list of the types of flowers or plants you propose for the flower boxes. AWARD CRITERIA The award of a contract for the described services will be made by the City s RFP Evaluation Committee and shall be based on the respondent s qualifications including, but not limited to the following - references, knowledge and interpretation of the City s needs, experience with similar projects. Respondents may be required to make a presentation of their qualifications to the Committee. TERM OF CONTRACT This agreement for the services specified shall be for one year from the execution, but with the City s option to extend for additional years based on mutual agreement. CANCELLATION Any violation of the terms, conditions, requirements and/or non-performance by the firm selected as a result of this RFP shall result in immediate termination of their services. PAYMENT FOR SERVICES Awarded vendor shall submit monthly invoices for services as detailed herein. Invoice must clearly state the location of work, period covered and agreed upon price. The amount shall be paid in twelve (12) monthly installments. Any additional work as identified in note above should be billed following the completion of the work and will be paid at that time. Monthly invoices must be submitted within 10 days of the end of the month. 2

3 EQUIPMENT The Contractor shall provide all labor, materials, equipment, vehicles, and tools required for the proper and professional fulfillment of the specifications and terms and conditions of this document. QUALIFICATION REQUIREMENTS The following list states the minimum qualification requirements of any respondent: At least 3 years experience providing landscaping services At least 3 references for clients currently/previously served Requisite licenses including state license for the applying of fertilizers and herbicides. LIABILITY REQUIREMENTS Upon selection, the successful proposers shall supply and maintain insurance which indemnifies and holds the City, its officers, employees and agents harmless from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful respondents must furnish the City with Certificates of Insurance prior to commencement of work, after being designated as the selected respondents. The required coverage shall not be less than the following: Workers Compensation Statutory Requirements New York State Disability Coverage Statutory Requirements Public Liability/Property Damage $2,000,000 combined single limit policy Automobile Liability $2,000,000 Contractual Liability Must be stated on C of I Errors and Omissions $1,000,000 INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY COVERAGE HELD BY THE CITY. New York State Law and Venue: Any resulting contracts, (if any) shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of resulting contracts shall be brought in the Supreme Court of the State of New York, Westchester County. In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. ADDITIONAL TERMS and CONDITIONS a) The selected firms must comply with all Federal, State, and City of New Rochelle statutes and codes as may be applicable to the scope of work detailed herein, including all labor laws and prevailing wage rates. b) Proposals and prices must remain valid and unchanged for the full term of each contract period. 3

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8 Exhibit B REQUEST FOR PROPOSALS LANDSCAPING SERVICES SPEC # 4976 As noted in the Request for Proposals, the City requires an initial planting at some of the locations as part of this agreement. The locations for this phase are North Avenue at Thruway Parking Lot New Roc City Parking Garage on the Huguenot Street side of the garage New Rochelle Transit Center Kiss & Ride 15 minute parking area The areas are highlighted on the attached aerial photos. Your proposal should provide an outline of your proposed design indicating the quantities and varieties of planting materials as well as the associated costs. The following is a list of the only approved shrubs and perennials to be considered for your planting plan: Stella d Oro Daylily Dwarf Hamelin Grass Meadow Sage Herbert Azalea 8

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12 REQUEST FOR PROPOSAL FOR LANDSCAPING SERVICES Specification No COST SUMMARY PAGE This page MUST be submitted with your proposal. Maintain Landscaping as detailed herein and in accordance with your proposal for locations noted. Annual prices indicated below shall be divided in to twelve (12) monthly payments to be paid upon submission of City of New Rochelle Standard Claim Form. PART A: Annual price for services as outlined in scope above. PRICE $ PART B: PART C: Hourly Rate for additional work as may be required. PRICE Initial planting as per Exhibit B PRICE $ $ Submitted by as authorized (Representative) for (Company Name) Dated Phone 12

13 REQUEST FOR PROPOSAL FOR LANDSCAPING SERVICES Specification No All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #4976 except as identified. Company Name and Address Signature Name & Title Date Phone Number Fax Number 13