REQUEST FOR INFORMAL BID

Transcription

1 REQUEST FOR INFORMAL BID The State of Florida Department of Transportation request written bids to provide Landscape Fertilization and Pest Control Maintenance 12/1/2013 TO 11/30/2016. Details of the services are described in the Scope of Services Exhibit A attached hereto as Attachment I. The basic form of Agreement shall be a Purchase Order issued by the Department. The Purchase Order contract may include either Form , Purchase Order Terms & Conditions, as determined by the Department and attached hereto as Attachment II. The Bid Format Instruction: 1. Bidders must meet the minimum qualifications of actively being engaged in the type of business requested for a minimum of two years, attached hereto as Attachment I. 2. By submitting a bid, the bidder represents that he/she understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided. 3. Bidders shall use the Bid Blank attached hereto as Exhibit C to submit his/her bid. Award of the Contract: 1. The Department intends to award this contract to the responsible and responsive bidder who bids the lowest cost as identified in Exhibit C, Bid Blank, attached hereto and made a part hereof. 2. If two equal low bids are received and one response is from a Certified Minority Business Enterprise, the Department will award a contract to the Certified Minority Business Enterprise. SPECIAL NOTE: The Department will notify all bidders by mail and/or telephone of the final decision.

2 ATTACHMENT TO REQUESTS FOR INFORMAL BIDS/PROPOSALS/QUOTES MyFloridaMarketPlace Transaction Fee The State of Florida through the Department of Management Services ( Department ) has instituted MyFloridaMarketPlace, a statewide eprocurement system. Pursuant to section (22), Florida Statutes, all payments shall be assessed a Transaction Fee of one percent (1.0%), which the vendor shall pay to the State. For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the vendor. If automatic deduction is not possible, the vendor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, vendor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee. The vendor shall receive a credit for any Transaction Fee paid by the vendor for the purchase of any item(s) if such item(s) are returned to the vendor through no fault, act, or omission of the vendor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the vendor s failure to perform or comply with specifications or requirements of the agreement. Failure to comply with these requirements shall constitute grounds for declaring the vendor in default and recovering reprocurement costs from the vendor in addition to all outstanding fees. VENDORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE. On a monthly calendar basis, each vendor registered in MyFloridaMarketPlace shall report its business activity relating to State agreements using Form PUR 3776** (08/04). **Form PUR 3776 (12/04) will be available from the MyFlorida.com website as an electronic process, click on Business, click on Doing Business with the State, click on Laws & Guidelines, then click on Purchasing Forms.

3 Exhibit A Scope of Services Request for Quotation SWIFT SunGuide Center Landscape Fertilization and Pest Control Maintenance Contract 1.0 General Requirements The purpose of this Contract is to provide Landscape Fertilization and Outdoor Pest Control Maintenance for the State of Florida Department of Transportation District One (herein after referred to as the FDOT or the Department) Southwest Interagency Facility for Transportation (SWIFT) SunGuide Center at the Joseph P. Bertrand Building (hereinafter referred to as the SWIFT Center) and the surrounding area immediately adjacent to the SWIFT Center. The Vendor shall furnish all labor, materials, and equipment required to provide Landscape Fertilization and Outdoor Pest Control Maintenance, during the hours of operations of the SWIFT Center or as designated by the Department. The building is operational and occupied twenty-four (24) hours per day, seven (7) days per week, 365 days per year, regardless of weekends and holidays. The SWIFT Center is located at Daniels Parkway, Fort Myers, Florida and adjacent to I-75 at the Daniels Parkway interchange contiguous with the existing rest area. The building will be staffed 24 hours per day, seven days per week. 1.1 Normal Business Hours The normal business hours for the SWIFT Center are 8:00 am to 5:00 pm Monday through Friday. During these hours the front doors will be open to the public. After these hours, the front doors will be locked and the building may only be accessed by valid ID/proximity card or by using the intercom system to alert the control room, Motor Carrier and Compliance Office reception, Florida Highway Patrol reception and/or the security guard station located in the main lobby reception area. 1.2 State Holidays The building will be closed to the public on the following days, which are observed state holidays: New Year s Day Martin Luther King, Jr. Day Memorial Day Veteran s Day Thanksgiving Day Day after Thanksgiving Day Independence Day Labor Day Christmas Day If any of these holidays fall on a Saturday, the preceding Friday is observed. If any of these holidays fall on a Sunday, the following Monday is observed. A-1

4 2.0 Services to Be Provided 2.1 The Vendor will develop and implement a Landscape Fertilization, Weed Control and Outdoor Pest Control Maintenance plan/checklist based on service activities listed in this Scope of Services within 15 days after contract execution. The intent of this plan/checklist is to have the Vendor outline what type of materials and labor are needed for each type of work within this Scope of Services and also to develop a schedule for the frequency that each type of work will be done. The plan/checklist shall be submitted to the Department s Project Manager for approval. 2.2 The Vendor will monitor all services conducted by their employees and assure the quality of their services. The Vendor is responsible for the safety of their employees. 2.3 All Vendor supplied equipment utilized for this Contract shall be used in an appropriate manner The Department shall not be responsible for improper use of equipment by the Vendor or their employees. The Department shall not be responsible in any way for damages, destruction, or loss, from any cause, to the Vendor s equipment, supplies, materials, tools or personal property of the Vendor. 2.4 Department facilities, fax machines, telephones, copiers, and computers will not be used by the Vendor to conduct personal business. Use of Department resources is limited to direct support of this contract and only if authorized by the Department. 3.0 Department s Responsibilities 3.1 The Department will assign a Project Manager, the FDOT ITS Operations Manager, or his or her designee, to administer the terms of this Contract. 3.2 The Department will conduct periodic reviews of the Vendor s activities. Reviews will be conducted to determine compliance with this Contract. The Vendor shall cooperate with and assist the Department Project Manager in conducting these reviews. A-2

5 4.0 LANDSCAPE FERTILIZATION and OUTDOOR PEST CONTROL MAINTENANCE SERVICES 4.1 Purpose The Vendor shall provide monthly Landscape Fertilization and Outdoor Pest Control Maintenance Services for the FDOT SWIFT SunGuide Center. 4.2 Summary of Services The Vendor shall furnish all transportation, labor, materials, equipment, chemicals, supplies, and services to maintain all turf and landscaped areas in an attractive, healthy condition. All work shall be performed in a professional manner, using quality equipment, materials, and methods. A proposed schedule of work activities for horticultural services which details the number of regularly scheduled treatments and the time of year when each will occur must be submitted to the Department. All chemical applications shall be documented by the Vendor Horticultural Consultation/Weed Control Once a month, the property will be inspected for plant material health and vigor; turf health and vigor; and harmful insect infestations. Any plant or tree with a disease for which there is no practical control will be reported immediately to the Department Weeds are to be eradicated within the grassed areas as well as the planted beds using the appropriate chemical applications for each area. Weeds sprouting in any paved area are also to be eradicated Within ten days after executing the contract, the Vendor shall schedule a meeting with the Department to inspect all plant and turf health and vigor around the SWIFT Center. The Vendor will document any deficiencies noted. The Vendor will be given 60 days to eradicate any weeds found at the beginning of the contract. The Vendor shall maintain the health and vigor of the plants and turf in the same or better condition as originally documented or as upgraded by the Department throughout the life of this contract. A-3

6 4.2.2 Fertilization The Vendor will fertilize the turf and plant material using a fertilization formula adjusted for season and turf or plant requirements Soil and water ph will be tested twice a year. The Vendor shall provide a plan of intended corrective action Pest Infestation Control The Vendor shall ensure that throughout the year, turf and landscaped areas are maintained free of pest infestation. Grounds and landscaped areas shall be chemically treated to prevent any infestation of, but not limited to, the following pests: snakes, ants (including fire ants), roaches (including German Roaches), chinch bugs, silverfish, crickets, fleas, and other unwanted insects.. A-4

7 Exhibit C Price Proposal SWIFT SunGuide Center Landscape Fertilization and Pest Control Maintenance Contract **NOTE TO BIDDERS** All bidders must prepare the price proposal in the format provided. Description Bid Amount Total Annual Bid Amount All services listed in detail within Exhibit A. $ Monthly $ Annually Total Bid Amount Annually $ The Department reserves the right to perform services in-house or obtain quotes for other services at the discretion of the project manager. The Department reserves the right to require the Contractor to obtain competitive quotes for supplies, where applicable. No compensation will be made for non-routine and or emergency replacements or repairs due to the Contractor s negligence in performing maintenance. NOTE: In submitting a response, the proposer acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions. C-1

8 ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the proposer. I certify that the response submitted is made in conformance with all requirements of the solicitation. Proposer: FEID # Address: Authorized Signature: Printed / Typed: City, State, Zip Title: Date: Address: C-2

9 EXHB4--02/11 Landscape Fertilization and Pest Control Maintenance Contract SWIFT SunGuide Center EXHIBIT B METHOD OF COMPENSATION 1.0 PURPOSE: This Exhibit defines the limits of compensation to be made to the contractor for the services set forth in Exhibit A and the method by which payments shall be made. 2.0 COMPENSATION: For the satisfactory performance of services detailed in Exhibit A, the Vendor shall be paid up to a Maximum Amount of $TBD. The Maximum Amount shall be made up of: $ from Fiscal Year 13/14 $ from Fiscal Year 14/15 $ from Fiscal Year 15/16 $ from Fiscal Year 16/17 The Vendor shall not provide services that exceed the Fiscal Year amount(s) without an approved Amendment from the Department. 3.0 PROGRESS PAYMENTS: The Vendor shall submit monthly invoices (3 copies) in a format acceptable to the Department. Payment shall be made at the unit billing rates in Exhibit C, for services provided, as approved by the Department. The contract unit rates shall include the costs of salaries, overhead, fringe benefits and operating margin. Payment for expenses shall be made on the basis of actual allowable cost incurred as authorized and approved by the Department. The Vendor shall submit monthly invoices (3 copies) in a format acceptable to the Department. Payment shall be made to the Vendor for services provided

10 plus actual allowable costs. The invoice shall include documentation of manhours provided and itemization of costs incurred (including receipts). Invoices shall be submitted to: Florida Department of Transportation Thomas K. Watts Daniels Parkway. Fort Myers, FL DETAILS OF COSTS AND FEES: Details of the Contractor s billing rates for the performance of the services are contained in Exhibit C, attached hereto and made a part hereof. 5.0 TANGIBLE PERSONAL PROPERTY: This contract does not involve the purchase of Tangible Personal Property, as defined in Chapter 273, F.S.

11 Attachment I MINIMUM QUALIFICATIONS STATEMENT How many years has your business performed the type of services being requested? Provide a written statement detailing your qualifications: WORK REFERENCES List the names of three references for which your business has provided similar services. BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO