COVER SHEET. State of Florida Department of State. Invitation to Bid

Transcription

1 COVER SHEET State of Florida Department of State Invitation to Bid ************************************************************************************************************************************* BID NO.: TITLE: Departmental Lawn Maintenance RELEASE DATE: MAY 13, 3:00 P.M. EASTERN TIME (ET) THIS COVER SHEET MUST BE SIGNED AND RETURNED WITH YOUR BID TO ACKNOWLEDGE AND AFFIRM AGREEMENT TO ALL OF THE STATEMENTS AND TERMS & CONDITIONS CONTAINED IN THIS SOLICITATION. THE AUTHORIZED COMPANY REPRESENTATIVE MANUALLY SIGNING THIS COVER SHEET WARRANTS THAT THEY ARE DULY AUTHORIZED TO COMMIT ON BEHALF OF THEIR COMPANY TO CONTRACTUAL OBLIGATIONS AND PRICING. COMPANY NAME FEID #: ADDRESS: CITY, STATE, ZIP: TELEPHONE: ( ) FAX NUMBER: ( ) ADDRESS: AUTHORIZED SIGNATURE (MANUAL) DATED AUTHORIZED SIGNATURE (TYPED), TITLE 1

2 Table of Contents SECTION 1 INTRODUCTORY MATERIALS Definitions Background Intent Contract Term Renewal Term Solicitation Timeline Procurement Officer...7 SECTION 2 SPECIAL INSTRUCTIONS TO RESPONDENTS General Instructions to Respondent (PUR /06) Amendments to the Solicitation Documents Questions Verbal Instructions Alternate Replies Special Accommodations Business Registration Requirement MyFloridaMarketPlace Registration Certification of Drug-Free Workplace Program Diversity Office of Supplier Diversity Respondent s Insurance Requirements Conflicts of Interest Licenses, Permits, Other Charges Employment Eligibility Verification - E-Verify Price Information Sheet(s) Instructions SECTION 3 - TECHNICAL SPECIFICATIONS General Requirements Task Completion Evidence Invoicing and Payment Financial Consequences Property Specifications Brokaw McDougall House

3 The Grove and Third Avenue House The Governor s Martin House Mission San Luis SECTION 4 - PROCUREMENT RULES AND INFORMATION Pre-Bid Site Visit Bid Response Bid Conditions Bid Opening Bid Preparation Cost Right to Reject Bid Rules for Response Withdrawal Changes to Response Bid Disposal Material Deviations Minor Irregularities Mandatory Responsiveness Requirements Bid Submission Requirements Bid Award Determination Posting of Notice of Agency Decision Purchase/Contract Documentation Reference Checks Bidder s Response/Contract SECTION 5 - SPECIAL CONDITIONS General Contract Conditions PUR 1000 (10/06) Compliance with Laws Order of Precedence Contract Extensions Breach of Contract Damages upon Termination Independent Vendor Status Non-Discrimination Invoices and Payments Financial Consequences

4 5.10 Interest Penalties Vendor Ombudsman Travel Expenses Department s Contract Manager (DCM) Contractor s Contract Manager Governing Law and Venue Records Audit Records Retention Accessible Electronic Information Technology Performance Bond Cooperative Purchasing Copyrights, Right to Data, Patents and Royalties Intellectual Property Information Technology Security Requirement

5 SECTION 1 INTRODUCTORY MATERIALS 1.0 Definitions The following terms used in this Invitation to Bid ( ITB ), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings: 1. Bid/Response: The complete response of the Respondent to the ITB, including properly completed forms and supporting documentation. 2. Bidder/Respondent: Means a potential Vendor/Contractor acting on their own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the Respondent s team who submits a response to this solicitation. 3. Department: The Florida Department of State. 4. Deliverable means a tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services. 5. Contract: The agreement entered into between the Department and the successful Respondent after completion of the Invitation to Bid process. 6. VBS: Florida Vendor Bid System 1.1 Background The Department of State currently has several individual vendors providing lawn maintenance/care for four (4) of its historical properties in Tallahassee, Florida. The properties included in this contract are The Brokaw McDougall House, The Governor s Martin House, The Grove / 3 rd Avenue House and Mission San Luis. 1.2 Intent Attractively designed, healthy, and well-maintained lawns, and grounds create a positive first impression and establish a peaceful mood for employees and visitors. Lawn maintenance workers perform a variety of tasks necessary to achieve a pleasant and functional outdoor environment. The Department is seeking to enter into a contract with one (1) single vendor to provide lawn maintenance services for all four (4) Departmental properties. The requirements are outlined in SECTION 3 TECHNICAL SPECIFICATIONS. The Department reserves the right to add additional services or properties or remove services or properties as needed at a mutually agreed price. Bidders are responsible for thoroughly reviewing the specifications of this Invitation to Bid. 1.3 Contract Term The initial term of the prospective contract will be for one (1) year beginning July 1, 2014 and ending on June 30, The initial term for Mission San Luis will be August 1, June 30, If it is in the best interest of the Department of State, the Department reserves the right to reject any and all bids. This contract is contingent on sufficient funding and will not begin until such funding is available. The Department also reserves the right to cancel the contract without thirty days notice for contractor non-performance, failure to immediately dismiss supervisors or employees caught in the act of damage or theft, or for legislative non-appropriation of funds. 5

6 1.4 Renewal Term The resulting contract is eligible for renewal for three (3) additional one year periods, at the same bid price, at the Department s sole option, subject to satisfactory performance. 1.5 Solicitation Timeline Listed below are important dates/times during which actions must be taken or completed. If the Department finds it necessary to update any of the dates/times noted, it will be accomplished by an Addendum to the solicitation. All times listed below are Tallahassee, Florida local time. DATE TIME EVENT May 13, :00 p.m. Release of Solicitation May 20, :00 a.m. Site Visit - Mission San Luis 2020 West Mission Road Tallahassee, FL May 20, :00 p.m. Site Visit - Governor s Martin House 1001 DeSoto Park Drive Tallahassee, FL May 21, :00 a.m. Site Visit - Brokaw McDougall 329 North Meridian Street Tallahassee, FL May 21, :00 p.m. Site Visit The Grove/3 rd Avenue House 100 West 1 st Avenue Tallahassee, FL May 23, :00 p.m. Questions Due May 28, :00 p.m. Anticipated Date Answers to Questions are posted on the Vendor Bid System June 3, :00 p.m. Bids Due/Opening Bids received after this date and time will not be considered June 6, :00 p.m. Anticipated Posting of Intended Award on Vendor Bid System July 1, Anticipated Effective Contract Start Date and Purchase Order Issuance Notwithstanding Section 3 of the State of Florida PUR 1001 (10/06) General Instructions to Bidders, the Department of State does not accept Electronic Submission of Bids. 6

7 1.6 Procurement Officer The Procurement Officer is the Department s contracting personnel and the primary contact for this solicitation Vonda Murray, Purchasing Director 500 S. Bronough Street Room 428 Tallahassee, Florida Phone # Procurement Officer s Fax # Vonda.Murray@dos.myflorida.com The Procurement Officer designates Jane O Brien as an alternate Procurement Officer when Vonda Murray is unavailable. Phone: jane.obrien@dos.myflorida.com REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 7

8 SECTION 2 SPECIAL INSTRUCTIONS TO RESPONDENTS 2.0 General Instructions to Respondent (PUR /06) The State of Florida PUR 1001 (10/06) General Instructions to Bidders which is attached to this ITB, contains instructions explaining the solicitation process and the actions necessary to respond. The Department may attach additional information specific to each particular solicitation commonly referred to as Special Instructions to Respondents. In the event of any conflict between Form PUR 1001 and additional Department instructions, the additional instructions shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the statutory requirements shall take precedence. Inapplicable Provisions of PUR 1001 General Instructions for Respondents The following are not applicable: A. Section 3. Electronic Submission of Responses Responses shall be submitted in accordance with Section 4 of this solicitation. B. Section 5. Questions Questions shall be submitted in accordance with Section 2.2 of this solicitation. 2.1 Amendments to the Solicitation Documents The Department will post amendments or answer(s) to written questions on the Vendor Bid System. Select Department of State in the Agency drop down box to search for amendments or questions. An Amendment Acknowledgment Form will be provided with all amendments posted on the Vendor Bid System. The Amendment Acknowledgment Form shall be signed by an authorized company representative, dated, and returned with the bid. Each Respondent is responsible for monitoring the VBS for new or changing information. 2.2 Questions Respondents shall address any questions regarding this solicitation, in writing, to the Procurement Officer identified in Section 1.6. The Department will post answers to questions on the VBS as noted in Section Solicitation Timeline. Questions will only be accepted if submitted in writing; reference PUR 1001 Section 5 for additional information. (See PUR General Instructions to Respondents, Section 21, Limitation on Vendor Contact with Agency during Solicitation Period.) 2.3 Verbal Instructions No negotiations, decisions, or actions shall be initiated or executed by the Respondent as a result of any discussions with any State employee. Only those communications that are in writing from the Department s Procurement Officer identified in (Section 1.6) of this ITB shall be considered a duly authorized expression on behalf of the Department. Only written, signed communications from Respondents will be recognized by the Department as duly authorized expressions on behalf of the Contractor. 2.4 Alternate Replies Alternate replies and exceptions to this solicitation are not permitted. If the Respondent has any issue with the requirements or terms and conditions of this solicitation, such issues shall be presented to the Department and addressed by the Department during the question and answer phase of the 8

9 solicitation. Including alternate replies or exceptions to this solicitation in any response may result in the response being deemed non-responsive to the solicitation. 2.5 Special Accommodations Any person with a qualified disability requiring special accommodations at the pre-solicitation conference and/or bid/proposal opening shall contact the Purchasing Officer at at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) (TDD). 2.6 Business Registration Requirement Under the provisions of Title 36, Chapters , Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division of Corporations. To be eligible to receive a contract, corporate, or other applicable business registration must be accomplished prior to the initial posting indicating intent to award a contract to that vendor. Failure to be registered will be cause for disqualification. Contact the Division of Corporations at (850) MyFloridaMarketPlace Registration Respondents desiring to sell commodities or contractual services to the State of Florida are required by Rule 60A-1.030, Florida Administrative Code, to register in MyFloridaMarketPlace. Also see, State of Florida PUR 1000 General Contract Conditions. The registration process requires the Vendor to electronically register a valid W-9 with the Department of Financial Services (DFS) at Contact the DFS Customer Service Desk at (850) or FLW9@myfloridacfo.com with any questions. Respondent must be registered on the MyFloridaMarketPlace website prior to posting of the intent to award the contract. 2.8 Certification of Drug-Free Workplace Program The State supports and encourages initiatives to keep the workplaces of Florida s suppliers and contractors drug-free. Section , Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug- free workforce program. If applicable, Respondent shall sign and submit the attached Certification of Drug-Free Workplace Program form to certify that the Respondent has a drug-free workplace program. The Contractor shall describe how it will address the implementation of a drug-free workplace in offering the items of bid. In the event that the Department receives identical bids from two or more responsive Respondents with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting. 2.9 Diversity Florida is a state rich in its diversity and is dedicated to fostering the continued development and economic growth of small, minority, women and service-disabled veteran owned business enterprises in the State of Florida. Participation of a diverse group of vendors doing business with the State is central to our effort. To this end, it is vital that small, minority, women and service-disabled veteran owned business enterprises participate in the State s procurement process as both prime contractors and subcontractors under prime contracts. Small, minority, women and service-disabled veteran owned businesses are strongly encouraged to submit replies to this solicitation. A copy of your certification should be included with the bid. 9

10 2.10 Office of Supplier Diversity The Office of Supplier Diversity has standing to protest, pursuant to Section , F.S., in a timely manner, any proposed contract award in competitive bidding for contractual services and construction contracts that fail to include minority business enterprise participation, if any responding bidder has demonstrated the ability to achieve any level of participation, or any contract award for commodities where, a reasonable and economical opportunity to reserve a contract statewide or district level, for minority participation was not executed or, an agency failed to adopt applicable preference for minority participation. Any low bidder with no participation may be deemed not in good faith Respondent s Insurance Requirements The Contractor agrees to provide adequate insurance coverage on a comprehensive basis and to hold such insurance at all times during the existence of this Contract. The Contractor accepts full responsibility for identifying and determining the type(s) and extent of insurance necessary to provide reasonable financial protection for the Contractor and the Department under this Contract. Upon execution of the contract, the Contractor may be required to furnish the Department written verification of such insurance coverage. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The Department reserves the right to require additional insurance where appropriate. The Contractor at its sole expense shall provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the Contract, which, as a minimum, shall be: workers compensation and employer s liability insurance in accordance with Chapter 440 of the Florida Statutes, with minimum employers liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. Such policy shall cover all employees engaged in any Contract work. Employers who have employees who are engaged in work in Florida must use Florida rates, rules, and classifications for those employees Conflicts of Interest The Contractor shall not compensate in any manner, directly or indirectly, any officer, agent or employee of the Department for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Contractor. No officer, agent, or employee of the Department shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Department or the State of Florida. The Contractor shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract Licenses, Permits, Other Charges The successful bidder shall pay for any and all licenses, permits, other charges and taxes required for this contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this contract Employment Eligibility Verification - E-Verify Pursuant to State of Florida Executive Order No , Contractor is required to utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment of all new employees 10

11 hired by the Contractor during the contract term. Only individuals who may legally work in the United States either U.S. citizens, or foreign citizens who have the necessary authorization may perform work on this contract. E-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify is fast, free and easy to use and it s the best way employers can ensure a legal workforce Price Information Sheet(s) Instructions The Respondent shall return Attachment A Price Information Sheet with its response to this solicitation. Attachment A Price Information Sheet shall identify the Name of the Respondent, Name of Organization, Date, and shall bear the Signature of a Business/Corporate Representative authorized to submit the prices bid for the contract. By submitting a response under this solicitation, each Respondent warrants its agreement to the prices submitted. Any qualifications, counter offers, deviations or challenges shall render the bid non-responsive. A. The Respondent shall price all items on Attachment A - Price Information Sheet. Any PRICE INFORMATION SHEET(S) that is/are incomplete or in which there are significant inconsistencies or inaccuracies may be deemed non-responsive by the Department. B. The Respondent shall sign the completed Attachment A - Price Information Sheet. C. All price sheet calculations will be verified for accuracy by the Department. If mathematical error(s) in a Respondent s price sheet(s) calculations are identified, unit prices submitted by the Respondent will be used to determine the total price for that Respondent. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 11

12 SECTION 3 - TECHNICAL SPECIFICATIONS 3.0 General Requirements The successful vendor shall provide landscaping and lawn maintenance services for the Department at each designated facility. The Vendor shall furnish all materials, equipment, lawn tools, labor, and supervision necessary to carry out the requirements of this solicitation. Specific requirements are outlined below for each property. Bidders are responsible for thoroughly reviewing the specifications. The bidder is required to examine the specifications and to be informed of any and all conditions and requirements that may, in any manner, affect the work to be performed. No allowances will be made to the bidder because of a lack of knowledge of conditions or requirements and the selected contractor will not be relieved of any liabilities and obligations. MANDATORY pre-bid site visits are scheduled as indicated in the Solicitation Timeline. Bids will only be accepted from those Bidders attending each pre-bid site visit. Proof of Workers Comp Insurance is required. The contractor(s) will carry liability amounts and worker's compensation coverage required by law on his/her operators and employees and require same of any sub-contractors, if approved and provide proof of same to the Department. The contractor is responsible for obtaining any licenses and/or permits required by law for activities on Department's property. Licenses, permits and insurance must be maintained for the entirety of the contract. Subcontractors The Contractor shall not subcontract any work under this contract, without the prior written consent of the Department. The Department reserves the right to reasonably reject or approve any contracts or agreements entered into between the Contractor and a subcontractor for any services due under the contract. To the same extent set forth herein for its own work, the Contractor shall assume full responsibility for the work of any subcontractor. The contract shall be binding upon and shall inure to the benefit of the successors and permitted assigned of the parties to the resulting contract. The Department also reserves the right to cancel the contract without thirty day notice for contractor non-performance, failure to immediately dismiss supervisors or employees caught in the act of damage or theft, or for legislative non-appropriation of funds. End of Contract Removal of Equipment Goods or services are not to be provided after the expiration date of a contract period. It is the vendor s responsibility to discontinue service and / or retrieve his/ her equipment unless a written extension or renewal order is received in advance. 3.1 Task Completion Evidence Contractor shall maintain documentation to evidence completion of all tasks related to the performance of the Work. 12

13 3.2 Invoicing and Payment At the end of each month, the contractor will present the Property Contract Manager with the original billing invoice for services performed during the current month. The Property Contract Manager will verify the performance of the services as stated on the invoice. Payment shall be made in accordance with and of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to the Contractor due to preparation errors will result in a delay in payment. 3.3 Financial Consequences The Department s Property contract manager shall review Contractor services as completed. If Contractor fails to perform specified tasks in accordance with the specifications, the Property Contract Manager shall not authorize payment. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 13

14 3.4 Property Specifications Brokaw McDougall House 329 North Meridian Street Tallahassee, FL Scope of Work: Mowing & Edging Services 1. The Contractor shall provide mowing services at frequencies indicated below. Mowing - 3" minimum height, as required. a. Use small Mower Front Lawn under Oak Trees b. Use Large Mower - Large open areas, flat areas not subject to scalping. c. Line trim areas inaccessible by mowers. Month: Number of times to Mow July 2 August 2 September 2 October 2 November 2 December 2 January 2 February 2 March 2 April 2 May 2 June 2 2. Clumps of lawn clippings must be removed the day of service. Alternatively, lawn clippings may remain on the lawn, provided they are disbursed throughout the area, and no visible clumps remain. 3. Immediately providing service, all clippings and debris must be removed from sidewalks, curbs and roadways. Mechanical blowing is acceptable. 4. The Contractor shall edge flower beds, patio, sidewalks, driveways, and other surfaced areas on a monthly basis. 5. Turf around sprinkler heads will be carefully trimmed so as to not damage heads, or interfere with or intercept water output. Fertilizing and Feeding Services The Contractor shall ensure proper fertilization and feeding of all landscape materials and items. All lawn, trees, shrubbery and other landscape materials and items shall be fertilized and fed in a manner to maximize health and growth throughout the year. 14

15 Azalea and Camellia fertilizer slow release once a year in Spring after blooming season; other shrubs use slow release in April and July; grass fertilizer % slow release in April and July. Fertilize annuals and perennials in beds every month. Pest & Disease Control The Contractor shall inspect lawn areas each visit for indications of pest problems and advise the Property Contract Manager or his/her designee of such problems. Upon confirmation of a specific problem requiring treatment, the Contractor shall apply pesticides as needed and only in affected spots, whenever possible using the least toxic, effective pesticide. Landscape Maintenance Services 1. Vendor will inspect the irrigation system once a month for correct operation of nozzles, heads, rotations and time clock adjustments. Vendor shall check for proper water application rates by inspecting soil moisture and health of plant materials at each site visit. The Property Contract Manager shall be notified immediately of any needed repair. Irrigation maintenance and repair shall be the responsibility of the Department. The Vendor will provide repair or replacement work at no cost to The Department should irrigation damage occurs due to vendor s maintenance or work activities. 2. All trees, shrubbery, hedges and other landscape materials shall be sheared and pruned. Plants shall be maintained in a superior manner in order to optimize intended shape, size and growth potential for each type of plant variety. Camellias & azaleas after bloom; crepe myrtles and deciduous trees and shrubs in late February; evergreens as needed; hedges every 2 weeks with mowing schedule; cut back Liriope in early spring to prevent leaf fungus. 3. Weed control in plant beds, open beds, ground between beds plants, mulch beds, joints in sidewalks, curbs, along parking lot areas and all other landscape areas shall be performed using appropriate manual (hand-pulling) and/or chemically (environmentally safe herbicide) procedures. Pre and post emergent herbicides shall be applied with care ensuring not to injure adjacent desirable plants. 4. To maintain the original architectural design of the facilities, the Contractor shall replenish all mulch areas, as needed, throughout the term of this Agreement, mulching must always appear to be fresh and aesthetically pleasing. All mulch areas shall be maintained at a depth of two (2) inches throughout the term of this Agreement. Bi-annually, the Contractor shall remove all mulch from mulch beds and replace with new mulch at a minimum depth of two (2) inches. The Contractor shall properly dispose of all removed mulch. The Contractor shall not dispose of the mulch in the Department s waste containers. Prior to replacing or replenishing any mulch areas, the Contractor shall provide a sample of proposed mulch and appropriate documentation to the Property Contract Manager or his/her designee for approval. 15

16 Month: November May As needed New Mulch New Mulch Replenish Mulch Site Control and Clean-up Upon completion of each service requirement, the Contractor shall ensure that all areas of the project site including, but not limited to, sidewalks, walkways, entrances, parking lots, and landscaped areas are free of debris, grass clippings, weeds, mulch, tree trimmings, landscape materials and all landscaping tools or equipment. The Contractor shall properly dispose of all debris and landscape in accordance with Leon County Codes and Ordinances. The Contractor shall not utilize property trash bins to discard and landscape materials, debris or other waste from its operations. The Contractor may not charge any additional fee for this service. Emergency Landscaping, Tree Removal and/or Cutting In the event that emergency landscaping, tree removal and/or cutting services may be required. All trees shall be trimmed in accordance with the best industry standards and as directed by the Property Contract Manager or his/her designee. Emergency landscaping, tree removal and cutting services include but are not limited to the removal or cutting of tree limbs, shrubs or small plants near electric wires or buildings, hanging into parking spaces or sidewalks, or causing safety issues, or the removal of tree branches. Price shall be based upon the height of the shrubs, plants or trees to be trimmed, cut or removed. The Department may procure the services from other vendors at its discretion. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 16

17 The Grove and Third Avenue House 100 West 1 st Avenue Tallahassee, FL Scope of Work: Mowing & Edging Services 1. The Contractor shall provide mowing services at frequencies indicated below. Mowing - 3" minimum height, as required. a. Use Large Mower - Large open areas, flat areas not subject to scalping. b. Line trim areas inaccessible by mowers. Month: Number of times to Mow June 2 July 2 August 2 September 2 October 2 November 1 December 1 January 1 February 1 March 2 April 2 May 2 2. Clumps of lawn clippings must be removed the day of service. Alternatively, lawn clippings may remain on the lawn, provided they are disbursed throughout the area, and no visible clumps remain. 3. Immediately providing service, all clippings and debris must be removed from sidewalks, curbs and roadways. Mechanical blowing is acceptable. 4. The Contractor shall edge flower beds, patio, sidewalks, driveways, and other surfaced areas on a monthly basis. 5. Turf around sprinkler heads will be carefully trimmed so as to not damage heads, or interfere with or intercept water output. Graveyard Maintenance Maintenance will be performed by specifically trained employees using light equipment as to not damage the area. Only hand shears may be used on gravesites. Fertilizing and Feeding Services The Contractor shall ensure proper fertilization and feeding of all landscape materials and items. All lawn, trees, shrubbery and other landscape materials and items shall be fertilized and fed in a manner to maximize health and growth throughout the year. Perform in April, July and October of each year. 17

18 Pest & Disease Control The Contractor shall inspect lawn areas each visit for indications of pest problems and advise the Property Contract Manager or his/her designee of such problems. Upon confirmation of a specific problem requiring treatment, the Contractor shall apply pesticides as needed and only in affected spots, whenever possible using the least toxic, effective pesticide. Landscape Maintenance Services 1. Vendor will inspect the irrigation system once a month for correct operation of nozzles, heads, rotations and time clock adjustments. Vendor shall check for proper water application rates by inspecting soil moisture and health of plant materials at each site visit. The Property Contract Manager shall be notified immediately of any needed repair. Irrigation maintenance and repair shall be the responsibility of the Department. The Vendor will provide repair or replacement work at no cost to The Department should irrigation damage occurs due to vendor s maintenance or work activities. 2. All trees, shrubbery, hedges and other landscape materials shall be sheared and pruned. Plants shall be maintained in a superior manner in order to optimize intended shape, size and growth potential for each type of plant variety. Month: Number of times to Shear or prune July 2 August 2 September 2 October 1 November 1 December 1 January 1 February 1 March 1 April 1 May 2 June 2 3. Weed control in plant beds, open beds, ground between beds plants, mulch beds, joints in sidewalks, curbs, along parking lot areas and all other landscape areas shall be performed using appropriate manual (hand-pulling) and/or chemically (environmentally safe herbicide) procedures. Pre and post emergent herbicides shall be applied with care ensuring not to injure adjacent desirable plants. 4. To maintain the original architectural design of the facilities, the Contractor shall replenish all mulch areas, as needed, throughout the term of this Agreement, mulching must always appear to be fresh and aesthetically pleasing. All mulch areas shall be maintained at a depth of two (2) inches throughout the term of this Agreement. Bi-annually, the Contractor shall remove all mulch from mulch beds and replace with new mulch at a minimum depth of two (2) inches. The Contractor 18

19 shall properly dispose of all removed mulch. The Contractor shall not dispose of the mulch in the Department s waste containers. Prior to replacing or replenishing any mulch areas, the Contractor shall provide a sample of proposed mulch and appropriate documentation to the Property Contract Manager or his/her designee for approval. Month: October April As needed New Mulch New Mulch Replenish Mulch Site Control and Clean-up Upon completion of each service requirement, the Contractor shall ensure that all areas of the project site including, but not limited to, sidewalks, walkways, entrances, parking lots, and landscaped areas are free of debris, grass clippings, weeds, mulch, tree trimmings, landscape materials and all landscaping tools or equipment. The Contractor shall properly dispose of all debris and landscape in accordance with Leon County Codes and Ordinances. The Contractor shall not utilize property trash bins to discard and landscape materials, debris or other waste from its operations. The Contractor may not charge any additional fee for this service. Emergency Landscaping, Tree Removal and/or Cutting In the event that emergency landscaping, tree removal and/or cutting services may be required. All trees shall be trimmed in accordance with the best industry standards and as directed by the Property Contract Manager or his/her designee. Emergency landscaping, tree removal and cutting services include but are not limited to the removal or cutting of tree limbs, shrubs or small plants near electric wires or buildings, hanging into parking spaces or sidewalks, or causing safety issues, or the removal of tree branches. Price shall be based upon the height of the shrubs, plants or trees to be trimmed, cut or removed. The Department may procure the services from other vendors at its discretion. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 19

20 The Governor s Martin House 1001 DeSoto Park Drive Tallahassee, FL Scope of Work: Mowing & Edging Services 1. The Contractor shall provide mowing services at frequencies indicated below. Mowing - 3" minimum height, as required. a. Use Large Mower - Large open areas, flat areas not subject to scalping. b. Line trim areas inaccessible by mowers. Month: Number of times to Mow July 2 August 2 September 2 October 2 November 1 December 1 January 1 February 1 March 2 April 2 May 2 June 2 2. Clumps of lawn clippings must be removed the day of service. Alternatively, lawn clippings may remain on the lawn, provided they are disbursed throughout the area, and no visible clumps remain. 3. Immediately providing service, all clippings and debris must be removed from sidewalks, curbs and roadways. Mechanical blowing is acceptable. 4. The Contractor shall edge flower beds, patio, sidewalks, driveways, and other surfaced areas on a monthly basis. Fertilizing and Feeding Services The Contractor shall ensure proper fertilization and feeding of all landscape materials and items. All lawn, trees, shrubbery and other landscape materials and items shall be fertilized and fed in a manner to maximize health and growth throughout the year. Perform in April, July and October of each year. Pest & Disease Control The Contractor shall inspect lawn areas each visit for indications of pest problems and advise the Property Contract Manager or his/her designee of such problems. 20

21 Upon confirmation of a specific problem requiring treatment, the Contractor shall apply pesticides as needed and only in affected spots, whenever possible using the least toxic, effective pesticide. Landscape Maintenance Services 1) All trees, shrubbery, hedges and other landscape materials shall be sheared and pruned as needed. Plants shall be maintained in a superior manner in order to optimize intended shape, size and growth potential for each type of plant variety. 2) Weed control in plant beds, open beds, ground between beds plants, mulch beds, joints in sidewalks, curbs, along parking lot areas and all other landscape areas shall be performed using appropriate manual (hand-pulling) and/or chemically (environmentally safe herbicide) procedures. Pre and post emergent herbicides shall be applied with care ensuring not to injure adjacent desirable plants. 3) To maintain the original architectural design of the facilities, the Contractor shall replenish all mulch areas, as needed, throughout the term of this Agreement, mulching must always appear to be fresh and aesthetically pleasing. All mulch areas shall be maintained at a depth of two (2) inches throughout the term of this Agreement. Bi-annually, the Contractor shall remove all mulch from mulch beds and replace with new mulch at a minimum depth of two (2) inches. The Contractor shall properly dispose of all removed mulch. The Contractor shall not dispose of the mulch in the Department s waste containers. Prior to replacing or replenishing any mulch areas, the Contractor shall provide a sample of proposed mulch and appropriate documentation to the Property Contract Manager or his/her designee for approval. Month: October April As needed New Mulch New Mulch Replenish Mulch Site Control and Clean-up Upon completion of each service requirement, the Contractor shall ensure that all areas of the project site including, but not limited to, sidewalks, walkways, entrances, parking lots, and landscaped areas are free of debris, grass clippings, weeds, mulch, tree trimmings, landscape materials and all landscaping tools or equipment. The Contractor shall properly dispose of all debris and landscape in accordance with Leon County Codes and Ordinances. The Contractor shall not utilize property trash bins to discard and landscape materials, debris or other waste from its operations. The Contractor may not charge any additional fee for this service. Emergency Landscaping, Tree Removal and/or Cutting In the event that emergency landscaping, tree removal and/or cutting services may be required. All trees shall be trimmed in accordance with the best industry standards and as directed by the Property Contract Manager or his/her designee. Emergency landscaping, tree removal and cutting services include but are not limited to the removal or cutting of tree limbs, shrubs or small plants near electric wires or buildings, hanging into parking spaces or sidewalks, or causing safety issues, or the removal of tree branches. Price shall be based upon the height of the shrubs, plants or trees to be trimmed, cut or removed. The Department may procure the services from other vendors at its discretion. 21

22 Mission San Luis 2020 West Mission Road Tallahassee, FL General Considerations The contractor is expected to perform routine landscape maintenance tasks that would be standard for any commercial, recreational, or educational setting. The contractor will work independently and follow the schedule established on the Landscape Maintenance Checklists. The contractor s bid should describe your ability to provide the complete scope of services required. To maintain this particular property, it is required to have had experience maintaining commercial sites of 10 or more acres. It should address your experience with Florida-specific lawn and turf care. Special consideration will be given for (verified by reference) experience with ELM (Environmental Landscaping Management). Three references must be included with the bid. References will be contacted. Description of Facility Mission San Luis (MSL) is a state-owned historical and archaeological site open to the public. The 50-acre portion of MSL on the north side of the property contains the Messer House, Garage Public Restroom Building, and the Education Building, all located at service address 2020 West Mission Road. This larger portion also contains six historic building reconstructions, several sheds, a storm-water retention pond, a paved parking lot, a concrete sidewalk system, a nature trail [1/3 mile], extensive lawn and turf areas, flowerbeds and shrubs. There are some areas of interpretive vegetable gardens and field crops that will be maintained by MSL. The property was formerly divided by Mission Road; the portion of the road within the fences of this property has been closed to thru traffic and deeded to MSL. A portion of the road bed itself has been sodded with grass. Landscape maintenance for the road bed, road edges, road right-of-ways and road turn-around not maintained by the city, is included in this contract. The Archaeological Lab/Collections Building and the Visitor Center are located at 2100 West Tennessee Street. The southern 13-acre portion of MSL also contains lawns, flowerbeds, shrubs, two storm-water retention ponds, a paved entrance driveway, two parking lots, a paved outdoor patio area, and a courtyard. It includes the main entrance and right-of-way road easement on Tennessee Street. The entrance garden in front of the main gate onto Tennessee Street will be maintained by MSL. Service Schedule The site is always closed to the general public all day on Monday; however, other venders and our staff are present. Work on the property should always be completed on Mondays. All daily work is to be done during normal access hours, which run from as early as 7 a.m. to 4:30 p.m. Occasionally, rental events or other site functions may conflict with the scheduled work day. In these situations, the MSL s representative will contact the contractor at least one week prior to these special events to reschedule the contractor s work for that day. Rain days will be addressed as they arise, and a make-up day will be scheduled with the contractor. 22

23 Equipment and Supplies All personnel, equipment, fuel supplies, and materials (including fertilizers, etc.) except where indicated, are to be supplied by the contractor. MSL can provide the contractor with an on-site, outdoor area for vegetative debris, if requested. Security Only motor vehicles insured by the contractor are allowed out of the bounds of the public parking lots at MSL. No personal vehicles are to be parked on site, except in designated paved parking areas. The contractor will be shown where to park. No employees will be allowed on the property except during agreed upon hours of access. If work must be scheduled outside of normal access hours, MSL s representative must be notified in advance and permission obtained. The contractor/supervisor must check-in with MSL s representative or designated alternate before beginning work each day at the site. Checklists The Mission San Luis Contract Manager will supply the blank checklists that will be initialed by the Contract Manager or alternate each week. Completion of the checklists is the responsibility of Property Contract Manager or alternate, but is required as part of the contract. Scope of Work: Task List Mowing, Edging, & Trimming Services 1) The Mission follows the ELM (Environmental Landscaping Management) methodology. The grass should be 2 to 3 inches high upon completion of mowing, depending on the conditions. Lawn clippings may remain on the lawn; provided they are disbursed throughout the area, and no visible clumps remain after mowing. Otherwise, the contractor will distribute any large clumps on the day of service by mechanical blowing or by collecting and removing them. 2) The contractor will edge tree rings, plant beds, and all buildings, sidewalks, fences, driveways, parking lots, and other surfaced areas bordered by grass at least once per month and every other mowing during the warm weather growing season. 3) The contractor will remove all litter/trash and fallen sticks/limbs before mowing. The contractor will also clean all grass clippings, leaves, and other plant debris from porches, patios, steps, sidewalks, curbs, and roadways immediately after mowing and/or edging and deposit in designated debris site located on the property. Mechanical blowing is acceptable. 4) Turf around sprinkler heads will be carefully trimmed so as to not damage heads, or interfere with or intercept water output. 5) The Contractor shall provide mowing services at different frequencies during the resulting contract. From April 1, through September 30, the Contractor shall mow the lawns of this facility four (4) times per month (performed every 7 days). From October 1 through November 30, the Contractor shall mow the lawn three (3) times per month (performed approximately every 10 days). From December 1 through February 28, the Contractor shall mow the lawns of each facility twice (2) per month (performed every 15 days). 23

24 Month: Number of times to July Mow 4 August 4 September 4 October 3 November 3 December 2 January 2 February 2 March 3 April 4 May 4 June 4 Fertilizing and Feeding Services The Contractor shall ensure proper fertilization and feeding of all landscape materials and items. All lawn, trees, shrubbery and other landscape materials and items shall be fertilized and fed in a manner to maximize health and growth throughout the year. Pest & Disease Control Pesticides for pests, weeds and exotics are allowable with consent from the contract manager. A pesticide license is required. The Contractor shall inspect lawn areas each visit for indications of pest, weed or exotic plant problems and advise the Property Contract Manager or his/her designee of such problems. Upon confirmation of a specific problem requiring treatment, the Contractor shall apply pesticides as needed and only in affected spots, whenever possible using the least toxic, most effective pesticide. Upon application of pesticides, the Contractor shall place appropriate signs in all areas where pesticide services were performed. Additionally, the Contractor shall provide a detailed report to the Property Contract Manager or his/her designee identifying services performed, condition of grounds, required corrective action, and schedules for follow-up services. Month: Number of times to July Apply Pesticide 1 September 1 March 1 May 1 Landscape Maintenance Services All trees, shrubbery, hedges and other landscape materials shall be sheared and pruned in the months of August, October, February, April, and June. Flowering bushes, hedge rows, ornamental shrubs, and immature trees will be pruned to the contact manager s specifications. Plants shall be maintained in a superior manner in order to optimize intended shape, size and growth potential for each type of plant variety. Weed control in plant beds, open beds, ground between bed plants, mulch beds, joints in sidewalks, curbs, along parking lot areas and all other landscape areas shall be performed using appropriate manual (hand- 24

25 pulling/pruners) and/or chemical (with environmentally safe herbicide) procedures. Pre and post- emergent herbicides shall be applied with care ensuring not to injure adjacent desirable plants. Flowerbeds, hedge rows, shrubs, and immature trees have mulch around them for weed control that should not be disturbed by mowing equipment.. To maintain the original architectural design of the facilities, the Contractor shall replenish all mulch areas, as needed, throughout the term of this Agreement, mulching must always appear to be fresh and aesthetically pleasing. All mulch areas shall be maintained at a depth of two (2) inches throughout the term of this Agreement. Bi-annually, the Contractor shall remove all mulch from mulch beds and replace with new mulch at a minimum depth of two (2) inches. The Contractor shall properly dispose of all removed mulch. The Contractor shall not dispose of the mulch in the Department s waste containers. Prior to replacing or replenishing any mulch areas, the Contractor shall provide a sample of proposed mulch and appropriate documentation to the Property Contract Manager or his/her designee for approval. Month: August October December February April June Number of times to perform other landscape maintenance defined in this section. Replenish Mulch New Mulch Replenish Mulch Replenish Mulch New Mulch Replenish Mulch Site Control and Clean-up Upon completion of each service requirement, the Contractor shall ensure that all areas of the project site including, but not limited to, sidewalks, walkways, entrances, parking lots, and landscaped areas are free of debris, grass clippings, weeds, mulch, tree trimmings, landscape materials and all landscaping tools or equipment. The Contractor shall properly dispose of all debris and landscape materials in accordance with Leon County Codes and Ordinances. The Contractor shall not utilize property trash bins to discard landscape materials, debris or other waste from its operations. At MSL, the contractor will leave clippings on the lawn as long as no readily visible clumps remain on the grass surface after mowing. Otherwise, contractor will distribute large clumps by mechanical blowing or by collecting and removing them. Grass cuttings and landscape trimmings shall not be blown into the streets, into sewer drains or into other landscape areas. The Contractor may not charge any additional fee for this service. Emergency Landscaping, Tree Removal and/or Cutting In the event that emergency landscaping, tree removal and/or cutting services are required, the Contractor shall provide them within four (4) days of request. All trees shall be trimmed in accordance with the best industry standards and as directed by the Property Contract Manager or his/her designee. Emergency landscaping, tree removal and cutting services include but are not limited to the removal or cutting of tree limbs, shrubs or small plants near electric wires or buildings, hanging into parking spaces or sidewalks, or causing safety issues, or the removal of tree branches. Price shall be based upon the height of the shrubs, plants or trees to be trimmed, cut or removed. The Department may procure the services from other vendors at its discretion. 25