Franklin Redevelopment and Housing Authority

Transcription

1 Franklin Redevelopment and Housing Authority REQUEST FOR PROPOSAL LAWN CARE AND MAINTENANCE SERVICES RFP The Franklin Redevelopment and Housing Authority (FRHA) is currently accepting proposals from licensed and insured lawn care providers to provide regular lawn care and maintenance for the Franklin Redevelopment and Housing Authority Central Office, Administrative Office, and four (4) public housing communities. Interested and qualified applicants who have successfully demonstrated their ability to perform any of the above listed service work are invited to submit proposals. Small businesses, Section 3 businesses, minority and women owned businesses are encouraged to respond. SEALED PROPOSALS will be received until Monday, April 21, 2014 at 11:00AM EST at FRHA s Administration Office located at 601 Campbell Avenue, Franklin, VA No proposals received after this date and time will be accepted. It will be the responsibility of the bidder to see that their proposal is in the office by the specified time and date. There will be no exceptions. Date of postmark will not be accepted. Award of the contract will be announced by FRHA as soon thereafter as it is practicable. Proposals shall be submitted in a SEALED envelope clearly labeled RFP 2014, Company information and Attn: Sanya E. Adams. The purpose of the Request for Proposal is to select one or more contractors for the type of services requested and to enter into an agreement for performance of the above listed services. FRHA is an EEO/ADA compliant employer and reserves the right to reject any or all proposals, to waive any informality in the specifications or proposal process or to cancel in whole or in part this Request for Proposal if it is in the best interest of the FRHA to do so. The attention of contractors is directed to the fact that the proposed work will be financed in whole or in part with Federal Funds, and therefore, all applicable Federal Statues, rulings and regulations will apply. FRHA also reserves the right to award multiple contracts for services if it is in the best interest of the Housing Authority to do so. Any contractor may withdraw a proposal either personally, by written request or by FAX at any time prior to the scheduled closing time of receipt of proposals. NO PROPOSAL SHALL BE WITHDRAWN FOR A PERIOD OF 601 Campbell Avenue Franklin, Virginia (757) (Office) (757) (Fax)

2 THIRTY (30) DAYS subsequent to the opening of Proposals without consent of FRHA. Any questions or clarifications may be directed to the attention of Sanya E. Adams, Director of Housing Management, and (757) All questions must be received no later than Tuesday April 15, PROPOSAL REQUIREMENTS LAWN CARE AND MAINTENANCE SERVICES RFP SCOPE OF WORK FRHA is seeking proposals from qualified and licensed entities to provide the following detailed lawn care and maintenance services at the sites listed herein: FRHA Central Office (located at 100 East Fourth Street) FRHA Administrative Office (located at 601 Campbell Ave) The Bruce Street (located at 340 Bruce Street) Berkley Court (located at 702 Cameron Street) Old town Terrace (located at 331 Bruce Street) Pretlow Gardens (located at 925 Pretlow Street) Lawn Care and maintenance services shall be provided as follows. Schedule o April September Spring preparation in April Weekly cuts and maintenance at FRHA Central Office, FRHA Administrative Office, Berkley, Old town, Pretlow and The Bruce St. o October December Monthly cut and fall preparation o January March On-call Per Cut o Pick-up and remove all trash/litter from grassed area, ditches and fence lines prior to mowing. o Mow all grassed areas, excessive clippings shall be bagged and removed from premises o Trim, edge and weed-eat all borders, sidewalks and edges o Blow or sweep all sidewalks, parking lots and other paved surfaces to remove grass trimmings. o Treat lawn/grass areas with herbicides and/or fertilizer, as needed o Remove all weeds/grass from flower beds, sidewalks & curbs o Remove and replace any damaged shrubbery Page 2 of 10

3 o Treat mulch beds with weed control as needed Spring Preparation - o Re-seed grassed areas as needed in bare spots o Fertilize all grassed areas o Treat with lime all grassed areas o Treat lawn with herbicides o Trim and prune shrubbery and bushes o Mulch all bedded areas o Prepare flower beds o Plant spring/summer flowers in bed and at property entry signs Fall Preparation o Re-seed all grassed areas o Fertilize all grassed areas o Treat with lime all grassed areas o Trim and prune shrubbery and bushes o Mulch all bedded areas o Prepare flower beds o Plant fall flowers in beds and at property entry signs o Rake and remove all leaves, pine straws and twigs Debris Removal o Clean up and remove all broken limbs o Clean and remove all debris from the lawn, ditches and fence lines o Clean and remove all debris from the parking lot and sidewalks Snow Removal o Treat and remove snow and ice from all sidewalks and parking lots (to be billed if there is a winter weather event, therefore provide cost sheet addendum) Contractor will make every effort to complete the assigned tasks as scheduled, task delays due to inclement weather conditions are to be addressed as soon as possible once the weather conditions improve. All lawn maintenance must be consistent with neighborhood standards and in compliance with local code/ordinance. All work should be completed in accordance with applicable federal and state construction guidelines. Generally, landscape maintenance services can be provided during normal working hours Monday through Saturday, 7:30 AM 4:30 PM. However work can NOT interrupt or restrict the operations of FRHA or its residents ( i.e. no blocked driveways, entrances, etc.) Page 3 of 10

4 The Contractor shall provide all equipment and materials needed to properly maintain the lawn. SITE VISIT Prior to submitting a proposal the Contractor(s) may (at its own risk) schedule an appointment to examine the site(s) of proposed work to become fully familiarized to the existing conditions and limitations. No allowance shall be made subsequently in this connection on behalf of the Contractor for any error or negligence on their part. Responsibility of visiting sites rests with the Contractor. INVOICING All invoices will be submitted to 601 Campbell Avenue, Franklin, VA A separate statement for each site (properly identified) is required for FRHA s accounting and consumption records. Invoices will be paid by FRHA after inspection of the work and within thirty (30) working days of receipt. TERM OF CONTRACT The successful Contractor must be properly licensed to do business within the City of Franklin and the Commonwealth of Virginia. The successful Contractor shall have been in the Lawn Care and Maintenance business for a minimum of two (2) years. The Contractor shall have a person available during normal business working hours to address any problems or complaints. The contract will be a Two (2) year contract with the option to extend for three (3) one (1) year contracts. In the event the Contractor does not perform the services as specified herein to the satisfaction of FRHA, the Authority reserves the right to cancel the contract at any time with or without cause, by giving at least fifteen (15) days written notice of the intent to cancel this contract. The Contractor shall be responsible for the employment, control, and conduct of its employees during the course of this contract. The work to be performed under the contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The Section 3 regulations allow FRHA to give a preference to companies that agree to meet Section 3 goals. For more information, visit the FRHA website at FRHAOnline.org or HUD website at HUD.gov. The parties to the contract agree to comply with HUD s regulations in 24 C.F.R. Part 135, which implement Section 3. As evidenced by their execution Page 4 of 10

5 of the contract, the parties to the contract certify that they are under on contractual or other impediment that would prevent them from complying with the Part 135 regulations. The respondent may not transfer or assign any portion of the contract without prior written approval from the FRHA. INSURANCE The Contractor shall procure, at his own expense, and keep in full force during the term of this Service Agreement, Comprehensive and Automobile Liability Insurance and Workmen s Compensation as follows: (a) (b) (c) Automobile Liability on owned and non-owned motor vehicles used in connection with this Agreement and shall contain a limit of bodily injury of at least $500,000 per person and a total limit per occurrence of at least $1,000,000 and property damage limit of $500,000 per accident. Commercial General Liability with a combined single limit for bodily injury of not less than $1,000,000 injury and $500,000 property damage per occurrence to protect the Contractor against claims for bodily injury or death and damage to the property of others. Worker s Compensation shall be maintained in accordance with the Commonwealth of Virginia requirements. The Housing Authority shall be named as an additional insured on each policy. The Contractor shall furnish annually certificates of insurance to FRHA. SUB-CONTRACTING Unless otherwise stated in this document, it is mutually agreed and understood that the successful Contractor(s) will not assign, transfer, convey, sublet or otherwise dispose of the contract (in whole or in part) without the prior written consent of the Authority. SELECTION CRITERIA Contractors shall provide a company profile; number and names of employees; and the names of key personnel to contact for emergency purposes. Contractors are to insure that they are capable of supplying services in sufficient quantity as needed to meet demand. Pre-qualifications shall include but not limited to, number, capacity, and experience in servicing developments of a similar size. Page 5 of 10

6 Contract(s) will be awarded to the business offering the best overall value to FRHA which includes the most responsive proposal with the best price, level of service, qualifications best price, etc and meets all the requirements and specifications. Preferences will be given to Section 3 firms and those supporting Section 3 goals. Proposals will be evaluated using the following criteria, with points awarded up to the following maximum points per criteria: CATEGORY Total Cost- Reasonableness and competitiveness of fees for services Company Profile & Experience-Relevant, demonstrated organizational experience (including 3 current & former references of lawn maintenance agreements covering similar services. Include company name, contact information and address. Section 3 Business- Company that employs Section 3 residents for at least 30 percent of its staff. Partial points will be given for other efforts in support of hiring low income residents. MAXIMUM POINTS Include at least three (3) current and three (3) former references of lawn maintenance agreements covering similar services listed in the proposal. Include company name, contact information, and address. TERMS AND CONDITIONS FRHA reserves the right to reject any and all proposals submitted, to award portions of this contract in whole or in part, to not award contract, and to waive any informalities in the submissions of proposals. FRHA does not discriminate against faith-based organizations or any persons on the basis of race, color, genetic information, sex, religion, national origin, age, familial status or handicap. If you have any questions or concerns regarding this policy, please contact FRHA at SUBMITTAL REQUIREMENTS 1. Business or company profile 2. List of existing / prior contracts within the past (2) years 3. Copy of the business license Page 6 of 10

7 4. Copy of insurance certificate 5. Undertaking (Form A Attached) 6. Proposal Sheet (Form B Attached) 7. Statement of Section 3 Status FORM A In submitting this proposal, the undersigned agrees: (a) (b) (c) That the Owner reserves the right to waive irregularities, to reject proposals and to award the Contract to the most qualified contractor, should it be in the best interest of the Owner to do so; That in the event the contractor does not perform the services as stipulated in the contract to the satisfaction of the Franklin Redevelopment and Housing Authority, the Authority may cancel the contract at any time by giving at least fifteen (15) days written notice of the intent to cancel the contract; and The contractor shall be responsible for the employment, control and conduct of his employees during the course of the contract. The undersigned hereby designates his business structure and location: Contractor is: (check one) Sole Proprietor ( ) Partnership ( ) Corporation ( ) If the Contractor is a Sole Proprietor, state the following: Name(s) of Partners: If the Contractor is a Corporation, state the following: (Seal and attest Seal if Proposal is submitted by a Corporation) Organized under the laws of the State of Name(s) and title(s) of officers authorized to sign the contract: The Proposal is authorized and submitted by: (Please Print) (Name of Firm) Authorized official Page 7 of 10

8 (Signature) (Title) (Date) Form B - PROPOSAL SHEET Berkley Court (located at 702 Cameron Street) Old Town Terrace (located at 331 Bruce Street) Pretlow Gardens (located at 925 Pretlow Street) The Bruce Street (located at 340 Bruce Street) Page 8 of 10

9 FORM B- PROPOSAL SHEET FRHA Central Office (located at 100 East Fourth Street) FRHA Administrative Office ( located at 601 Campbell Avenue) Page 9 of 10

10 COMPANY INFORMATION Company Name: Address: Telephone: State Contractor s License# (if required): Submitted by: Signature: Title: Date:. Section 3 Overview - ATTACHED Section 3 Form - ATTACHED Page 10 of 10