Broadleaf and Noxious weed Control April 1, 2016

Transcription

1 REQUEST FOR PROPOSALS (RFP #300) Broadleaf and Noxious weed Control April 1, 2016 River Valley Ranch Master Association Bids Due By April 13th 2016 RVR Ranch House 444 River Valley Ranch Drive Carbondale, Colorado RFP 300 Broadleaf and Noxious Weed Control Draft Date 04/01/2016

2 Purpose of Solicitation The River Valley Ranch Master Association (RVRMA) is seeking the services of a private Contractor(s) to: (1) Spray for Broad Leaf Weeds in Turf areas of RVRMA and Town Parks. (2) Back pack spray Noxious weeds in native areas of RVRMA. (3) Back pack spray Noxius weeds in emplty lots. The Contract may not necessarily be awarded to the lowest bidder. Pre-Bid Information Questions regarding the Request for Proposal (RFP), the bid process, and/or the program specifications shall be in writing and delivered via to Executive Director, Ivan Perrin, executivedirector@rvrcommunity.com. Written ed questions are due as per the Bid Process and Key Dates document hereby attached as Exhibit A. Any attachments must be in pdf form. Please call ext. 305 to advise Mr. Perrin that you have submitted ed questions. Depending on the number of site visits requested, a group visit may be organized. Unless otherwise notified by the RVRMA, in writing, Mr. Perrin shall be the RVRMA Representative for all purposes. Bid Copies & Conditions Two (2) signed copies of the Bid shall be submitted, and shall be enclosed in a sealed envelope bearing the name of the bidder. The Bid shall be delivered by the time and to the place stipulated in Exhibit A. It is the bidder s sole responsibility to see that its Bid is submitted and received by the deadline shown on Exhibit A. Length of Contract The term of the Contract service shall be for the 2016 landscaping season. If the RVRMA Executive Board of Directors (the Board) determines that the Contractor s performance of its responsibilities and obligations is inadequate or does not fulfill the contractual terms and conditions, the Contract may be terminated early. Contractor Performance The RVRMA may conduct a review of the Contractor s performance at any time upon execution of the Contract to determine if the Contractor s performance under P a g e 2 6

3 the RFP, Contract and Exhibits is adequate and consistent with the contractual terms and conditions. Review of Contractor s performance shall be made by various means as determined by the Board or its appointees. Standards to be used to determine adequacy of service and contractual compliance shall include but not be limited to: (1) customer satisfaction, (2) number and nature of complaints received by the RVRMA and Contractor, (3) ability and willingness to resolve problems, (4) Staff satisfaction and (5) efficiency and effectiveness in delivery of contractual services. The RVRMA shall determine whether Contractor s performance is satisfactory and contractually compliant based on information provided at a special or regularly scheduled meeting called by the Board or its appointees. Form of Contract RVRMA has the right to choose the Contractors Standard Form Contract or provide its own. RVRMA Right of Refusal The RVRMA reserves the right to reject any or all bids, to waive any minor irregularity in a bid, and to make the award of Contract in the overall best interest of the RVRMA. Qualifications for Bid Evaluation of Bids To become a Qualified Contractor to bid this RFB send written request via to Ivan Perrin, executivedirector@rvrcommunity.com. You will receive an correspondence verifying whether you have been qualified to bid this RFP 300. No contractor, unless qualified by the Executive Director, will be considered. The Contract shall be awarded at the discretion of the Board or its appointees. Evaluation criteria shall include but not be limited to: General demonstrated professional competency Contractor staff experience assigned to RVRMA Contractor s equipment Reliability and references Bidder s procedures to ensure public safety during its operations Experience in the needs of our type of organization Clear demonstration of operational capability to successfully execute this RFP Contract price. P a g e 3 6

4 Bidders may be requested to attend a Question and Answer session as part of the selection process. Payment to Contractor Payment to the Contractor shall occur as follows: Deposit of 25% upon deployment. Payments of another 50% upon completion of 6 out of 8 homes. Final 25% release after final walkthrough and punch list completion with Executive Director. Scope of Services and Specifications 1. Spray for Broad Leaf Weeds in Turf areas of RVRMA and Town Parks. Approximate square footage is 1,700,000. One Spring application. 2. Back pack spray Noxious weeds in native areas of RVRMA. One season application, Contractor and Executive Director to decide timing. 3. Back pack spray Noxious weeds in empty lots. One season application, Contractor and Executive Director to decide timing. This is an hourly charge which will be tracked by lot number for rebilling. Tracking and reporting is the responsibility of the Contractor. Material *****Total information of Materials used to be given to RVRMA for newsletter announcement prior to any applications***** Warranty Visual recognition of effective results to approximately 80% of targeted weeds. Complaints The Contractor s process for complaints shall be as follows: (a) the customer contacts the RVRMA about an issue; (b) the RVRMA shall contact the Contractor with the information as soon as possible, but no later than 24 hours after receiving the complaint. This complaint protocol obligation is reciprocal and also binding on the Contractor should it receive the customer complaint directly. All complaints and their resolution must be documented and provided by and to the Contractor or the RVRMA subject to which party receives the complaint and resulting solution. Necessary Information from Bidders Contractor will provide proof of the following when submitting their proposal: P a g e 4 6

5 A. Proof of Workers Compensation insurance. B. Employers Liability Insurance with a limit of not less per occurrence than $500,000 C. Commercial General Liability Insurance with a combined single limit of not less than $1,000,000 per occurrence, applying to bodily injury and property damage, with Broad Form Liability D. Commercial Automobile Liability insurance covering all owned, nonowned and hired automobiles with a combined single limit of not less than $1,000,000 per occurrence, for bodily injury and property damage. E. A reference sheet with a minimum of three references. References should include contact names, phone numbers and addresses. F. If awarded the contract, Contractor must verify business licensed with the Town of Carbondale and a Certificate of Good Standing from the Colorado Secretary of State. G. Personnel and Supervision: Contractor shall designate a supervisor that will be onsite at all times to interact with RVRMA. This supervisor shall be knowledgeable of all areas and requirements of the contract. The designated person shall be reachable by or by phone from 8:00am to 5:00pm Monday through Friday. Necessary Information for Bidders A. Subcontractors: Work will not be subcontracted to another party without the express written consent of Executive Director. B. This RFB does not constitute (i) an offer which by acceptance forms the basis for a legal and binding contract; or (ii) a bid. River Valley Ranch is simply seeking information that it may or may not use to choose a Contractor. Any information contained herein is not meant to and does not give rise to any express or implied legal duties, which may be imposed upon River Valley Ranch Master Association. C. Communication: Supervisor should report any noted problem areas to the Executive Director. Respectfully Submitted, Ivan Perrin RVRMA Executive Director 444 River Valley Ranch Drive Carbondale, CO ext executivedirector@rvrcommunity.com P a g e 5 6

6 Exhibit A RFP #300 Broadleaf and Noxious weed Control April 1, RFP Issued April 7, All Written Request and Questions due Date April 11, RVRMA responses to questions due Date April 13, RFP Due 4pm Contractor to Verify delivery to: Ivan Perrin Executivedirector@rvrcommunity.com 444 River Valley Ranch Drive, Carbondale, CO April 13-15, Proposal Reviews April 15, Successful candidate notified/contracts finalized P a g e 6 6