CITY OF PARKLAND INVITATION TO BID CITYWIDE LANDSCAPING SERVICES

Transcription

1 CITY OF PARKLAND INVITATION TO BID CITYWIDE LANDSCAPING SERVICES RESPONSES ARE DUE BY 2:00 PM WEDNESDAY NOVEMBER 22, 2017 City of Parkland, City Hall City Clerk s Office 6600 University Drive Parkland, Florida (954)

2 City of Parkland 6600 University Drive, Parkland, FL (954) INVITATION TO BID Citywide Landscaping Services CONTACT INFORMATION: Ryan Spradlin Public Works, City of Parkland 6500 Parkside Drive Parkland, FL P: (954) ITB No ISSUED DATE: October 29, 2017 RESPONSE DUE DATE: November 22, 2017 at 2:00 P.M. (EST) DEADLINE FOR WRITTEN QUESTIONS: November 17, 2017 SOLICITATION RESPONSE: Sealed responses will be received until the response due date specified above or as otherwise amended. No late responses will be accepted. Responses must be delivered to: City of Parkland, City Clerk s Office, 6600 University Drive, Parkland, Florida OFFER PERIOD: All responses shall remain firm for a period of Ninety (90) calendar days from the response due date specified above or as otherwise amended. X X SECTION 1 Introduction and Information SECTION 4 Special Conditions X X SECTION 2 Standard Terms and General Conditions SECTION 5 Specifications and Proposal Requirements X SECTION 3 Consideration of Award X Pricing Page Drug Free Workplace X Bid Bond X Non-Collusive Affidavit X Form Public Entity Crime Acknowledgement of X X Bidder Information X Statement Business Type Background Check X References X Qualification Statement X Affidavit COMPANY NAME: MAILING ADDRESS: PHONE: NAME OF AUTHORIZED REPRESENTATIVE: 2

3 The City of Parkland is requesting sealed bids for the grounds and landscape maintenance services at various City facilities, parks, medians, swales and other public right-of-ways according to the exhibits and specifications attached hereto. Sealed bids will be received at the City of Parkland City Hall 6600 University Drive, Parkland, Florida, 33067, until Wednesday, November 22, :00 PM local time, at which time they will be publicly opened and read. All Bidders or their representatives are invited to be present. Bids shall be delivered and addressed to, City of Parkland, Attn: City s Clerk s Office, 6600 University Drive, Parkland, Florida and shall be labeled SEALED BID FOR Citywide Landscaping Services-ITB Any bidder who wishes his bid to be considered is responsible for making certain that his bid is received in the City by the proper time. No oral, telegraphic, electronic, facsimile, or telephonic bids or modifications will be considered unless specified. Bids received after the scheduled Bid Submittal Deadline will be returned unopened. It is the responsibility of the Bidder to see that any Bid submitted shall have sufficient time to be received by the City before the Bid Submittal Deadline. Late Bids will be returned to the Proposer unopened. Bidder must submit one (1) identified original, one (1) electronic, and one (1) copy of the bid including any attachments. The bid shall be signed by a representative who is authorized to contractually bind the Bidder. [X] MANDATORY PRE-PROPOSAL CONFERENCE A mandatory pre-proposal conference is scheduled for November 7th, :00 AM, at 6500 Parkside Drive, Parkland, FL All Bidders planning to submit a bid are required to attend this meeting. Bidders should allow sufficient time to insure arrival prior to the indicated time. Bids from those who have failed to attend the mandatory pre-bid conference will not be opened. [ ] VOLUNTARY PRE-PROPOSAL CONFERENCE A voluntary pre-proposal conference is scheduled for, at the Parkland, FL. Attendance at the pre-proposal conference is encouraged. This information session presents an opportunity for the Proposers to clarify any concerns regarding the proposal requirements and visit the site location. Although the preproposal conference is optional, no modification or any changes will be allowed because of the failure of the Proposer to have visited the site or attend the conference or carefully review all available information. [ ] NO PRE-PROPOSAL CONFERENCE IS SCHEDULED 3

4 SCHEDULE OF EVENTS The schedule of events, relative to the bid shall be as follows: Event Date (on or by) Advertisement of bid 10/29/2017 Mandatory Pre-Bid Meeting 10:00 A.M. Last day for questions/clarification 11/13/2017 Last day for addendum to be posted 11/17/2017 Opening of Bid 2:00 P.M. Notice of Award 12/06/2017 Notice to Proceed 12/11/2017 Note: All dates/times are subject to change at the City s discretion 4

5 SECTION 1 - INTRODUCTION AND INFORMATION The City of Parkland, Florida (the CITY) seeks to engage the services of a qualified firm for the grounds and landscape maintenance services at various City facilities, parks, medians, swales and other public right-of-ways in accordance to the exhibits and specifications attached hereto. The work consists of furnishing all labor, materials, equipment, tools, permitting, service, transportation, and supervision necessary to properly complete the work in a safe, effective and efficient manner. It is the intention of the CITY to award the bid to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the Invitation to Bid (ITB). 1.0 INFORMATION/CLARIFICATION: For information concerning this ITB contact Ryan Spradlin (Operations Manager) at (954) Such contact is to be for clarification purposes only. Changes, if any, to the technical specifications or bid procedures will only be transmitted by written addendum acknowledged by Bidder ADDENDA, CHANGES OR INTERPRETATIONS DURING PROPOSAL: Any inquiry or request for interpretation received seven (7) or more days prior to the date fixed for the opening of the bids will be given consideration. Changes or interpretations may only be made by a written document in the form of an addendum and, if desired, will be mailed or sent by available means to all known prospective Bidders no later than four (4) days prior to the established proposal opening date. Each prospective Bidder shall acknowledge receipt of such addenda in the space provided in the proposal form. In case any Bidder fails to acknowledge receipt of such addenda or addendum, his/her proposal will nevertheless be considered as though it had been received and acknowledged and the submission of his proposal will constitute acknowledgment of the receipt of same. All addenda are a part of the contract documents and each Bidder will be bound by such addenda, whether or not received by him/her. It is the responsibility of each prospective Bidder to verify that he/she has received all addenda issued before Bids are opened. No verbal interpretations may be relied upon. 1.1 QUESTIONS: Questions should be sent to Ryan Spradlin, Operations Manager at: rspradlin@cityofparkland.org with a copy to Bill Evans, Public Works Director via at: bevans@cityofparkland.org. To facilitate prompt receipt of questions they can be sent to the CITY via FAX at (954) to the attention of: Ryan Spradlin 5

6 1.2 INITIAL CONTRACT PERIOD AND CONTRACT RENEWAL: The term of this Agreement shall be for a one (1) year period commencing on the date that service commences provided that the Agreement has been executed by both parties prior to such date. Services shall commence on December 11, 2017, however the City, at its sole discretion, reserves the right to modify the aforementioned commencement date should it deem necessary. City shall not be responsible for any costs associated with such modifications. The City reserves the right to renew the terms of this Agreement for two (2) additional years in one (1) year increments pending a mutual agreement between the City and the Contractor and a review of Contractor s performance for the previous one year period. Such review shall be done with a written notice to Contractor by City. 1.3 ELIGIBILITY: To be eligible to respond to this ITB, the proposing contractor or firm must demonstrate that they, or the principals assigned to the project, have successfully provided services of similar magnitude to those specified in the Scope of Services section of this ITB to at least one CITY similar in size and complexity to the City of Parkland or can demonstrate they have the experience with large scale private sector clients and the managerial and financial ability to successfully perform the services. 1.4 BID SECURITY: Each proposal shall be accompanied by bid security in the form of Cashier s Check/Certified Check or Surety Bond payable to the City of Parkland, and shall be in the amount equal to five percent (5 %) of the total bid price. The Bonding must be executed by a surety company authorized to do business in the State of Florida or secured in a manner satisfactory to the City of Parkland. The CITY reserves the right to reject any and all security tendered to the CITY. Upon award of a Contract, Contractor shall furnish a Performance Bond in an amount of the contractor s obligations under the contract documents. The Performance Bond shall remain in full force and effect for the entire Contract term and any extensions thereof. Bid security will be returned to Bidders upon execution of a Contract, receipt of required Performance bonds and receipt of appropriate insurance coverage with the successful Bidder. 1.5 INSURANCE AND PERFORMANCE AND PAYMENT BONDS: Failure of the successful Bidder to execute a Contract, file any required Performance and Payment Bonds, and furnish evidence of appropriate insurance coverages (including evidence of workers compensation coverage if required by this ITB) within thirty (30) days after written notice of award has been given, shall be just cause for the annulment of the award and the forfeiture of the ITB security to the CITY, which forfeiture shall be considered, not as a penalty, but as liquidation of damages sustained. 1.6 INSURANCE: The successful bidder shall not commence operations; construction and/or installation pursuant to the terms of this ITB and the attached Contract, until certification or proof of the insurance requirements set forth within the attached 6

7 contract have been received and approved by the CITY. Any questions as to the intent of meaning of any part of the insurance requirements set out in the attached contract should be directed to the CITY. 7

8 SECTION 2 - STANDARD TERMS AND GENERAL CONDITIONS 2.1 SUBMISSION AND RECEIPT OF BIDS: To receive consideration, bids shall be submitted in accordance with this ITB. Any erasures or corrections on the bid must be made in ink and initialed by Bidder in ink. All information submitted by the Bidder shall be printed, typewritten or filled in with pen and ink. Bids shall be signed in ink. Separate bids must be submitted for each ITB issued by the CITY in separate sealed envelopes properly marked. When a particular ITB requires multiple copies they may be included in a single envelope or package, properly sealed and identified. Bidders shall use the bid forms provided by the CITY. These forms may be duplicated, but failure to use the forms may cause the bid to be rejected as non-responsive All copies of the bids must contain an original manual signature of the authorized representative of the Bidder. Bids should contain an acknowledgment of receipt of all Addenda. The address, and telephone number for communications regarding the Bid must be shown Bids by corporations must be executed in the corporate name by the President or other corporate officer accompanied by evidence of authority to sign. The corporate address and state of incorporation must be shown below the signature Bids by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signatures All Bids received from Bidders in response to the Invitation to Bid will become the property of the City of Parkland and will not be returned to the Bidder. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of the CITY. 2.2 QUALIFICATIONS STATEMENT (Applicable if box checked): Each Bidder shall complete the Qualifications Statement and submit the same with his Bid. Failure to submit the Qualifications Statement and the documents required there under with the bid may constitute grounds for rejection of the Bid. [ X ] The City of Parkland reserves the right to make a pre-award inspection of the Bidder s facilities and equipment prior to award of the Contract. 2.3 BIDDER S COSTS: The CITY shall not be liable for any costs incurred by Bidder in responding to this ITB. 8

9 2.4 BID ACCEPTANCE: Bidder warrants by virtue of submitting his/her Bid that his Bid and the prices quoted in his Bid will be firm for acceptance by the CITY for a period of 90 days from the date of ITB opening unless otherwise stated in the ITB. 2.5 NO EXCLUSIVE CONTRACT/ADDITIONAL SERVICES: Bidder agrees and understands that, unless specifically and expressly provided for herein, the Contract shall not be construed as an exclusive arrangement and further agrees that the CITY may, at any time, secure similar or identical services at its sole option. 2.6 MISTAKES: Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions, and special conditions pertaining to the ITB. Failure of the Bidder to examine all pertinent documents shall not entitle him to any relief from the conditions imposed in the contract and may lead to rejection of a bid. 2.7 REJECTION OF BIDS: The CITY reserves the right to accept or reject any or all bids, part of bid, and to waive minor irregularities or variations to specifications contained in bid, and minor irregularities in the bid process. 2.8 RESOLUTION OF PROTESTED SOLICITATIONS AND BID AWARDS: All bid protests shall be filed and processed as set forth in Section of the City Code. 2.9 LEGAL REQUIREMENTS: Applicable provisions of all federal, state, and county laws, and local ordinances, rules and regulations, shall govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes which may arise between person(s) attaching a bid response hereto and the CITY by and through its officers, employees and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any bidder shall not constitute a cognizable defense against the legal effect thereof The Legal Advertisement, Notice of Invitation to Bid, Standard Terms and General Conditions, Special Conditions, Specifications, Instructions to Bidders, Exhibits, Addenda and any other pertinent document form a part of this ITB and by reference are made a part of any response to this ITB Pursuant to Section (1) Florida Statutes, it is unlawful for a bidder or proposer to knowingly and intentionally influence or attempt to influence any competitive solicitation of the City of Parkland. 9

10 2.10 BACKGROUND CHECKS: The City reserves the right to require background checks of any personnel assigned by the successful bidder to perform services under this contract SPECIAL CONDITIONS: Any and all Special Conditions contained in this ITB that may be in variance or conflict with the General Conditions shall have precedence over the General Conditions. If no changes or deletions to General Conditions are made in the Special Conditions, then the General Conditions shall prevail in their entirety PROHIBITION OF INTEREST: No contract will be awarded to a Bidder who has CITY elected officials, officers or employees affiliated with it, unless the Bidder has fully complied with current Florida State Statutes and CITY Ordinances relating to this issue. Bidders must disclose any such affiliation. Failure to disclose any such affiliation will result in disqualification of the Bidder and removal of the Bidder from the CITY's Bidder's List and prohibition from engaging in any business with the CITY CONFLICT OF INTEREST: The Bidder covenants that they presently have no interest and shall not acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the services hereunder. The Bidder further covenants that no person having any such known interest shall be employed or conveyed an interest, directly or indirectly, in the contract The BIDDER represents itself to be an independent firm offering such services to the general public and shall not represent itself or its employees to be employees of the City of Parkland. Therefore, the Bidder shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the City of Parkland, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters NO CONTINGENT FEE: Bidder warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Bidder to solicit or secure the Contract and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Bidder, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making the Contract. For the breach or violation of this provision, the CITY shall have the right to terminate the Contract without liability at its discretion. 10

11 2.15 PUBLIC RECORDS / CONFIDENTIAL INFORMATION: Florida law provides that municipal records shall at all times be open for personal inspection by any person (Section , F.S., Public Records Law). Information and materials received by CITY in connection with all Bidder's response shall be deemed to be public records subject to public inspection upon award, recommendation for award or 30 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section , F.S. Therefore, if the Bidder believes any of the information contained in his or her response is exempt from the Public Records Law, the Bidder must in his or her response specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the CITY will treat all materials received as public records. If the contractor has questions regarding the application of Chapter 119, Florida Statutes, to the contractor s duty to provide public records relating to the contract, contact the City Clerk, Office of the City Clerk, 6600 University Drive, Parkland, FL 33067; (954) , cityclerk@cityofparkland.org All contractors of the City shall be required to comply with the Florida Public Records Law, Chapter 119 to the extent applicable. Please make sure your records related to City contracts are preserved as you will be deemed the custodian if the record is determined to be a public record. If you have any questions you may contact the City Clerk at or City Attorney at Sealed bids, proposals, or replies received by the City are exempt from s (1) and s. 24(a), Art. I of the State Constitution until such time as the City provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier COMPLIANCE WITH PUBLIC RECORDS LAW: In addition to other contract requirements provided by law, each public agency contract for services entered or amended on or after July 1, 2016, must include: (a) The following statement, in substantially the following form, identifying the contact information of the public agency s custodian of public records in at least 14-point boldfaced type: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE 11

12 CUSTODIAN OF PUBLIC RECORDS AT OFFICE OF THE CITY CLERK ( , 6600 University Drive, Parkland, FL 33067) (b) A provision that requires the contractor to comply with public records laws, specifically to: 1. Keep and maintain public records required by the public agency to perform the service. 2. Upon request from the public agency s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency s custodian of public records, in a format that is compatible with the information technology systems of the public agency. (3) REQUEST FOR RECORDS; NONCOMPLIANCE. (a) A request to inspect or copy public records relating to a public agency s contract for services must be made directly to the public agency. If the public agency does not possess the requested records, the public agency shall immediately notify the contractor of the request, and the contractor must provide the records to the public agency or allow the records to be inspected or copied within a reasonable time. (b) If a contractor does not comply with the public agency s request for records, the public agency shall enforce the contract provisions in accordance with the contract. (c) A contractor who fails to provide the public records to the public agency within a reasonable time may be subject to penalties under s PUBLIC ENTITY CRIMES INFORMATION STATEMENT: A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public 12

13 entity, may not be awarded or perform work as a Proposer, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO For a period of thirty-six (36) months from the date of being placed on the convicted vendor list NON-COLLUSIVE AFFIDAVIT: Each Proposer shall complete the Non-Collusive Affidavit Form Schedule A and shall submit the form with the Bid. The CITY considers the failure of the Bidder to submit this document to be a major irregularity and may be cause for rejection of the Bid SUB-CONTRACTORS: If the Bidder proposes to use subcontractors in the course of providing these services to the CITY, this information shall be a part of the ITB response. Such information shall be subject to review, acceptance and approval of the CITY, prior to any Contract award. The CITY reserves the right to approve or disapprove of any subcontractor candidate in its best interest CONE OF SILENCE: A Cone of Silence shall apply as follows: A Cone of Silence shall be in effect during a Competitive Solicitation beginning upon the advertisement for requests for proposals, requests for qualifications and competitive bids. The Cone of Silence shall terminate at the time the City Commission makes final award of a bid or gives final approval of a contract or contract amendment, rejects all bids or responses to the Competitive Solicitation, or takes other action which ends the Competitive Solicitation. The Cone of Silence shall continue through the negotiation phase for requests for proposals and requests for qualifications and shall not end until the Commission gives final approval of the contract Any person or entity that seeks a contract, contract amendment, award, recommendation, or approval related to a Competitive Solicitation or that is subject to being evaluated or having its response evaluated in connection with a Competitive Solicitation, including a person or entity s representative shall not have any communication with any City Commissioner, the City Manager and their respective support staff or any person or group of persons appointed or designated by the City Commission or the City Manager to evaluate, select, or make a recommendation to the City Commission or the City Manager regarding a Competitive Solicitation The Cone of Silence shall not apply to written or oral communications with legal counsel for the CITY or the Purchasing Agent for the CITY. 13

14 Any action in violation of this section shall be cause for disqualification of the bid or the proposal. The determination of a violation shall be made by the City Commission PERFORMANCE AND PAYMENT BONDS/IRREVOCABLE LETTER OF CREDIT: The Contractor will execute and deliver to the City, concurrent with the execution of the contract by the Bidder, a Performance Bond or Unconditional Irrevocable Letter of Credit payable to the City, in the face amount equal to the contract price as required by this RFP. The Performance Bond must be executed by a surety company of recognized standing, authorized to do business in the State of Florida and having a resident agent. If a letter of credit is chosen, it must be in the favor of the City MINORITY PARTICIPATION: Bidders are advised that the city promotes equal employment opportunity (EEO) and encourages the participation of minority and women business enterprises (M/WBE) as well as small business enterprises in all aspects of contracting and has set a goal of 15% participation where economically feasible. Joint venturing at the prime and subconsultant levels is encouraged where the joint venture results in a more qualified and/or more diverse bidder. Bidder shall make efforts to maintain no less than fifteen (15) percent M/WBE participation for contracts over one hundred thousand dollars ($100,000.00) LOCAL PREFERENCE: The City may grant a local preference in the amount of five (5) percent of any bid to the lowest qualified, responsible and responsive local bidder. If said local bidder is within 5 % of the lowest responsible and responsive bid, then the lowest, responsible, responsive local bidder shall be permitted to match the lowest bid within three business days of notice from the City. The City has the sole discretion in determining whether a business meets the criteria to qualify for a local business preference and reserves the right to revoke this preference at any time if the City determines the business no longer meets the following criteria: (a) The principal place of business is located in the City of Parkland; and (b) The business has held a valid City business license for at least one(1) year prior to the date of application; and The principal place of business is located in the City of Parkland; and (c) The business maintains its status as a local bidder throughout the term of the contract; if it fails to do so the contract shall entitle the City, in its sole discretion, to terminate the contract CONTRACT: The final Contract shall include any additional terms and conditions as approved by the City Manager. 14

15 2.25. RESERVED: 2.26 COMPLIANCE WITH LAWS: The selected Contractor, its officers, agents, employees, and contractors, shall abide by and comply with all federal, state, and local laws. It is agreed and understood that if City calls the attention of Contractor to any such violations on the part of the Contractor, its officers, agents, employees, contractors, then Contractor shall immediately desist from and correct such violation. If Contractor is in violation of any law, Contractor shall be solely responsible for coming into compliance with such law and shall be solely responsible for the payment of any fine charged for such violation BIDDER S REPRESENTATION: By virtue of its submission of this response to the ITB, bidder represents that it has reviewed all information which it has reason to believe is relevant to the making of this bid, including any necessary site inspections and field inspections, measurements and visits and that there is no information which it does not possesses which it believes is necessary to make a fully informed and accurate proposal ADDITIONAL PROVISIONS Correction on bids. (a) Mathematical errors Errors in extension of unit prices or mathematical calculations may be corrected by the Purchasing Agent or designee prior to award. The unit prices shall not be changed. (b) A bidder shall be permitted to correct clerical, non-judgmental mistakes of fact in their bid by Purchasing Director through a written directive. (c) Voluntary reduction of price The City may accept a voluntary reduction from a low bidder after bid opening, if such reduction is not conditioned on, nor results in, the modification or deletion of any condition contained in the invitation for bids. A voluntary reduction may NOT be used to ascertain the lowest responsive bidder Cancellation of bids. (a) Any time prior to bid opening date and time, the City may cancel or postpone the bid opening or cancel the invitation for bid in its entirety. (b) After bids are open, any or all bids may be rejected by the City. 15

16 Withdrawal of bids. (a) Any bidder may voluntarily withdraw or amend their bid at any time prior to the bid opening by providing written notice to the City. Amendments should be forwarded to the City Clerk, sealed and identified. (b) After bid opening, vendors shall not be allowed to withdraw a bid in less than ninety (90) days, or a specific time period stated in the invitation to bid with the following exception The bid is so outrageous as to be a prima facie evidence of a bid mistake, but a mistake that cannot be corrected by correction of mathematical computation DAMAGE TO PUBLIC AND/OR PRIVATE PROPERTY: Extreme care shall be taken by Contractor to safeguard all existing facilities, site amenities, utilities, irrigation systems, and vehicles on or around the job site. Damage to public and/or private property shall be the responsibility of the Contractor and shall be repaired and/or replaced by Contractor at no additional cost to the City. The Contractor shall use all means to protect existing objects, structures and vegetation designated to remain. In the event of damage, the Contractor shall immediately make all repairs, replacements and dressings to damaged materials, to the approval of the City, at no additional cost to the City. Contractor shall call Sunshine State One Call (811) in accordance with Florida Law prior to performing any underground excavation or earth moving activities PERMITS AND LICENSES: The Contractor shall submit copies to the City s Public Works & Engineering Director or designee of all licenses required for this work. Contractor, at his/her expense shall be responsible for obtaining any permits and licenses that may be required under this Agreement HOURS OF OPERATION: All work under this contract shall be performed between the hours of 7:30am and 7:30pm, Monday through Friday, 9:30am and 7:30pm Saturday and 10:00am and 2:00pm Sunday, local time. No exceptions to these hours shall be made without the expressed written consent of the City. All maintenance shall be performed in accordance with a City approved service schedule to be submitted by Contractor after the Notice of Award SITE INSPECTION: It shall be the responsibility of the Bidder to inspect the site before submission of bids. No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of this contract will be accepted as the basis for varying the requirements of the City or the compensation to the Bidder. Omission of any essential details from these specifications will not relive the Contractor of supplying such product (s) and/or services (s) as specified. 16

17 2.33 PAYMENTS: Annual contract amount shall be divided into twelve (12) equal monthly payments. Payment will be made after the services have been completed, accepted and properly invoiced. Invoices must bear the project name, bid number and purchase order. The City has up to thirty (30) days to review, approve and pay all invoices after receipt ASSIGNMENT: The Contractor shall not transfer or assign the performance required by this bid without the prior consent of the City. Any award issued pursuant to this bid and monies that may become due hereunder are not assignable except without prior written approval of the City CANCELLATION FOR UNAPPROPRIATED FUNDS: The obligation of the City for payment to a Consultant is limited to the availability of funds appropriated in the current fiscal period, and continuation of the contract into a subsequent fiscal period is subject to appropriation of funds, unless otherwise authorized by law WARRANTY: Contractor at its sole cost and expense shall warranty all workmanship and replace any dead, dying or infested plant materials including shrubs, hedges, trees and groundcovers that were installed by Contractor for a period of twelve (12) months from date of installation provided the condition of said plant materials is not directly related to vandalism, acts of God and/or a vehicular accident. 17

18 SECTION 3 - CONSIDERATION OF AWARD 3.0 CRITERIA FOR AWARD: The award of the bid shall be to the lowest responsive and responsible bid that is in the best interest of the City. In determining the lowest responsive and responsible bidder, in addition to price, the City shall consider the following: 1. The ability, capacity and skill of the bidder to perform the contract 2. Whether the bidder can perform the contract within the time specified, without delay or interference. 3. The character, integrity, reputation, judgment, experience and efficiency of the bidder. 4. The quality of performance on previous public or private contracts of similar type. 5. The previous and existing compliance by the bidder with laws and ordinances relating to this contract. 6. The ability of the bidder to provide future maintenance and service. Tie bids. The tie may be broken and the successful Bidder selected by the following criteria presented in order of importance and consideration: 1. Quality of the items or services if it is ascertainable. 2. Time of delivery if provided in the bid. 3. If the above criteria are impossible to determine with any reasonableness or do not resolve the issue, the award will be given to that vendor whose bid was received first as indicated by the time stamp on the envelope containing the bid. The City reserves the right to accept or reject any or all bids and to waive any informality concerning the bids when such rejection or waiver is deemed to be in the best interest of the City of Parkland. 3.1 CONSIDERATION FOR AWARD/AWARD PROCEDURES: City staff shall evaluate bids and report to the Commission the results of the evaluation. 3.2 COMMISSION ACTION: The City Commission shall review the staff evaluation and award to the lowest responsible and responsive Bidder in the best interests of the City unless the said bid received is under twenty-five thousand dollars ($ 25,000.00) where the City Manager is then authorized to award said bid to the lowest most responsive Bidder that is in the best interest of the City and is authorized to enter into a contract with the Bidder. 18

19 3.3 In the event that grant funds are not made available for this project, the City Manager is authorized to reject all bids without City Commission consent. 3.4 Within thirty (30) days of award of the bid by the City Commission, the successful Bidder shall be required to enter into a contract to provide the services/material/product at the price and on the terms specified in the bid as drafted by and approved by the City Attorney. Failure to do so shall cause the award to be void; provided that the City Manager may authorize an extension of up to sixty (60) days. No price increase shall be permitted. 19

20 SECTION 4 - SPECIAL CONDITIONS 4.1 [ ] TIME FOR COMPLETION/ LIQUIDATED DAMAGES: N/A [ X ] COUNTY/STATE LICENSE REQUIREMENTS: Bidder shall be licensed and qualified to do business in its area of expertise and shall submit copies of all applicable licenses/certifications with their proposal. The successful Bidder will be required to maintain the appropriate licenses and certificates throughout the term of the contract. Broward County Tree Trimmer License State of Florida Certified Pesticide Applicator License Commercial Fertilizer Applicators License ISA Certified Arborists Any bid that is submitted by a Bidder who is not properly licensed/certified at the time the proposal is submitted may be rejected as non-responsive. 4.2 INDEMNIFICATION CONTRACTOR shall at all times hereafter indemnify, hold harmless and, at the City Attorney s option, defend or pay for an attorney selected by the City Attorney to defend CITY, its officers, agents, servants, and employees from and against any and all causes of action, demands, claims, losses, liabilities and expenditures of any kind, including attorney fees, court costs, and expenses, caused or alleged to be caused by intentional or negligent act of, or omission of, CONTRACTOR, its employees, agents, servants, or officers, or accruing, resulting from, or related to the subject matter of this Contract including, without limitation, any and all claims, losses, liabilities, expenditures, demands or causes of action of any nature whatsoever resulting from injuries or damages sustained by any person or property. In the event any lawsuit or other proceeding is brought against CITY by reason of any such claim, cause of action or demand, CONTRACTOR shall, upon written notice from CITY, resist and defend such lawsuit or proceeding by counsel satisfactory to CITY or, at CITY s option, pay for an attorney selected by City Attorney to defend CITY. The provisions and obligations of this section shall survive the expiration or earlier termination of this contract. To the extent considered necessary by the Contract Administrator and the City Attorney, any sums due CONTRACTOR under this Contract may be retained by CITY until all of CITY's claims for indemnification pursuant to this Contract have been settled or otherwise resolved; and any amount withheld shall not be subject to payment of interest by CITY. Nothing herein shall be deemed a waiver or limitation of any 20

21 sovereign immunity provided by law or any limitation of the City s liability in any statute or as otherwise provided by law. 4.3 INSURANCE (Applicable if box checked) [X] To ensure the indemnification obligation contained above, CONTRACTOR shall, at a minimum, provide, pay for, and maintain in force at all times during the term of this Contract (unless otherwise provided), the insurance coverages Article. Each insurance policy shall clearly identify the foregoing indemnification as insured. [ ] Such policy or policies shall be without any deductible amount unless otherwise noted in this Contract and shall be issued by approved companies of process may be made in Broward County, Florida. [X] CONTRACTOR shall pay all deductible amounts, if any. [X] CONTRACTOR shall specifically protect CITY by naming THE CITY OF PARKLAND as additional insured under the Commercial Liability Policy as well as on any Excess Liability Policy coverage. [X] Commercial Liability Insurance. A Commercial Liability Insurance Policy shall be provided which shall contain minimum limits of one million Dollars ($1,000,000.00) per occurrence combined single limit for bodily injury liability and property damage liability and shall contain minimum limits of two million Dollars ($2,000,000.00) per aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of the Commercial Liability Policy, without restrictive endorsements, as filed by the Insurance Services Office and must include: Premises and/or operations. Independent contractors. Products and/or Completed Operations for contracts. Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless and/or indemnification Contract. Personal Injury Coverage with Employee and Contractual Exclusions removed, with minimum limits of coverage equal to those required for Bodily Injury Liability and Property Damage Liability. [X] Business Automobile Liability. Business Automobile Liability shall be provided with minimum limits of five hundred thousand Dollars ($500,000.00) per occurrence, 21

22 combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Services Office, and must include: Owned Vehicles, if applicable. Hired and Non-Owned Vehicles, if applicable. Employers' Non-Ownership, if applicable. [X] Workers Compensation Insurance. Workers' Compensation insurance to apply for all employees in compliance with Chapter 440, Florida Statutes, as may be amended from time to time, the "Workers' Compensation Law" of the State of Florida, and all applicable federal laws. In addition, the policy (ies) must include: Employers' Liability with a limit of Five Hundred Thousand Dollars ($ 500,000.00) each accident. If any operations are to be undertaken on or about navigable waters, coverage must be included for the U.S. Longshoremen & Harbor Workers Act and Jones Act. Insurance shall include in addition to any other requirements, coverage for class codes 0042, 9102, and [X] CONTRACTOR shall furnish to CITY s PURCHASING AGENT a Certificate of Insurance or endorsements evidencing the insurance coverage specified by this Article within thirty (30) calendar days after notification of award of the Contract. The required Certificates of Insurance shall name the types of policies provided, refer specifically to this Contract, and state that such insurance is as required by this Contract. CONTRACTOR s failure to provide to CITY the Certificates of Insurance or endorsements evidencing the insurance coverage within thirty (30) calendar days shall provide the basis for the termination of the Contract. [X] Coverage is not to cease and is to remain in force (subject to cancellation notice) until all performance required of CONTRACTOR is completed. All policies must be endorsed to provide CITY with at least thirty (30) days notice of expiration, cancellation and/or restriction. If any of the insurance coverages will expire prior to the completion of the work, copies of renewal policies shall be furnished at least thirty (30) days prior to the date of their expiration. [X] CITY reserves the right to review and revise any insurance requirements at the time of renewal or amendment of this Contract, including, but not limited to, deductibles, limits, coverage, and endorsements based on insurance market conditions affecting the 22

23 availability or affordability of coverage, or changes in the scope of work or specifications that affect the applicability of coverage. If CONTRACTOR uses a subcontractor, CONTRACTOR shall ensure that subcontractor names CITY as an additional insured. PERFORMANCE AND PAYMENT BOND (Place any performance or payment bonds here) SCRUTINIZED COMPANIES LIST The State Board of Administration of Florida maintains the scrutinized companies list and updates it quarterly. Pursuant to Section , Florida Statutes, a bidder or proposer may not bid on or submit a proposal for goods or services of $1,000, or more if at the time of bidding or submitting a proposal the bidder or proposer: (a) Is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section , Florida Statutes or is engaged in a boycott of Israel; or (b) Is on the Scrutinized Companies with Activities in the Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section of the Florida Statutes; or (c) Is engaged in business operations in Cuba or Syria. 23

24 SECTION 5 SPECIFICATIONS and BID REQUIREMENTS 5.1 PURPOSE: The City of Parkland ( City ) seeks to engage the services of a qualified Contractor to provide grounds and landscape maintenance in accordance with all the specifications set forth herein to the City owned facilities and parks, medians, swales, and public right-ofway as set forth in Exhibit A and B attached hereto according to the specifications and engineered drawings attached hereto. 5.2 SCOPE OF SERVICES: The selected contractor shall have the ability to perform and carry out in a professional manner the services necessary to complete the assigned project. At a minimum, this work shall include: All work in sections 5.4 through sections 5.18 along with Exhibits A and B. 5.3 SPECIFICATIONS: 1. Job Site The project site is located throughout the City of Parkland. Access to this site is not restricted, and bidders may inspect the facility at their convenience. Bidders are required to visit the site prior to bidding to confirm existing conditions that may affect the bidder s estimate and work. 5.4 MOWING SPECIFICS: (a) (b) Mowing shall be performed in a manner consistent with landscape maintenance industry standards that ensures smooth surface appearance without scalping or leaving any uncut grass. All mowing equipment must be equipped with adjustable and functional discharge chutes. Discharge chutes shall be angled downward as necessary to prevent the discharge of clippings or other generated debris into pedestrian areas, roadways, or other areas that may cause damage or injury to persons or property. Discharge chutes shall be adjusted downward at a minimum 35 degree angle from horizontal when conducting mowing operations along medians and roadway edges. All mowers must be adjustable and adjusted to the proper cutting height and level for the kind of grass and current condition of the turf. Mower blade height adjustment is to be measured from a level floor surface to the parallel and level plane of the mower blade. (c) (d) All mower blades are to be sharp enough to cut, rather than to tear grass blades. All litter and debris is to be removed from turf before mowing to avoid shredding 24

25 that will damage turf appearance, or items that may be propelled by mower blades. (e) Mowing will be done carefully so as not to damage tree bark, tree supports or shrubs, intrude into ground cover beds, damage sodded berms, sprinkler heads, valves, manifolds, time clocks, curbs, or other items within or adjacent to the maintenance area. (f) Grass clippings or debris caused by mowing or trimming shall be removed from adjacent walks, streets, drives, gutters, and curbs or surfaces on the same day as mowed or trimmed. Nothing shall be allowed to stay in the vicinity of a storm water inlet/catch basin(s) nor be allowed to enter into any inlet, catch basin or body of water. Failure to follow these requirements may result in termination of the Agreement. (g) Mowing will not be done when weather or conditions will result in damaged turf or uneven cutting. (h) Grass shall not be mowed lower than two (2) inches in height. Cut heights should be set to remove one half (1/2) of the blade height, not to exceed three quarter (3/4) of the blade height, with an average maintained height of three (3) to four (4) inches. (i) Excess clippings shall be removed from turf areas, roadways and sidewalks and may be spread out as appropriate along turf provided they do not cause an unsightly appearance as determined by the City or restrict the regeneration of the turf below. Under no circumstances are excess clippings to be placed on, near, or in a catch basin, storm drain, or water body. 5.5 MOWING FREQUENCIES: Grass shall be mowed thirty-two (32) times annually based on a frequency of three (3) times per month, in the months of April through November and two (2) times per month, in the months of December through March. 5.6 TRIMMING AND EDGING: (j) Trimming: Grass shall be trimmed during, or as an immediate operation following, mowing. Trimming may be accomplished by hand or hand fish line cutting machines. Grass will be powered shear or rotary nylon trimmed at the same height as adjacent turf is mowed, and as needed to remove all grass leaves from around all obstacles and vertical surfaces in the turf such as posts, trees, walls, cement medians. Berms shall be trimmed with a small trim mower only. Contractor shall use special care when trimming around trees to limit damage to bark surface and/or the living cambium layer beneath, and when trimming around sprinkler 25