FLORIDA DEPARTMENT OF HEALTH (DOH) DOH

Transcription

1 FLORIDA DEPARTMENT OF HEALTH (DOH) DOH INVITATION TO BID (ITB) FOR Comprehensive Landscaping and Lawn Maintenance Services

2 TABLE OF CONTENTS SECTION 1.0: Introductory Materials... SECTION 2.0: Procurement Process, Schedule, & Constraints... SECTION 3.0: Instructions for Bid Submittal... SECTION 4.0: Special Conditions... ATTACHMENT A: Specifications... ATTACHMENT B: Price Page... ATTACHMENT C: Experience Form... ATTACHMENT D: Required Certifications... ATTACHMENT E: Order Terms and Conditions or Standard Contract... ATTACHMENT F: Calendar of Services. ATTACHMENT G: Service Sheet.. 2

3 SECTION 1.0: INTRODUCTORY MATERIALS 1.1. Statement of Purpose The purpose of this (ITB) is for the Department of Health to obtain competitive prices for to establish a one (1) year contract/purchase order for Lawn and Landscaping maintenance services for Miami-Dade County. There are eight (8) locations throughout Miami-Dade County that will require these services Specifications Detailed specifications for this solicitation are provided as Attachment A in this ITB Definitions Business hours means 8 A.M. to 5 P.M. Eastern Time on all business days, excluding State of Florida holidays. Desirable Conditions means the use of the words "should" or "may" in this solicitation to indicate desirable attributes or conditions, but which are permissive in nature. Deviation from, or omission of, such a desirable feature or condition will not in itself cause rejection of a proposal. Facility means any one of the Department locations designated under the contract/purchase order to have landscaping and lawn maintenance services provided by the Provider. Fixed Price/Unit Cost means a method of payment used when a Provider is paid a pre-determined price for each unit of service delivered. A unit of service may be based on time, tasks, activities, contacts, or any combination thereof. DOH-Miami-Dade means the Florida Department of Health in Miami-Dade County. Mandatory Requirements or Minimum Requirements, means that the Department has established certain requirements with respect to responses to be submitted by Bidder. The use of shall, must, or will (except to indicate simple futurity) in this solicitation indicates compliance is mandatory. Failure to meet mandatory requirements will cause rejection of the bid or termination of the contract/purchase order. DOH-Miami-Dade Maintenance Supervisor means a DOH-Miami-Dade employee responsible for the supervision of all DOH-Miami-Dade facilities. Services means lawn and landscaping services. Bidder: the vendor or entity that submits materials to the Department in accordance with this ITB. Bid: the complete written response of the Bidder to this ITB, including properly completed forms, supporting documents, and attachments. Business hours: 8 A.M. to 5 P.M. Eastern Time on all business days. Comprehensive Landscaping and Lawn Maintenance Services Page 3

4 Calendar days: all days, including weekends and holidays. Contract: the formal agreement or order that will be awarded to the successful Bidder under this ITB, unless indicated otherwise. Department: the Department of Health; may be used interchangeably with DOH. Minor Irregularity: as used in the context of this solicitation, indicates a variation from the ITB terms and conditions which does not affect the price of the Bid, or give the Bidder an advantage or benefit not enjoyed by other Bidders, or does not adversely impact the interests of the Department. Order: as used in the context of this solicitation refers to a Purchase Order or a Direct Order. Provider: the business entity awarded a contract by the Department in accordance with the Bid submitted by that entity in response to this ITB. Vendor Bid System (VBS): refers to the State of Florida internet-based vendor information system at: Comprehensive Landscaping and Lawn Maintenance Services Page 4

5 SECTION 2.0: PROCUREMENT PROCESS, SCHEDULE & CONSTRAINTS 2.1. Procurement Officer The Procurement Officer assigned to this solicitation is: Florida Department of Health Attention: Carvin Smith 4052 Bald Cypress Way, Bin B07 Tallahassee, FL Restriction on Communications Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Section (23), Florida Statutes 2.3. Term It is anticipated that the Contract resulting from this ITB will be for one (1) year from September 1, 2015 or the Contract execution date whichever is later, subject to renewal as identified in Section 4.2. The contract resulting from this ITB is contingent upon availability of funds. Estimated budget for a one (1)-year period is $85, Comprehensive Landscaping and Lawn Maintenance Services Page 5

6 2.4. Timeline EVENT DUE DATE LOCATION ITB Advertised / Released 10/8/2015 Posted to the Vendor Bid System at: Mandatory Site Visit 10/14/ :00 AM Point of Contact: Raymond Tilghman. Starting location and travel to locations information: 1) Health District Center: 1350 NW 14 th St., Miami, FL 33125; 2) West Perrine Health Center: Homestead Ave., Miami, FL 33158; 3) Little Haiti Health Center: 300 NE 80 th Terrace, Miami, FL 33138; 4) Golden Glades Complex: 1725 NW 167 th St., Miami, FL 33056; 5) North Miami Clinic: NW 8 th Ave., Miami, FL 33168; 6) Miami Beach PET Center: 615 Collins Ave., Miami Beach, FL ; 7) West Flagler Building: 2515 W. Flagler St., Miami, FL 33137; 8) Liberty City Clinic: 2520 NW 75 th St., Miami, FL Questions Submitted in Writing Answers to Questions (Anticipated Date) Sealed Bids Due and Opened Must be received PRIOR TO: 4:00 PM 10/27/2015 Must be received PRIOR TO: 2:30 PM Submit to: Florida Department of Health Attention: Raymond Tilghman 2266 Northwest 82 nd Ave. Doral, FL Raymond.Tilghman@flhealth.gov Posted to Vendor Bid System at: PUBLIC MEETING Submit to: Florida Department of Health Attention: Raymond Tilghman 2266 Northwest 82 nd Ave. Doral, FL Anticipated Posting of Intent to Award 11/16/2015 Posted to the Vendor Bid System at: Comprehensive Landscaping and Lawn Maintenance Services Page 6

7 2.5. Addenda If the Department finds it necessary to supplement, modify or interpret any portion of the specifications or documents during the solicitation period a written addendum will be posted on the MyFlorida.com Vendor Bid System, It is the responsibility of the Bidder to be aware of any addenda that might affect their Bid Site Visit A mandatory site visit will be held at the time and location indicated in the Timeline. The site visit will provide Bidders with an opportunity to tour the DOH-Miami-Dade facilities identified in section H of Attachment I Specifications of this ITB. Attendance at the mandatory site visit is a prerequisite for the acceptance of a bid. Only Bidders that signed the attendance sheet for the mandatory site visit will be considered responsive Questions This provision takes precedence over General Instruction #5 in PUR1001. Questions related to this solicitation must be received, in writing (either via U.S. Mail, courier, , fax, or hand-delivery), by the Procurement Officer identified in Section 2.1, within the time indicated in the Timeline. Verbal questions or those submitted after the period specified in the Timeline will not be addressed. Answers to questions submitted in accordance with the ITB Timeline will be posted on the MyFlorida.com Vendor Bid System web site: Basis of Award Award shall be made to the responsive, responsible Bidder offering the lowest Grand Total under Section 4 of Attachment B (Price Page) for the services requested in this invitation to bid Identical Tie Bids Where there is identical pricing from multiple bidders, the Department will determine the order of award in accordance with Florida Administrative Code Rule 60A Protests Failure to file a protest within the time prescribed in Section (3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Only documents delivered by the U.S. Postal Service, a private delivery service, in person, or by facsimile during business hours (8:00 a.m. - 5:00 p.m., Eastern Time) will be accepted. Documents received after hours will be filed the following business day. No filings may be made by or any other electronic means. All filings must be made Comprehensive Landscaping and Lawn Maintenance Services Page 7

8 with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines. The Agency Clerk's mailing address is: Agency Clerk Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida Telephone No. (850) The Agency Clerk s physical address for hand deliveries is: Agency Clerk, Department of Health 2585 Merchants Row Blvd. Tallahassee, Florida Fax No. (850) Comprehensive Landscaping and Lawn Maintenance Services Page 8

9 SECTION 3.0: INSTRUCTIONS FOR BID SUBMITTAL 3.1. General Instructions to Respondents (PUR 1001) This section explains the General Instructions to Bidders (PUR 1001) of the solicitation process, and is a downloadable document incorporated into this solicitation by reference. This document should not be returned with the Bid. The terms of this solicitation will control over any conflicting terms of the PUR Instructions for Submittal 1. Bidders are required to complete, sign, and return the Price Page with the bid submittal. (Mandatory Requirement) 2. Bidders must submit all technical and pricing data in the formats specified in the ITB. 3. Submit one (1) original bid and one electronic copy of the bid on CD. The electronic copy should contain the entire bid as submitted, including all supporting and signed documents. Refer to Section 3.4 for information on redacting confidential information, if applicable. 4. Bids may be sent by U.S. Mail, Courier, or Hand Delivered to the location indicated in the Timeline. 5. Bids submitted electronically will not be considered. 6. Bids must be submitted in a sealed envelope/package with the solicitation number and the date and time of the Bid opening clearly marked on the outside. 7. The Department is not responsible for improperly marked Bids. 8. It is the Bidder s responsibility to ensure its Bid is submitted at the proper place and time indicated in the ITB Timeline. 9. The Department s clocks will provide the official time for Bid receipt. Materials submitted will become the property of the State of Florida and accordingly, the State reserves the right to use any concepts or ideas contained in the response Cost of Preparation Neither the Department of Health nor the State is liable for any costs incurred by a Bidder in responding to this solicitation Public Records and Trade Secrets Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If the Bidder considers any portion of its Bid to this solicitation to be confidential, exempt, trade secret or otherwise not subject Comprehensive Landscaping and Lawn Maintenance Services Page 9

10 to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Bidder must segregate and clearly mark the document(s) as CONFIDENTIAL. Simultaneously, the Bidder will provide the Department with a separate redacted paper and electronic copy of its Bid and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of the Bidder on the cover, and must be clearly titled REDACTED COPY. The redacted copy must be provided to the Department at the same time the Bidder submits its Bid and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Bidder will be responsible for defending its determination that the redacted portions of its Bid are confidential, trade secret or otherwise not subject to disclosure. Further, the Bidder must protect, defend, and indemnify the Department for any and all claims arising from or relating to the determination that the redacted portions of its Bid are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Bidder fails to submit a redacted copy with its Bid, the Department is authorized to produce the entire documents, data or records submitted by the Bidder in answer to a public records request for these records Price Page (Mandatory Requirement) The Price Page is Attachment B of this ITB. Bidders must fill out the Price Page as indicated, sign it, and return it with their Bid. Bidders must also complete and submit the renewal pricing section of the Price Page, Attachment B Documentation Bidders must complete and submit the following information or documentation as part of their Bid: Experience Bidder s must provide contact information for three (3) entities the Bidder has provided commodities or services of a similar size and nature of those requested in this solicitation. Bidders may use Attachment C, Experience Form of this ITB to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience. Information received may be considered in the Department s determination of the Bidder s responsibility. The Department s determination is not subject to review or challenge Required Certifications Bidders must sign and return with their Bid the Required Certifications form, Attachment D. Comprehensive Landscaping and Lawn Maintenance Services Page 10

11 Licenses: The Provider shall be licensed to apply herbicides, pesticides, and other contract-related chemicals Special Accommodations Any person requiring special accommodations at DOH Purchasing because of a disability should call DOH Purchasing at (850) at least five (5) work days prior to any prebid conference, bid opening, or meeting. If hearing or speech impaired, please contact Purchasing by using the Florida Relay Service, at (TDD) Responsive and Responsible (Mandatory Requirements) Bidders must complete and submit the following mandatory information or documentation as part of their Bid. Any bid which does not contain the information below will be deemed non-responsive. Bids must be received by the time specified (Section 2.4). Attachment B: Price Page (as specified in Section 3.5) Late Bids The Procurement Officer must receive Bids pursuant to this ITB no later than the date and time shown in the Timeline (Refer to Section 2.4). Bids that are not received by the time specified will not be considered. Comprehensive Landscaping and Lawn Maintenance Services Page 11

12 SECTION 4.0: SPECIAL CONDITIONS 4.1. General Contract Conditions (PUR 1000) The General Contract Conditions (PUR 1000) form is a downloadable document incorporated in this solicitation by reference, that contains general contract terms and conditions that will apply to any contract resulting from this ITB, to the extent they are not otherwise modified. This document should not be returned with the Bid. The terms of this solicitation will control over any conflicting terms of the PUR1000. Paragraph 31 of PUR 1000 does NOT apply to this solicitation or any resulting contract Renewal The Contract resulting from this solicitation may be renewed. Renewals may be made on a yearly basis or for multiple years, for a total of up to three (3) years beyond the initial contract or for the total term of the contract, whichever is longer. Renewals must be in writing, made by mutual agreement, and be contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and will be subject to the availability of funds Conflict of Interest Section (17)(c), Florida Statutes, provides A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. Refer to Section 4: Required certifications Certificate of Authority All corporations, limited liability companies, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 607, 608, 617, and 620, Florida Statutes, respectively prior to award Vendor Registration Comprehensive Landscaping and Lawn Maintenance Services Page 12

13 Each vendor doing business with the State of Florida for the sale of commodities or contractual services as defined in Section Florida Statutes must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.030, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in Section Florida Statutes, with any vendor not registered in the MyFloridaMarketPlace system, unless exempted by rule. The successful Bidder must be registered in the MyFloridaMarketPlace system within five (5) days after posting of intent to award. Registration may be completed at: vendors. Those lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL Minority and Service-Disabled Veteran Business Enterprise Participation The Department of Health encourages minority and women-owned business enterprise (MWBE) and service-disabled veteran business enterprise (SDVBE) participation in all its solicitations. Bidders are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for information on becoming a certified MWBE or SDVBE or for names of existing businesses that may be available for subcontracting or supplier opportunities Subcontractors The Department will not authorize the use of subcontractors in Contract resulting from this ITB Performance Bond Within ten (10) days after notification of award, the successful Bidder must submit a performance bond in the amount of 10% of annual contract value. If a successful Bidder fails to provide the required performance bond within the time designated it will forfeit its surety bond. The Department, in its sole discretion, will withdraw the award and proceed with the next lowest responsive bidder or procure. The bond must be renewed annually before the end of the Contract period and must be issued by a surety company licensed to do business in the State of Florida. The cost of the performance bond will be borne by the Bidder Commercial General Liability Insurance The Contractor must secure and maintain, at its sole expense and for the duration of the contract, term insurance policies to protect himself, any subcontractor(s), and the State of Florida. The Contractor must save and hold harmless and indemnify the Department against any and all liability, claims, judgments or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contract, his subcontractor, or any of the employees, agents, or representatives of the contractor or subcontractor. Comprehensive Landscaping and Lawn Maintenance Services Page 13

14 A. Worker s Compensation in accordance with applicable state laws and regulations and Employer s Liability Insurance with a per occurrence limit of not less than $100,000. B. General Liability Insurance covering all operations and services under the contract with limits of bodily injury and property damage coverage of not less than a per occurrence limit of $1 million and an aggregate limit of $2 million. C. Commercial Automobile Liability Insurance, including owner, non-owned and hired vehicle coverage of not less than $1 million combined single limit, issued on a per occurrence basis, if operations and services under the contract involve the use of operation of automotive vehicles on the Purchaser s premises. Certificates of insurance coverage described above must be furnished by the awarded vendor on request of the Department. No insurance will be acceptable unless written by a company licensed by the State of Florida Department of Financial Services, Division of Insurance Agent and Agency Services to do business in Florida, where the work is to be performed at the time policy is issued Financial Consequences The Provider is solely and uniquely responsible for the satisfactory completion of the deliverables described herein in the time and manner specified. Failure to perform less than a service unit of each deliverable will result in financial consequences being assessed. Failure to provide the deliverables described herein in the manner and time specified will result in a reduction in payment by the service unit price for the specified deliverable not met Performance Measures Order By statute, the resulting contract must contain performance measures. It is the Department s intent to require the Provider to complete one hundred percent (100%) of the deliverables as required by any contract resulting from this ITB. Bidders must be familiar with the Department s Order which contains administrative, financial and non-programmatic terms and conditions mandated by federal law, state statute, administrative code rule, or directive of the Chief Financial Officer. Use of the Order is mandatory for Department Direct Orders issued in MFMP as they contain the basic clauses required by law. The terms and conditions contained in the Order Terms and Conditions are non-negotiable. The State of Florida, Department of Health, Order Terms and Conditions (Order) are Attachment E Conflict of Law and Controlling Provisions Comprehensive Landscaping and Lawn Maintenance Services Page 14

15 Any contract resulting from this ITB, and any conflict of law issue, will be governed by the laws of the State of Florida. Venue must be Miami-Dade County, Florida Termination Termination must be in accordance with the Department of Health s Order Terms and Conditions, Attachment E, Section Records and Documentation To the extent that information is utilized in the performance of the resulting contract or generated as a result of it, and to the extent that information meets the definition of public record as defined in Section (1), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, must be made available for inspection and copying by any interested person upon request as provided in Chapter 119, Florida Statutes, or otherwise. It is expressly understood that the successful Bidder s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this ITB and entitles the Department to unilaterally cancel the Contract agreement. The successful Bidder will be required to promptly notify the Department of any requests made for public records. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB must be retained by the successful Bidder for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, the successful Bidder agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department s standard word processing format (currently Microsoft Word 6.0). If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department. The successful Bidder must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay. Pursuant to Section , Florida Statutes, the successful Bidder must keep and maintain public records that ordinarily and necessarily would be required by the Provider in order to perform the service; provide the public with access to such public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law; ensure that public records that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law; and meet all requirements for retaining public records and transfer to the public agency, at no cost, all public records in possession of the Provider upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the agency. Comprehensive Landscaping and Lawn Maintenance Services Page 15

16 Comprehensive Landscaping and Lawn Maintenance Services Page 16

17 ATTACHMENT A SPECIFICATIONS DOH-Miami-Dade recognizes that fair and open competition is a basic tenet of public procurement, and that such competition reduces the appearance and opportunity for favoritism and inspires public confidence that contracts are awarded equitably and economically. Thus, DOH-Miami-Dade is inviting entities to place bids to provide landscaping and lawn maintenance services to designated Department facilities. Attractively designed, healthy, and well-maintained lawns, gardens, and grounds create a positive first impression and establish a peaceful mood, safe and healthy environment for employees, visitors, and clients. Lawn maintenance workers perform a variety of tasks necessary to achieve a pleasant, safe, healthy and functional outdoor environment. The purpose of this is to purchase, at an affordable rate, landscaping and lawn maintenance services for DOH-Miami- Dade selected facilities from an entity that will provide appropriate, dependable, and professional service. During the bidding process, adherence by DOH and the bidders to specific ethical considerations are required. A. Minimum Program Requirements 1. General Statement of the Resulting Contract a. The Provider shall provide landscaping and lawn maintenance services for the DOH-Miami-Dade at each designated facility. b. The Provider and Provider s personnel are required to adhere to all Federal, State, local laws, rules regulations and policies that apply to the providing of lawn services under the resulting contract, as well as those laws that regulate the general public. c. The Provider shall adhere to all current commercial landscape and lawn maintenance standards and use the most appropriate industry standards and equipment. d. The Provider shall be licensed to apply herbicides, pesticides, and other contract-related chemicals. e. The Provider shall be actively engaged in the type of business being requested for a minimum of three (3) years. f. The Provider shall have a minimum two (2)-man full-time crew that will perform the lawn care services specified herein. g. The Provider shall operate from an established address. Comprehensive Landscaping and Lawn Maintenance Services Page 17

18 B. Task List a. Mowing & Edging Services (1) The Provider shall provide mowing services at different frequencies during the resulting contract. From July 1, through September 30, the Provider shall mow the lawns of each facility three (3) times per month (performed every 10 days). From October 1 through March 31, the Provider shall mow the lawn twice (2) per month (performed every 15 days). From April 1 through June 30, the Provider shall mow the lawns of each facility three (3) times per month (performed every 10 days). Month: Number of times to Mow June 3 July 3 August 3 September 3 October 2 November 2 December 2 January 2 February 2 March 2 April 3 May 3 (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 after providing a service, all clippings and debris must be swept up and removed from sidewalks, curbs and roadways. Provider shall not use a leaf blower. (4) The Provider shall not sweep, blow or otherwise dispose of clippings in sewer drains. (5) In the case of fungal disease outbreaks, the Provider shall collect the clippings until the disease is undetectable. (6) The Provider shall edge tree rings and plant beds and shall edge all grass bordering buildings, sidewalks, fences, driveways, parking lots, and other surfaced areas on a monthly basis. (7) Turf around sprinkler heads will be trimmed or treated with a nonselective herbicide so as to not interfere with or intercept water output. b. Fertilizing and Feeding Services (1) The Provider shall obtain a soil test prior to fertilizing any of the facilities lawn. The Provider shall apply fertilizers containing micronutrients, such as manganese (Mn), iron (Fe), sulfur (S), magnesium (Mg) and boron (B), if the soil test reveals micronutrient deficiencies. Comprehensive Landscaping and Lawn Maintenance Services Page 18

19 (2) The Provider 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. (3) The Provider shall apply 2 to 4 pounds of nitrogen per 1000 square feet, during the growing season and shall apply 4 to 6 pounds of nitrogen per 1000 square feet per year. The Provider shall apply fertilizer a minimum of four times per year with applications in July, November, February and May. The Provider shall not apply more than 1 pound of fast-release nitrogen per 1,000 square feet in a single application and shall use only the amount called for, based on the square footage of each facilities lawn. All areas shall be watered directly after application of fertilizer. (4) Mature palms in the landscape shall be fertilized a minimum of four times per year at a rate of 5 to 8 lbs. each application. Palms under 8 feet tall will receive 2-5 lbs. of fertilizer per application a minimum of four times per year. Minimum Number of times to Fertilize July 1 November 1 February 1 May 1 c. Pest control (1) The Provider shall inspect lawn areas each visit for indications of pest problems and advise the DOH-Miami-Dade Maintenance Supervisor or designee of such problems. (2) Upon confirmation of a specific problem requiring treatment, the Provider shall apply pesticides as needed and only in affected spots, whenever possible using the least toxic, effective pesticide. (3) Upon application of pesticides, the Provider shall place appropriate signs in all areas where pesticide services were performed. Additionally, the Provider shall provide a detailed report to the Department s DOH-Miami-Dade Maintenance Supervisor or designee identifying services performed condition of grounds, required corrective action, and schedules for follow-up services. Month: Number of times to Apply Pesticide August 1 Comprehensive Landscaping and Lawn Maintenance Services Page 19

20 November 1 February 1 May 1 d. Landscape Maintenance Services (1) The Provider shall prune all shrubs with hand shears as needed to provide an informal shape, fullness and blooms and shall prune palm trees six (6) times per year to remove brown fronds and seed heads. (2) All trees, shrubbery, hedges and other landscape materials shall be sheared and pruned in the months of July, September, November, January, March, and May. Plants shall be maintained in a superior manner in order to optimize intended shape, size and growth potential for each type of plant variety. The Provider shall maintain the appearance of all landscape areas to aesthetically pleasant standards in conformance with the DOH-Miami-Dade Maintenance Supervisor s assessment. (3) Landscaping maintenance service include the removal of tree branches lower than eight (8) feet and dead palm fronds and pods lower than twelve (12) feet. All trees shall be maintained free from protruding tree limbs or over growth ensuring a minimum clearance of eight (8) feet from the base of each tree. Dead palm fronds and pods shall be removed up to twelve (12) feet. All trees shall be trimmed in accordance with the best industry standards or as directed by the DOH-Miami-Dade Maintenance Supervisor or designee. The Provider shall not remove green palm fronds. (4) All shrubbery within eight (8) feet of all buildings shall be maintained at a height not to exceed four (4) feet from the base at ground level. All shrubs will be thinned out to remove deteriorated or dead wood and foliage as well as interfering branch crossovers. All landscaping shall be maintained with a minimum of three (3) feet clearance from all buildings. Prior to landscape maintenance activities of items or materials within close proximity to buildings, the Provider shall meet with the DOH-Miami-Dade Maintenance Supervisor or designee for approval of methods and schedules to complete required services. (5) 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 chemically (environmentally safe herbicide) procedures. Pre and post emergent herbicides shall be applied with care ensuring not to injure adjacent desirable plants. (6) To maintain the original architectural design of the facilities, the Provider shall replenish all mulch areas, as needed, throughout the term of this Agreement, mulching must always appear to be fresh Comprehensive Landscaping and Lawn Maintenance Services Page 20

21 and aesthetically pleasing. All mulch areas shall be maintained at a depth of two (2) inches throughout the term of this Agreement. Biannually, the Provider shall remove all mulch from mulch beds and replace with new mulch at a minimum depth of two (2) inches. The Provider shall properly dispose of all removed mulch. The Provider shall not dispose of the mulch in the Department s waste containers. Prior to replacing or replenishing any mulch areas, the Provider shall provide a sample of proposed mulch and appropriate documentation to the DOH-Miami-Dade Maintenance Supervisor or designee for approval. Month: July September November January March May Number of times to Prune, Thin, or perform other landscape maintenance defined in this section. 1 + New Mulch 1 + Replenish Mulch 1 + Replenish Mulch 1 + New Mulch 1 + Replenish Mulch 1 + Replenish Mulch e. Site Control and Clean-up Upon completion of each service requirement, the Provider shall ensure that all areas of the project site including, but not limited to, the loading dock, 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 Provider shall properly dispose of all debris and landscape metering in strict accordance with Miami-Dade County Codes and Ordinances. The Provider shall not utilize facilities trash bins to discard and landscape materials, debris or other waste from its operations. All landscape and grass debris shall be removed using appropriate vacuum methods. Grass cuttings and landscape trimmings shall not be blown into the streets or into other landscape areas. The Provider may not charge any additional fee for this service. f. Emergency and Non-Routine Clean-Up Service The Provider shall be available to provide emergency and non-routine landscape clean-up service to the Department as a first priority. In the event of storms, hurricanes, tornadoes, or other Acts of God. Response time for emergencies shall be within twenty four (24) hours of request. g. Emergency Landscaping, Tree Removal and/or Cutting Comprehensive Landscaping and Lawn Maintenance Services Page 21

22 In the event that emergency landscaping, tree removal and/or cutting services are required, the Provider 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 DOH-Miami-Dade Maintenance Supervisor or 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 higher than 8 feet and dead palm fronds and pods higher than 12 feet. Price shall be based upon the height of the shrubs, plants or trees to be trimmed, cut or removed. h. Pre-Hurricane Landscaping At least thirty days (30) days prior to hurricane season, or when South Florida is within the potential track area of a storm, the DOH-Miami-Dade Maintenance Supervisor or designee may schedule a property walk through with the Provider to determine any risks posed by landscaping in the event of a hurricane. This inspection will include, but is not limited to the identification of potential hazards such as tree limbs, shrubs or small plants near electric wires or buildings, or hanging into parking spaces or sidewalks, etc. After determining potential hazards, the Provider will be responsible for making these landscaping modifications within three (3) days of request. Pre-Hurricane landscaping includes but is not limited to the removal of tree branches higher than 8 feet and dead palm fronds and pods higher than 12 feet. i. Post-Hurricane Landscaping Within two weeks after a storm passes thru South Florida, the DOH-Miami- Dade Maintenance Supervisor or designee may schedule a property walk through with the Provider to determine any risks posed by landscaping after a storm hurricane. This inspection will include, but is not limited to the identification of potential hazards such as tree limbs, shrubs or small plants near electric wires or buildings, or hanging into parking spaces or sidewalks, etc. After determining potential hazards, the Provider will be responsible for making these landscaping modifications within three (3) days of request. Post-Hurricane landscaping includes but is not limited to the removal of tree branches higher than 8 feet and dead palm fronds and pods higher than 12 feet. C. Tasks Limits The successful bidder shall not perform any tasks related to the project other than those described in this invitation to Bid without the express written consent of the Department. Comprehensive Landscaping and Lawn Maintenance Services Page 22

23 D. Staffing Levels/Requirements a. The Provider shall document and maintain, to the satisfaction of the Department, proof of sufficient staff to carry out the requirements of the resulting contract. However, the Provider must have at minimum two- (2) man full-time crew that will perform the lawn care services specified herein. b. The Provider shall maintain a level of supervision sufficient for each facility. E. Professional Qualifications All personnel of the Provider that are assigned to provide any landscaping or lawn maintenance service shall have at least a two (2)-year experience providing such service. F. Staffing Changes The Department reserves the right to request the removal of any employee, at the Department s sole discretion, from its premises and require the Provider to provide replacement staff. G. Non-Exclusivity The Department and the Provider agree that the resulting contract is nonexclusive. The Provider may perform services for others. H. Service Location The Provider shall provide services at the following Department facilities: 1. Golden Glades Complex: 1725 NW 167 th St., Miami, FL West Perrine Health Center: Homestead Ave., Miami, FL North Miami Clinic: NW 8 th Ave., Miami, FL Little Haiti Health Center: 300 NE 80 th Terrace, Miami, FL Health District Center: 1350 NW 14 th St., Miami, FL West Flagler Building: 2515 W. Flagler St., Miami, FL Liberty City Clinic: 2520 NW 75 th St., Miami, FL Miami Beach Prevention, Education and Treatment (PET) Center: 615 Collins Ave., Miami Beach, FL Sites to be serviced may be adjusted as the needs of the Department change. At its sole discretion, the Department reserves the right to modify, add or delete facilities or Services Units at any time. Comprehensive Landscaping and Lawn Maintenance Services Page 23

24 I. Service Times The Provider shall provide landscaping and lawn services during business hours at each facility. However, it may be necessary to perform services on the weekend in some of the Department s sites or parking lots. Should this become necessary, the Department will not pay an additional fee, and the Provider may need to return to some facilities during the week to perform service to any gated areas. J. Changes in Location a. Provider shall notify the DOH-Miami-Dade Maintenance Supervisor in writing of changes in the Provider s location at least one calendar month prior to moving. b. The Department shall notify the Provider of any change in the location of a Department facility at least two weeks prior to services being required at such facility. K. Equipment a. The Provider shall maintain and use, including but not limited to, the following equipment: a line trimmer, a chainsaw, an edger, a blower, a commercial broom, a mulching riding lawn mower, and a hedge trimmer. At no cost to the Department, the Provider shall furnish all materials, supplies and equipment required to perform landscaping and lawn maintenance service at all designated facilities of the Department. b. The Provider s employees shall be properly dressed at all times while performing work. Uniformed shirts shall be worn bearing the company and employees name during the performance of services under the resulting contract. c. The Provider s employees shall wear necessary and routine safety equipment at all times while performing services under the contract. L. Service Units A Service Unit is equivalent to each unit of service for which a Unit Price is allocated under Section 1 of the Price Page (Attachment II). The Department will pay the Provider for each Service Unit provided at the designated Department facilities, subject to the availability of funds. Due to the variation in number only of the Service Units, the price paid per year for all services provided under the contract was averaged to determine the monthly service unit price. M. Deliverables 1. The Provider shall provide a copy of all Material Safety Data Sheets (MSDS) for all chemicals proposed for use to the DOH-Miami-Dade Maintenance Supervisor or designee. In alignment with the DOH-Miami-Dade Green Initiative, all proposed chemicals shall be certified as environmentally safe. Comprehensive Landscaping and Lawn Maintenance Services Page 24

25 2. After applying pest control chemical, the Provider shall provide a detailed report to the Department s DOH-Miami-Dade Maintenance Supervisor identifying services performed, condition of grounds, required corrective action, and schedules for follow-up services. The Provider will keep records on pests identified and treatment(s) rendered for control and provide them to the Department. The Provider shall provide this report at the same time it sends its invoice at the end of the month. 3. The Provider has to provide proof of fertilizing and pest control to the DOH- Miami-Dade Maintenance Supervisor. The Provider has also to submit along with the monthly invoice the document evidencing the provision of fertilizing and pest control services. 4. The Provider shall provide via communication to the DOH-Miami-Dade Maintenance Supervisor before the 1 st day of the month in question a calendar with the date(s), time(s) and location(s) of scheduled services for the month (Calendar, Attachment VI). The DOH-Miami-Dade Maintenance Supervisor shall be notified via within 48 working hours of any changes to the schedule of services. 5. At the time Services are rendered, a Department employee will sign off on the Service Sheet and will provide the Provider with a copy of the completed Service Sheet (Attachment VII). In the event that services are provided on a Saturday, a Department employee will the Service Sheet to the Provider. The Provider shall submit a copy of the Service Sheet(s) to the DOH- Miami-Dade Maintenance Supervisor completed and signed by the Department employee and by the employee of the Provider, along with the monthly invoice. The Department employee will keep the original copy and give a copy to the Provider. 6. The Provider has to send via to the DOH-Miami-Dade Maintenance Supervisor before the 1 st day of each month a list containing the names of employees that will service each site. 7. The Provider shall submit a report to notify the Department of any perceived problems in providing the services to the facilities along with the monthly invoice. N. Monitoring and Evaluation Methodology a. The Provider s performance must meet the standards set forth above and will be bound by the conditions above. If the Provider fails to meet these standards, the Department, at its exclusive option, may allow up to three months for the Provider to achieve compliance with the standards. If the Department affords the Provider an opportunity to achieve compliance, and the Provider fails to achieve compliance with the specified time frame, the Department may terminate the contract. Determination of any extenuating or mitigating circumstances is the exclusive determination of the Department. Comprehensive Landscaping and Lawn Maintenance Services Page 25

26 b. The DOH-Miami-Dade Maintenance Supervisor may conduct on-site monitoring of the facilities to ensure that the lawn is being adequately maintained and kept. This monitoring will be coordinated between the DOH- Miami-Dade Maintenance Supervisor and the Provider, so that the DOH- Miami-Dade Maintenance Supervisor s visit occurs during the time that Provider is providing lawn care services at a facility. c. The DOH-Miami-Dade Maintenance Supervisor will review records, which support the information contained on the monthly reports and invoices submitted to the DOH-Miami-Dade Maintenance Supervisor. d. The DOH-Miami-Dade Maintenance Supervisor may review personnel files to check for compliance to all contractual terms and obligations. e. If the DOH-Miami-Dade Maintenance Supervisor finds any performance deficiencies, the Provider will draft a corrective action plan and submit it to the DOH-Miami-Dade Maintenance Supervisor within 30 days of receipt of notification of deficiencies. The DOH-Miami-Dade Maintenance Supervisor or designee will review the corrective action plan and if acceptable, approve it. The Provider is solely responsible for correcting deficiencies in performance. O. Department Obligations The Department shall provide a list of each DOH-Miami-Dade Maintenance Supervisor designee at each of the designated facilities. If any change is made to the DOH-Miami-Dade Maintenance Supervisor designee(s), the Department shall notify the Provider in writing within fifteen (15) days of change. P. Department Determinations a. At its sole discretion, the Department reserves the right to reassign lawn services from one Department facility to another. b. The Department has reserved the exclusive right to make certain determinations in these specifications. c. The Department reserves the right to make any and all determinations exclusively which it deems are necessary to protect the best interest of the State of Florida and the health, safety, and welfare of the clients who are served by the Department either directly or indirectly. Q. Financial Consequences 1. If the Provider fails to provide the services as indicated and listed in the resulting contract, the monthly payment in question will be reduced by the total amount of the applicable Unit Price per Service Unit not provided as required by the contract. 2. Services shall be provided and completed on the same day they are scheduled to be provided. In the event that services are not provided nor completed when they are scheduled, the Department may request, during the following month(s), Comprehensive Landscaping and Lawn Maintenance Services Page 26