Invitation For Bid HRHA/LM-03-18-001 Lawn Maintenance and Landscaping Services for Properties Owned/Managed by Hampton Redevelopment and Housing Authority SUBMISSION DEADLINE: March 27, 2017 at 3:00 p.m. IFB HRHA/LM-03-18-001 1
Table of Contents INVITATION FOR BID ANNOUNCEMENT... 3 SCOPE OF SERVICES... 4 A. LAWN MAINTENANCE FOR PROPERTIES IN ATTACHMENT A... 4 B. LAWN MAINTENANCE FOR PROPERTIES IN ATTACHMENT B... 6 C. MULCHING... 7 D. APPLICATION OF HERBICIDES... 7 E. MOWING... 7 F. MINIMUM QUALIFICATIONS... 7 G. LOCATION AND SCHEDULE OF WORK... 8 H. WORKING HOURS... 8 I. CLEAN UP... 8 J. SUBCONTRACTORS... 8 K. TRIMMING AND/OR REMOVING TREES... 9 L. LICENSING... 9 M. CHANGE ORDERS... 9 N. INVOICES... 9 O. INSPECTION... 9 P. INSURANCE... 10 Q. SECTION 3... 10 R. FORMS (ATTACHMENTS 1-8)... 11 1) FORM HUD-5369-B 2) FORM HUD-5369-C 3) FORM 5370-C SECT 11 4) CERTIFICATE OF NON-DEBARMENT 5) FORM OF NON-COLLUSIVE AFFIDAVIT 6) SAMPLE CONTRACT 7) SECTION 3 SELF- CERTIFICATION 8) SECTION 3 FACT SHEET BID SHEET... 12 QUESTION FORM... 14 ATTACHMENT A PROPERTY LIST... 1 PAGE ATTACHMENT B PROPERTY LIST... 7 PAGES IFB HRHA/LM-03-18-001 2
INVITATION FOR BIDS Hampton Redevelopment and Housing Authority (HRHA) will accept sealed bids mailed to 811 W. Pembroke Avenue, Hampton VA, 23669 or hand-delivered to HRHA s Office at the same address for lawn maintenance and landscaping services for properties owned by HRHA in the City of Hampton. Bids will be accepted until 3:00 p.m. on Tuesday, March 27, 2018, at which time they will be opened and read aloud. Bid envelopes must be marked, Sealed Bid. To be opened March 27, 2018, 3:00 p.m. HRHA reserves the right to reject any and all bids, to award contracts in whole or in part, and to waive any informalities in bidding. If the bid from the lowest responsible bidder exceeds available funds, the Authority reserves the right to negotiate with the apparent low bidder to obtain a contract price within available funds. All questions regarding this solicitation must be in writing using the attached Question Form and must be emailed no later than 4:00 p.m. on March 19, 2018. Questions can be emailed to yhodges@hamptonrha.com - Attn: Yvonne Hodges. The contractor will not discriminate against any faith-based organization or employee or applicant for employment because of age, creed, familial status, genetics, race, religion, color, sex, national or ethnic origin, disability, or political affiliation, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting form provisions of this nondiscrimination clause. HRHA does not discriminate against faith-based organizations, vendors, contractors or any person on the basis of race, color, sex, religion, national or ethnic origin, age, disability, political affiliation, genetics, creed or familiar status. If you have any questions or concerns regarding this policy, please contact Anne Branch, EEO Officer, at 757-727-6337. IFB HRHA/LM-03-18-001 3
BID SPECIFICATIONS FOR LAWN MAINTENANCE AND LANDSCAPE SERVICES HRHA/LM-03-18-001 SCOPE OF SERVICES Contractor shall furnish all labor, material, equipment and supervision to provide lawn maintenance and landscaping services, as outlined in this IFB. All work shall be performed in accordance with the landscape maintenance specifications and standards herein. The Authority will designate a representative who will decide upon the quality and acceptability of work performed under the contract. If, in the opinion of the Authority s representative the Contractor s performance becomes unsatisfactory based on inspections, the Contractor will be notified and shall be expected to promptly correct discrepancies. The Contractor shall provide supervisor for properties listed in Attachment A and Attachment B. Services are to be available on a year-round, as needed basis, to include emergency calls. Emergency services shall be provided within 24 hours upon request for assistance. A one hour emergency response time to meet on site with Contractor representative is required. Catastrophic emergency events (i.e. storm clean-up, fire, etc.) regarding health and safety may require same day response for emergency services. The Contractor shall supply in the IFB an hourly rate for emergency calls. If the Contractor and Authority s representative agree to in advance an emergency situation exists, applicable rates will apply. The Authority reserves the right to reject any and all bids, to award contracts in whole or in part, and to waive any informalities in bidding. If the bid from the lowest responsible bidder exceeds available funds, the Authority reserves the right to negotiate with the apparent low bidder to obtain a contract price within available funds. The contract will be awarded for 12 months, beginning on April 1, 2018 and ending on March 31, 2019, with an option of up to four annual renewals. Any option year increases/decreases must be given on the attached bid sheet. A. LAWN MAINTENANCE FOR PROPERTIES IN ATTACHMENT A 1. MOWING - The properties in Attachment A require mowing, trimming, and edging grounds once a week March through October, once every two weeks in November and December, and once a month in January and February, leaving grounds with a clean, manicured appearance. Edging will require a narrow trough at least 1 inch deeper than grass roots along all property perimeters, sidewalks, hedges, planting beds and fencing. All grass clippings shall be remulched into the ground surface. All concrete and asphalt surfaces, i.e., parking lots, sidewalks, porches, curbs, v-ditches, window ledges, etc., are to be free of grass and weeds. The Contractor shall remove any litter and debris from turf areas before mowing. Cooler seasonal tasks shall include leaf removal. The Contractor shall supply a cost per square footage to provide lawn mowing on properties listed in Attachment A. IFB HRHA/LM-03-18-001 4
2. The Contractor shall supply an hourly rate for excess debris removal on properties listed in Attachment A. If the Contractor and Authority s representative agree to in advance, applicable rates will apply. Dump fees are to be incorporated into the hourly rate. 3. The Contractor shall supply an hourly rate for emergency calls on properties listed in Attachment A. Emergency services shall be provided within 24 hours upon request for assistance. 4. Landscaping - Contractor to provide an hourly rate for the following landscape specifications: a. Maintenance of landscaping will be in accordance with the City of Hampton s Zoning Ordinance. b. The Contractor is responsible for the following when applicable: Maintaining landscaped flower beds, to include site beds, weed free at all times. Applying herbicides as needed to maintain weeds. Shaping all shrubs to a height determined by the Authority s representative. Vines, weeds, saplings and other plants that are growing in the shrubs are to be removed and all trimmings removed from the site. Pruning shrubbery hedges as needed, but no less than every other month. The pruning process is to include removing deadwood, reshaping, treating wounds, removing root suckers, and removing trimmed and diseased limbs from the site. The pruning process will insure that hedges do not come in contact with buildings. Pruning trees as needed, but no less than two times per year, once in the summer and once in the fall, depending on species, by a Certified Arborist. The pruning process is to include removing deadwood, reshaping, treating wounds, removing root suckers, and removing trimmed and diseased limbs from the site. The pruning process will insure that trees do not come in contact with buildings. When applicable, edging all storm drains, drain inlets, and v-ditches once a week month in January and February and keeping such clear and free of debris. Removing all debris, weeds, volunteer seedlings, vines, and trash from fences surrounding properties and from fences within the properties, including trimming any vegetation that is hanging over fences from the adjacent properties. This is to also include removing all debris, weeds, volunteer seedlings, vines, and trash including trimming any vegetation that is hanging over the fence from the adjacent property. Removing any and all underbrush, natural debris, and fallen trees and branches from the properties. Monitoring all shrubs, perennials, and trees for pests. If the Contractor determines additional treatments are necessary to combat pests, the Contractor and Authority s representative will negotiate the additional cost and frequency. Planting annuals, (minimum 4 pot) as requested by the Authority s representative, in site beds and immediately watering after planting to IFB HRHA/LM-03-18-001 5
saturate. Begonias as a spring plant at one plant per square foot and Pansies as a fall plant at one plant per square foot. Notifying the Authority s representative of vandalism, theft, or death of existing plant material. A determination will be made by the Authority s representative whether or not to replace at a cost agreed upon in advance between the Authority s representative and Contractor. 5. Grounds are to be left with a clean, manicured appearance. Any damage caused by your equipment or operators will be repaired or replaced at Contractor s expense. B. LAWN MAINTENANCE FOR PROPERTIES IN ATTACHMENT B 1. MOWING - The properties in Attachment B require mowing and edging once a week March through October, once every two weeks in November and December, and once a month in January and February OR mowing and edging every two weeks March through October and once a month November through February at a scheduled determined by the Authority s representative. All grass clippings shall be mulched into the ground surface. All concrete and asphalt surfaces, i.e., parking lots, sidewalks, porches, curbs, v-ditches, window ledges, etc., are to be free of grass and weeds. Grounds are to be left with a clean, manicured appearance. The Contractor shall remove any litter and debris from turf areas before mowing. The Contractor shall supply a cost per square footage to provide lawn maintenance specifications on properties listed in Attachment B. 2. The Contractor shall supply an hourly rate for excess debris removal on properties listed in Attachment B. If the Contractor and Authority s representative agree to in advance, applicable rates will apply. Please factor in your dump fees when providing this rate. 3. The Contractor shall supply an hourly rate for emergency calls on properties listed in Attachment B. Emergency services shall be provided within 24 hours upon request for assistance. 4. Landscaping - Contractor to provide an hourly rate for the following landscape specifications: a. Maintenance of landscaping will be in accordance with the City of Hampton s Zoning Ordinance. b. The Contractor is responsible for the following when applicable: Removing all debris, weeds, volunteer seedlings, vines, and trash from fences surrounding properties and from fences within the properties, including trimming any vegetation that is hanging over fences from the adjacent properties. This is to also include removing all debris, weeds, volunteer seedlings, vines, and trash including trimming any vegetation that is hanging over the fence from the adjacent property. Removing any and all underbrush, natural debris, and fallen trees and branches from the properties. IFB HRHA/LM-03-18-001 6
Pruning shrubbery hedges as needed, but no less than twice a year. The pruning process is to include removing deadwood, reshaping, treating wounds, removing root suckers, and removing trimmed and diseased limbs from the site. 5. Grounds are to be left with a clean, manicured appearance. Any damage caused by your equipment or operators will be repaired or replaced at Contractor s expense. C. MULCHING Mulching, as requested by the Authority s representative, using shredded hardwood, to a depth of 3 with a spaded edge around the base of all trees and existing beds, in the spring and fall. Mulch is to be free from noxious weeds, mold, or other deleterious materials and is to be kept off buildings, sidewalks, porches, stairwells, parking lots, roadways, and other structures and paved areas. Pricing will be based on cubic yard. D. APPLICATION OF HERBICIDES ON LAWN The Contractor must be a Certified Pesticide Applicator with appropriate business license (3A, 3B & 5A) and insurance coverage for the application of pesticides. The Authority s representative can request the application of a broadleaf spectrum herbicide such as Siduron or Tupersan to be applied at an agreed upon time when necessary. A determination will be made by the Authority s representative whether or not to apply herbicide at a cost agreed upon in advance between the Authority s representative and Contractor. Contractor must supply product information for approval prior to application. E. MOWING The Contractor shall remove any litter and debris from turf areas before mowing. The properties assigned to the Contractor for regularly scheduled lawn maintenance shall be mowed to a two (2) inch height with a commercial zero turn type mower adequate to maintain a uniform appearance over the entire area. Blades must be maintained to a high degree of sharpness to insure a clean cut. All grass shall be mowed in such a manner, where applicable, that the grass clippings are projected away from the sidewalk, porches, stairwells, street, or parking lot. When mowing large areas, after cutting approximately ten (10) feet from the sidewalk, street or parking lot, the mower can be reversed to project the grass clippings toward the mowed area. F. MINIMUM QUALIFICATIONS Each bidder shall: 1. Demonstrate that the bidder is currently operating as a company providing lawn care services similar to those sought by this invitation and has done so continuously during the three (3) calendar years immediately preceding submission of its bid. 2. Demonstrate that the bidder has billed and received payment for work the same as, or similar to, that sought by this invitation in the aggregate amount of $100,000.00 in each year of the three (3) calendar years immediately preceding submission of its bid. IFB HRHA/LM-03-18-001 7
3. Contractor must provide proof of adequate fulltime staff and equipment to run a minimum of three (3) crews concurrently. 4. Provide the name, address, contact person, telephone number for the three (3) recent customers for which the bidder has provided lawn care service, the dates and location where the bidder provided the lawn care service and the annual amount of the billing to each customer. The Department reserves the right to contact any or all of those customers to verify the information the bidder provides and ask for positive and negative references. 5. Provide a list of equipment proposed to be used, including the make, model, and year, which shall include at a minimum: Finish riding mowers 5-12 deck (with baggers) Finish push mowers 20-22 deck (with baggers) Gas powered weed eaters Field mowers: boom, rotary or flail Tractor for bush hog Minimum 26 horsepower 5 bush hog or larger Equipment for chipping limbs and small trees Dump Truck G. LOCATION AND SCHEDULE OF WORK Upon acceptance and review of bid, the Authority shall execute a contract and notice to proceed to the Contractor for the properties to be maintained. Prior to award, Contractor must provide proof of adequate fulltime staff and equipment to run a minimum of three (3) crews concurrently. Provided a dedicated point of contact for field/production side, as well as, a separate office clerical/billing position. The properties shall be assigned to regularly scheduled lawn maintenance and landscape maintenance shall be maintained in accordance with this bid. During periods of draught or prolonged rain, the frequency rate of lawn maintenance and landscape maintenance may be increased, decreased or rescheduled by the Authority s representative. Unless otherwise authorized by the Authority s representative, failure of the Contractor to comply with the approved schedule shall be sufficient cause to give written notice of contract default on the part of the Contractor. H. WORKING HOURS The Contractor shall be allowed to schedule normal work hours between 8:00 a.m. and 4:30 p.m. Monday through Friday. The Contractor may schedule work outside the normal work hours with advanced written approval from the Authority s representative specifying dates and times. I. CLEAN UP All debris from lawn maintenance and landscape maintenance shall be cleaned up each day prior to leaving work crews leaving work site. IFB HRHA/LM-03-18-001 8
It shall be the responsibility of the Contractor to remove and dispose of in a proper and acceptable manner all brush and debris resulting from scheduled lawn maintenance and landscape maintenance. J. SUBCONTRACTORS The Contractor will not be allowed to subcontract work under this contract unless a specific task requires specialized licensing or skills. Written approval must be granted in advance by the Authority s representative. The Subcontractor, as approved, shall be bound by the conditions of the contract between the Authority and the Contractor. All required notices, work orders, directives, and requests for emergency services will be directed to the Contractor. All directions given to the Subcontractor in the field shall bind the Contractor as if the notice has been given directly to the Contractor. K. TRIMMING AND/OR REMOVING TREES The Contractor shall be responsible for providing quotes to trim or cut down and remove any trees on the properties where it is deemed necessary by the Authority s representative. L. LICENSING Contractor shall submit all required licenses with their bid. All licensing (including City of Hampton Business License) must remain current throughout the contract. Any lapse in coverage shall be a breach of contract. M. CHANGE ORDERS Property inventory will change during this contract but pricing will be applied according to submitted bid. Change orders will be provided in writing. Work done contrary to the written instructions of the Authority s representative; done outside the written contracted scope of work; or any additional work done without the Authority s approval will be considered unauthorized and will not be paid. Any additional items or services not listed in this proposal may be requested by the Authority s representative in the form of a change order. N. INVOICES Invoices shall be issued by Contractor to the Authority on a monthly basis from November through February. During the months of March through October, bi-monthly invoicing will be permitted. The billing will be identified per property address. The Authority follows a net 30 payment cycle. All invoices from the Contractor shall contain the following information: 1. Name and address of Contractor, including telephone number where Contractor can be reached in case of emergency. 2. Date work performed by property. 3. Name of employee performing work. 4. Work performed by property. 5. Breakout of cost of materials where applicable by property. 6. Total price by property address. IFB HRHA/LM-03-18-001 9
O. INSPECTION The Authority s representative retains the right to inspect any job prior to payment of any invoice issued by the Contractor. If unacceptable, the Contractor shall immediately be notified and asked to correct any discrepancies. If accepted, payment will then be processed. P. INSURANCE The Contractor must provide at time of bid proof of insurance showing general liability insurance with an A-rated carrier with a minimum of $1,000,000 comprehensive general liability insurance showing coverage for bodily injury and property damage and workers compensation with limits of $100,000/$500,000/$100,000, and automobile liability insurance with limits of $500,000. At execution of contract, Contractor must provide a Certificate of Insurance showing the Hampton Redevelopment and Housing Authority named as an additional insured on Contractor s insurance policies. The policy must also include a line item that states coverage for the Pesticide Applicator. The Contractor is responsible for any and all damage to the Authority s property and existing utilities arising out of work performed by the Contractor on the properties. Q. SECTION 3 BUSINESS OPPORTUNITY 1. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3 shall, to the greatest extent feasible, be directed to low-and very low-income persons, particularly persons who are recipients of HUD assistance for housing. 2. The parties to the contract agree to comply with HUD s regulations in 24 C.F.R. Part 135, which implement Section 3. As evidenced by their execution of the contract, the parties to the contract certify that they are under no contractual or other impediment that would prevent them from complying with Part 135 regulations. 3. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers representative of the contractor s commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum, number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. 4. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR Part 135. The contractor will not subcontract with any subcontractor where the contractor IFB HRHA/LM-03-18-001 10
has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 135. 5. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor s obligations under 24 CFR Part 135. 6. Noncompliance with HUD s regulations in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. 7. With respect to work performed in connection with Section 3 covered Indian housing assistance, Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C.450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and Section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b). R. FORMS (Attachments 1-8 ) The following HUD and non-hud forms are attached to the IFB. HUD Form 5369-C is required to be completed and submitted with bid. 1. Form HUD-5369-B, Instructions to Offerors Non Construction 2. Form HUD-5369-C, Certifications and Representations or Offerors 3. Form 5370-C, General Conditions for Non-Construction Contracts 4. Certificate of Non-Debarment 5. Form of Non-Collusive Affidavit 6. Sample Contract 7. Section 3 Self-Certification 8. Section 3 Fact Sheet NOTE: The Authority will not enter into a contract with a firm or designated agent(s) that is on the HUD debarred list or has been suspended or is otherwise prohibited from practice. IFB HRHA/LM-03-18-001 11
BID SHEET PROPERTIES LISTED IN ATTACHMENT A AND ATACHMENT B HRHA/LM-03-18-001 LAWN MAINTENANCE SPECIFICATIONS FOR PROPERTIES ON ATTACHMENT A 1. Per Square Foot Cost Mowing: 2. Hourly Rate for Excess Debris Removal: 3. Hourly rate for emergency calls: 4. Hourly Rate for Landscape Specifications: LAWN MAINTENANCE SPECIFICATIONS FOR PROPERTIES ON ATTACHMENT B 1. Total Cost Per Square Foot Mowing: 2. Hourly Rate for Excess Debris Removal: 3. Hourly rate for emergency calls: 4. Hourly Rate for Landscape Specifications ADDITIONAL COSTS: 1. Mulch, per cubic yard specifications: OPTION FOR 4 ADDITIONAL Years April 1, 2018 March 31, 2019 Percent of Increase % OR Percent of Decrease % April 1, 2019 March 31, 2020 Percent of Increase % OR Percent of Decrease % April 1, 2020 March 31, 2021 Percent of Increase % OR Percent of Decrease % April 1, 2021 March 31, 2022 Percent of Increase % OR Percent of Decrease % IFB HRHA/LM-03-18-001 12
Prepared By: Title: Signature: Company: Address: Date: Telephone: Fax: Email: ATTACHMENTS A Copy of the following Licenses and Insurance Must be Attached: VA Class A Contractors License (Landscaping Classification) No.: VA Pesticide Business License No.: VA Certified Pesticide Applicators License - 3A, 3B and 5A, No: City of Hampton Business License No.: Federal Tax ID No.: Insurance Coverage as defined in part P. Proof of Insurance Must Be Attached Meeting Limits Specified in IFB. HUD Form 5369-C is required to be completed and submitted with bid. *A City of Hampton Business License must be obtained prior to signing contract. All quotes are subject to a 30-day price guaranteed from date of bid opening. IFB HRHA/LM-03-18-001 13
QUESTION FORM Invitation For Bid No. HRHA/LM-3-18-001 Questions must be received by 4:00 p.m. on March 27, 2018. Questions can be emailed to yhodges@hamptonrha.com Attn: Yvonne Hodges. HRHA is not responsible failed transmission receipt. Date: Name: Company Name: Phone/Fax Numbers: / Specific Section: Question: IFB HRHA/LM-03-18-001 14