RFP 08-2014 Request for Proposal Landscape, Lawn and Mowing Services GROUP 2 Boulder Housing Partners, identified hereafter as BHP, is requesting bid proposals from companies to provide the following services for multi-family housing sites. Landscape, Lawn and Mowing Services General Boulder Housing Partners will award contracts to the top bidder for the above listed contract. A contract will be generated for a term of three years, with an option to renew for two additional years. Prices for services will be frozen for a period of three years at amounts proposed and agreed to in said contracts for the term of the contracts. Exceptions will be noted. All interested qualified parties should contact Laura Sheinbaum at BHP at (720) 564-4646. The bid packet is available for viewing and printing from our website, www.boulderhousingpartners.org after 4:00 pm on February 10, 2014. Please click on Bid/RFP tab on the website and bid packet with attachments will be listed as Request for Proposal, RFP #08-2014, Landscape, Lawn and Mowing Services. Submittals are due by 4:00 pm on February 27, 2014. One copy of your bid, printed single-sided, must be submitted in a sealed envelope, clearly marked as RFP# 08-2014. Proposals should be delivered to the following address and date and time stamped by the due date and time. Any RFP received after the due date and time will be returned unopened to the bidder. No faxed or emailed RFPs will be accepted. Summary of RFP Dates: Boulder Housing Partners Attention: Laura Sheinbaum Project Manager 4800 Broadway, Boulder, CO 80304 February 10, 2014: RFP Package Available February 19, 2014: 9:00 a.m. required sites tour. Meet at 4800 Broadway. February 27, 2014: RFP Proposal Submission Deadline, 4:00 pm March 11, 2014: Award of Contract and Notification 1
Submittal Requirements and Format: Submittals from contractors will not be evaluated unless BHP receives submittal letter and supporting data which shall include the following list of items and in this order. Submittals are prepared at the firm s expense and upon submission become the property of BHP and therefore become a matter of public record once the successful firm has been chosen and contract awarded. Proposals shall be delivered in a sealed envelope clearly marked with the RFP # 08-2014. To be included in the submission in this order: 1. Cover letter of no more than two pages that includes a written summary of why your firm would provide excellent service to BHP. 2. Owner s name, company name, address, phone, fax, and email. 3. Type of work contractor licensed to perform and specialization of firm. 4. Pricing as requested in the appropriate attachment for the service contract being bid. Please copy and use the pricing table(s) for your submission. 5. Insurance Company Name, address, phone, fax, and email. 6. Proof of General Liability, Workers Compensation, Automobile Insurance, and Pollution Insurance (if applicable). Appropriate limits for insurance are listed in the attached contract. 7. List and description of projects in which the firm has participated in the past three years. 8. Organizational chart including principals and individual responsible for work. 9. Three references for whom the firm has performed related work for in the last three years. 10. Sample Contract. If your firm needs additional language or addendums, please provide proposed changes with proposal. 2
SELECTION CRITERIA: BHP will use the following selection criteria to select the top two firms for each service contract identified. The selection criteria are based on a 100 point evaluation: Criteria Pricing Ability and experience in performing the required service or product supply References Ability to sign BHP contract Complete Proposal Points on 100 point Basis 35 points 25 points 20 points 10 points 10 points Boulder Housing Partners does business in accordance with the Federal Fair Housing Law (the Fair Housing Amendments Act of 1988). BHP shall not discriminate against or in favor of any bidder on the basis of race, religion, sex or sexual preference, age, national origin, disability or political affiliation. Boulder Housing Partners reserves the right to terminate the selection proceedings at its option at any time during the process. Grievance If after submitting a proposal, contractors feel that they or their proposal were not treated or considered fairly, contractors may contact BHP Maintenance Department for information on grievance procedures no later than March 30, 2014 at 2:00 pm. BHP Reservation of Rights: 1. BHP reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests. 2. BHP reserves the right not to award a contract pursuant to this RFP. 3. BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful bidder. 4. BHP reserves the right to inspect work at any time during the ongoing work. 5. BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP. 3
6. BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer. 7. BHP reserves the right to negotiate the fees proposed by the bidder. 8. BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or non-requested services. 9. BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP. 10. BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. Additional Requirements Once Contract Signed The contract generated by this RFP may be cancelled by BHP for noncompliance with specifications, inability to perform the contracting requirements of BHP or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation. Such cancellation would be at no charge to BHP other than for work authorized and completed at the time of termination. The contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work. Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the case of this problem is faulty work, the Contractor shall repair such problem fully at Contractor s own expense. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor s expense. Contractor will repair damage to the site which is caused by the contractor. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at Contractor s expense. Contractor will repair damage to the site which is caused by the contractor. Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by their employees or agents or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. 4
Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner s Agents from and against any and all claims or damages arising from Contractor s performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor s officers, employees, guests, invitees, and those doing business with Contractor. Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff. Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated. Contractor certification regarding criminal background included in attachments. Every effort must be taken to insure the safety and security of the residents of BHP and properties owned by BHP. Contractor agrees that if keys to buildings are misplaced, lost or stolen, the Contractor will absorb all costs incurred to correct the situation. Work will be completed by BHP maintenance staff or contracted and billed to Contractor. Contractor will disclose to the Managing Agent if anyone working for the contractor is related to an employee of Boulder Housing Partners prior to signing this contract. Insurance Requirements Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker s Compensation Insurance as provided by Colorado law. Certificate of insurance for Worker s Compensation and for liability shall be delivered to BHP or kept on file at BHP prior to start of contract. Any policy change shall be reported to BHP and certificate forwarded to BHP. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any BHP insurance policy. All copies of proof of insurance will be submitted to BHP along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP can not begin, nor contract executed until original insurance verification forms are on file at the BHP offices. The following insurance coverage is required: Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence. Worker s Compensation Insurance: Equal to or at least $100,000 per employee. Automotive Insurance: Minimum of $100,000/$300,000 for bodily insurance and $50,000 for property damage. 5
Pollution Insurance: Recommended minimum coverage of $1,000,000 per occurrence. Only necessary if contractor spraying or applying chemicals outdoors. Wage Rate Determination: If applicable, Contractor is responsible for certifying that all of the contractor s employees are being paid the same or more than the HUD Wage Rate Determination for Boulder County for the trade being bid. General Requirements The Contractor shall furnish all labor, materials, and equipment to perform landscape management operations in accordance with the requirements herein specified. The Contractor will perform its services in a good and workmanlike manner consistent with reasonable industry standards. Complete cooperation between BHP and Contractor shall be required regarding this agreement. The Contractor shall be solely responsible for any damages caused by its workforce while performing the requirements of this specification herein. The Contractor shall provide labor and materials for the repair or replacement of these damages. The Contractor will hold BHP harmless for all costs incurred or associated with liens of whatever type that may attach to the Premises as a result of the Contractor s failure to pay all sums due or claimed for materials, labor, or services associated with this Agreement. 6
Specifications Length of Contract/Agreement term is for a period of six months, May through October. Work to be billed monthly after each month s work has been performed. No work will be contracted for, or paid for, the remaining six months of the year, November through April unless specifically requested by BHP as an extra to contract. A. Mowing B. Trimming C. Edging 1. All turf areas to be mowed on a weekly basis at an approximate height of three (3) inches during the active growing season (May through October) as specified in BHP Best Practices. 2. Grass clippings will be mulched and excessive clumps will be distributed or gathered and removed from the Premises. Catchers will be used only as Contractor deems necessary. Grass clippings will be swept or blown from walks, porches, and curbs. 1. At the time of mowing, all turf areas will be trimmed by mechanical means in those areas inaccessible to mowers so as to present a wellgroomed appearance. Care to be taken as to not damage trees or fences. 1. Concrete walks adjacent to turf areas are to be edged twice monthly during the growing season with a steel-bladed edger. 2. Concrete curbs, and drain pans adjacent to turf areas are to be edged twice during the growing season with steel-bladed edger. D. General Clean-Up 1. All turf, shrub, rock and garden areas shall be policed for the physical/mechanical removal of trash, debris and weeds over three (3) inches in height at the time of mowing. No chemical use in this section. See below for chemical use. E. Fertilization 7
F. Aeration 1. All irrigated turf areas will be fertilized three (3) times during the growing season with a slow release, granular product as specified in BHP Best Practices. 1. All irrigated turf areas will be core aerated one (1) time in the spring. 2. Additional core aeration in the fall may be required and will be performed upon BHP approval as an extra to contract. G. Spring Clean-Up 1. The Contractor shall remove leaves and litter from all landscaped areas within the Premises. Debris will be removed from Premises. 2. Concrete walks adjacent to turf areas will be edged with a steelbladed edger. 3. Perennial grasses will be cut back to promote new growth. H. Fall Clean-Up 1. The Contractor shall remove leaves and litter from all landscaped areas within the Premises. BHP understands that this service will be performed at the end of October before the majority of leaves have fallen. Debris will be removed from Premises. 2. In the event the BHP requests additional fall clean-up services, the Contractor shall perform approved services at the hourly rates as outlined in their proposal. I. Chemical Weed Control 1. The Contractor shall provide for a complete chemical program for the control of weeds as outlined in the BHP Best Practices listed below. The program shall provide preventative control where required, as well as curative chemical control. The Contractor shall be selective in the chemical controls used as to insure against an improper application that may cause further damage to turf, trees, or shrubs. The Contractor shall provide for the complete safety of the user public, residents, and their properties. The Contractor shall be responsible for meeting all City of Boulder, Colorado State and Environmental Protection Agency (EPA) licensing requirements. 8
2. Chemical program, use, frequency, posting and other requirements are outlined in the BHP Best Practices listed below. 3. Consistent with industry standards, a buffer area will be established by chemical application around all trees and wooden fence-lines in irrigated turf following the same requirements listed in BHP Best Practices listed below. 4. Other services such as turf insect, pests, and disease control may be requested by BHP but are not included in the pricing for this proposal. J. Tree and Shrub Care 1. Pruning shall be performed consistent with reasonable industry standards to provide a well-groomed appearance. Trees and shrubs under 12 in height are included as a part of this Agreement. 2. The Contractor shall perform aesthetic pruning of all deciduous and evergreen shrubs within the Premises two (2) times during the Agreement Term. Pruning will be scheduled and performed pursuant to environmental conditions as the Contractor deems necessary in order to provide a well-groomed appearance. The Contractor will provide recommendations to the Client if environmental conditions warrant additional pruning cycles. Additional pruning cycles will be performed upon approval from BHP at an hourly rate provided in proposal. 3. Nuisance growth, including suckers, from shrubs and trees will be pruned as needed during the growing season to maintain reasonable access on walkways and parking areas. 4. Debris resulting from pruning operations shall be collected and removed by Contractor at the time of pruning. 5. Additional services such as trimming of trees and shrubs over 12 height, structural, renewal, or corrective pruning, chemical insect control by spraying, injection or granular applications are not included in this scope of work. K. Irrigation Management and Operation 1. Contractor shall activate the irrigation systems the first week in May, in accordance with any governmental restrictions and regulations 9
when the environmental conditions allow or when agreed upon by BHP. 2. Contractor shall inspect the irrigation system weekly to ensure proper operation. Pattern adjustments and controller programming will be performed as the Contractor deems necessary. Watering schedules shall be set in accordance with BHP recommendations, governmental restrictions and regulations, irrigation system capabilities, and reasonable industry standards. 3. Irrigation system repairs are not included as a part of this Agreement. Irrigation systems repairs shall be performed as requested and agreed upon by BHP and Contractor. 4. Contractor shall winterize the irrigation system in the fall, in accordance with any governmental restrictions and regulations, prior to November 1 st or when agreed upon by BHP and Contractor. L. Miscellaneous Work 1. BHP may request the following services on an as-needed basis. The pricing table will request hourly pricing for the following: a. Hourly rate for irrigation technician, truck and parts. b. Hourly rate for mowing or trimming including equipment. c. Hourly rate for supervision. d. Hourly rate for laborer. e. Hourly rate for chemical spraying of trees, shrubs and turf plus materials. f. Backflow Certification Testing per device. g. Hourly rate for native field mowing and trimming including equipment. 10
M. Guiding Principles and Best Practices BHP Guiding Principles 1. BHP has adopted the following Guiding Principles and Best Practices for our landscaping and lawn maintenance practices. Any Contractor hired by BHP through this RFP will need to sign off on the guiding principles document provided below. A. Provide our customers with healthy and attractive landscaped areas surrounding their homes. B. Maximize curb appeal while operating within property budget constraints. C. Reduce the use of synthetic materials and chemicals. D. Balance individual customer needs with the needs of the community. E. Operate within industry best practices and adhere to State of Colorado regulations. BHP Best Practices A. Soil Biology The spreading of composted soil or other microbial products is strongly encouraged as a means of enhancing soil biology. B. Top Soil and Site Preparation Any new turf areas developed by BHP should be developed with a minimum of 6 inches of high quality top soil, or in accordance with other professional standards appropriate to the type and planned use of the site. C. Grass Type Whenever possible, hardy and drought resistant grass types or minimal mow mixes should be selected so as to minimize the need for watering, mowing or fertilizing. These grass types also should be used when over-seeding established turf areas. D. Maintenance Practices Turf areas shall be mechanically aerated annually in the spring. Heavy use areas may require mechanical aeration two times annually due to compaction. Over-seeding of turf areas shall be undertaken at the time of all mechanical aerations. Turf shall be mowed to a height of 2.5 on the first and last mowing of the season. At all other times the turf shall be mowed at 3. Mowed clippings shall not be bagged and shall be left to mulch. 11
E. Irrigation Watering should only be undertaken as necessary. Irrigation systems should be equipped with rain, moisture, or evapotranspiration sensors as appropriate. F. Fertilizer Application The following fertilizer application practices shall be followed: Only fertilizers with slow release/slowly soluble organic forms of nitrogen shall be used. Fertilizer shall be applied in the minimum amount needed for healthy plant growth appropriate to the type and intensity of use of the turf area; Use of compost to replace some fertilizer application; Fertilizer products shall have a minimum of 35% water insoluble nitrogen; Fertilizer products containing phosphorous shall only be used if required in accordance with the results of a recent soil analyses; Fertilizers shall be applied to benefit the spring and fall heavy growth periods and once midsummer for a total of three applications; Fertilizers shall not be applied after October 31 st or before April 15 th unless required in accordance with the requirements of heavy use areas or the results of a soil analysis. G. Use of Pesticides and Herbicides through Integrated Pest Management All pesticide and herbicide application services are to be provided only by a State of Colorado licensed applicator contractor under contract by BHP. The contract shall require the contractor to provide for the complete safety of the user public, residents and their properties, and to be responsible for meeting all Colorado State and Environmental Protection Agency (EPA) licensing requirements. Frequency and type of applications: One pre-emergent selective herbicide broadcast application to mulch bed and problem turf areas in the spring. One post-emergent selective herbicide broadcast application to irrigated turf areas early to mid-growing season. Up to four spot-spray, only as necessary, applications of; non-selective herbicide to sidewalk cracks, curb lines and mulch beds (rock or wood mulch), selective herbicide to problem turf areas. Turf and tree insect, pests and disease control will be dealt with on a preapproved by BHP, only as necessary basis. 12
H. Posting, Signage and State Registry of Pesticide-Sensitive Persons list. Contractor shall post the site in an appropriate manner consistent with industry standards 48 hours in advance of fertilizer, herbicide and or pesticide applications, and immediately after applications. Signage shall clearly specify by industry standards type of application, name and contact information of contractor, date of posting and date of application. Contractor shall review all addresses to receive any pesticide application on the Colorado Department of Agriculture Registry of Pesticide- Sensitive Persons list and follow the current State applications and notifications regulations that apply to the list for an address if listed. Pricing Matrix Scope of Work Site Site Location Cost per Month Bridgewalk Broadway East and West Foothills Dakota Ridge Red Oak Park Woodlands Whittier Sanitas Place Midtown Twin Pines 698 Walden Cir. 3120 Broadway 8 th St and Cherry/Silver Lake 13 homes, 4900 block of 10th Arnett, Raintree and Littleleaf 2663 Mapleton Ave. 1946 Walnut St. 3640 Broadway 83720 th St. 170022 nd St. 13
Miscellaneous Work Item Hourly Cost Irrigation Technician Mowing and Trimming Supervision Laborer Chemical Spraying of trees, shrubs and turf Backflow Certification Testing (cost per device) Native Mowing and Trimming 14