Department of Finance Tel (914) 654-2072 515 North Avenue Fax (914) 654-2344 New Rochelle, NY 10801 Writer's Tel (914) 654-2353 Tracy Yogman Commissioner Mark Zulli Deputy Commissioer City of New Rochelle New York REQUEST FOR PROPOSAL To: All Prospective Bidders BID SPEC No. 5123 For DATE SENT: March 10, 2017 Parks Landscape Maintenance DATE DUE: March 24, 2017 NOTE: Bids are due by 3:00 p.m. No late bids will be accepted! Respond to: City of New Rochelle Purchasing Office- Attn: Spec 5165 515 North Ave. New Rochelle, N.Y. 10801 INSTRUCTION FOR RESPONDING TO THIS REQUEST 1. Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete all sections of this document including the VENDOR DATA SECTION and sign where indicated. Your signature identifies your acceptance of all terms and conditions herein. 2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein. 3. Completed bids should be sent to the address identified at the top of this page. 4. Please indicated the bid specification number and due date on the outside of your submitted bid. 5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit bids.
STATEMENT OF NO BID RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID" It is the intent of the City of New Rochelle to afford all suppliers an equal opportunity to bid on all commodities, operating supplies, equipment and/or services as listed in this specification. In the event your firm declines to bid, kindly advise the City of New Rochelle Purchasing Department to that effect by completing and returning this document. City of New Rochelle Purchasing Department, We, the undersigned, have declined to bid on your Request for Quotation/Proposal Specification No. 5165 for Parks Landscape Maintenance Services for the following reasons: We do not offer this product/service We are unable to supply the product/service at this time We are unable to meet the specifications We are unable to meet the bond requirements Other: We understand that if the no bid letter is not executed and returned our name may be deleted from the list of qualified bidders for the City of New Rochelle. COMPANY NAME: ADDRESS: TELEPHONE #: EMAIL ADDRESS: Misc/nobid (rev 3/2014) 2
REQUEST FOR PROPOSAL SPEC. #5164 The City of New Rochelle is requesting proposals for Landscape Maintenance Services at 2 local parks: A: Jacks Friendship Garden located at the corner of North Ave and Eastchester Rd. B: Ruby Dee Park located at Library Green, Huguenot St and Library Plaza Services indicated herein are expected to begin upon award of this RFP and will commence each spring as weather permits. Services are to be provided thru the end of November each year, weather permitting. We have indicated herein our minimum required services to be included in your proposal response; however, contractors are encouraged to propose enhancements to services listed for each service location. Award may be made in whole or in part to be determined by the City to be in the best interest of the City. Due to the lateness of this RFP a separate cost for 2017 Spring Clean-Up for 2017 will not be required but will be required in subsequent contract years. Bidders shall include the Spring Clean Up cost in their cost for April 2017 services. SITE INSPECTION A site inspection is scheduled for March 20, 2017 meeting at Jacks Garden at the corner of North Ave and Eastchester Rd at 10am. Interested bidders shall contact the Parks and Recreation Office at 914 654-2087 to confirm their attendance in the site inspection. TERM OF CONTRACT The contract shall be awarded for a term of one (1) year with an option to renew the agreement for 3 (three) additional years, in one (1) year intervals, upon mutual consent. There will be a 60 day probation period at the end of which time the City may cancel the agreement due to poor performance as may be documented. If the agreement is so then cancelled within the 60 day period, the City will offer the work to the next responsible and responsive proposer of this RFP and another 60 day probation period will ensue. PAYMENT FOR WORK PERFORMED Payment will be made on a monthly basis throughout the life of the contract for services in accordance with the price schedule submitted by the successful bidder. Monthly invoice must be submitted within 10 days of completion of month. The vendor shall be paid upon submission of invoice, which clearly indicates the services rendered, accompanied by a signed work order. Based upon vendor s schedule, a city employee will be designated as the responsible person to sign work orders. Failure to obtain signature will prevent payment processing. The City of New Rochelle is looking to move toward payment via with ACH and will provide our form to the awarded vendor for completion if this payment option is accepted. WORK ORDER REQUIREMENTS The successful bidder will be required to prepare work orders for all services when provided. An authorized representative of the City must sign the work order, on the day of service when the days work is completed, verifying the work performed. The signed work order must accompany the invoice for payment. 3
SERVICE LOCATIONS Service locations shall be designated as follows: Location A: Jacks Friendship Garden located at the corner of North Ave and Eastchester Rd. Location B: Ruby Dee Park located at Library Green, Huguenot St and Library Plaza SCOPE OF WORK General: 1. The agreement from this RFP will include all services including the furnishing of all materials, equipment, transportation, labor, debris removal and incidentals thereto for the completion of the services as stated herein/proposed. 2. All grounds maintenance service must be performed in accordance with all Federal, State, Local and OSHA rules and regulations presently established or which may be established during the term of this contract award. 3. All work to be performed in accordance with all ordinances, including, but not limited to, noise regulations. 4. All debris and debris removal shall be the responsibility of the contractor. Debris shall be dumped at the City s Transfer Station on Beechwood Ave. SCOPE OF WORK Location Specific: At least the following services will be required as specified below and shall be quoted as outlined on Cost Summary page. Proposers are encouraged to include a separate sheet detailing other related services that contractor may propose in order to enhance service locations. Proposals shall address at least the following: Location A: Jacks Garden March one time cleanup of grounds and fertilization of lawns. April two times services First time for patch seeding of lawns Second time for fertilization of bushes and the cultivation of bed areas and supply and install approximately 2 of mulch through all shrub areas. May November once weekly as follows: 1) Trimming of lower growing evergreens once per season with electric hedge trimmer (Mid-July). 2) Trimming of faster growing shrubs two times per season. 3) Sweeping of walks, driveways, steps, etc when needed. 4) Edging of beds, trees, curbs, etc.when needed. 5) Cultivation of beds as needed and when necessary to maintain weed free, with Treflan application. 6) Fertilization of lawns once in September. 7) Pruning of perennials in early fall. 8) Blowing of leaves during fall season until end of November. 9) Trimming of ground covers as needed. 10) Lime lawn areas at end of November. 4
Location B: Rudy Dee Park March one time cleanup of grounds and fertilization of lawns. April two times services First time for patch seeding of lawns and 2nd time for fertilization of bushes and the cultivation of bed areas and supply and install approximately 2 of mulch through all shrub areas. May November once weekly for 31 as follows: 1) Trimming of lower growing evergreens once per season with electric hedge trimmer (Mid-July). 2) Trimming of faster growing shrubs two times per season. 3) Sweeping of walks, driveways, steps, etc when needed. 4) Edging of beds, trees, curbs, etc.when needed. 5) Cultivation of beds as needed and when necessary to maintain weed free. 6) Fertilization of lawns once in September. 7) Pruning of perennials in early Fall. 8) Blowing of leaves during fall season until end of November. 9) Trimming of ground covers as needed. 10) Lime lawn areas at end of November. BIDDER QUALIFICATIONS REQUIRMENTS All terms, conditions and requirements as set forth in this request for quotation must be satisfied as of the date of bid submission. Bid responses will only be accepted from thoroughly competent, experienced and financially qualified contractors according to the qualification requirement as listed herein and successful fulfillment of said requirements as determined by the City of New Rochelle. Please complete the following qualification and requirement questions as provided for herein. Respondents are responsible for submission of accurate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. A) The bidder must demonstrate that they have had three- (3) years acceptable prior experience in providing grounds maintenance service contracts and experience in grass and leaf mulching. This qualification may be satisfied by listing at least one firm your company has provided service to, please include a brief description of work, contact person, and telephone number for each year from 2014 to 2016. Firm Description Contact Person Phone # 2017 2016 2015 Does your response comply with this requirement? YES NO B) The successful bidder must comply with New York State Labor Laws including Prevailing Wage requirements. Does your response comply with this requirement? YES NO C) The successful bidder, upon award, must submit Material Safety Data Sheet (MSDS) for all products used (if any). Does your response comply with this requirement? YES NO 5
D) All bidders must have proper equipment and related materials necessary to provide this service. Please give a brief description of how you satisfy this requirement. GENERAL INFORMATION Please provide the following information: a) Name and title of executive in charge b) Name of supervisor c) Years of experience on business d) Contact person(s) and phone number(s) that shall be contacted LIABILITY REQUIREMENTS The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificate of Insurance and Endorsement page prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation Statuary Requirements NY State Disability Statuary Requirements General Liability $2,000,000 Automobile Liability $1,000,000 INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BEPRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE CITY The City of New Rochelle is named as an additional insured party for all general and excess liability coverage based on the contractual liability of the named insured. Such general and excess liability coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to acts or omissions of the named insured. It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the City of New Rochelle. 6
NEW YORK LAW AND VENUE The agreement arrived at from this solicitation shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. The City requires contractors which are not incorporated in the State of New York to produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. Awarded bidder shall provide said certificate of required. IRAN DIVESTMENT ACT By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. CANCELLATION Any violation of the terms, conditions, requirements and/or non-performance of the contract shall result in immediate cancellation. The City shall have the right to cancel this contract upon at least thirty- (30) days prior written notice. BID DEPOSIT A good faith bid deposit by certified check or money order in an amount of $200 is required with your proposal. COST SUMMARY Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. (Bids must be provided for all services; a blank space will denote a zero bid.) The City reserves the right to delete any part of the services indicated at its discretion. Please indicate your costs for the specified work as detailed herein on the attached Exhibit A, Cost Summary Sheets and attach separate sheet if required to explain your enhancements for the work specified. 7
LOCATION A: JACKS FREINDSHIP GARDEN Exhibit A Spec. 5164, Landscape Maintenance March Spring Clean Up (not to be billed in 2017) $ *Aril 2017 services shall include Spring Clean Up $ April services @ $ x 2 services Total $ May Nov services @ $ per month x 7 months $ ** **Lump sum to be divided by 7 months of service for a monthly billable amount of $ Please indicate below any enhancements to the scope of work as mentioned herein which shall be considered as part of your proposal response. LOCATION B: RUBY DEE PARK March Spring Clean Up (not to be billed in 2017) $ *Aril 2017 services shall include Spring Clean Up $ April services @ $ x 2 services Total $ May Nov services @ $ per month x 7 months $ ** **Lump sum to be divided by 7 months of service for a monthly billable amount of $ Please indicate below any enhancements to the scope of work as mentioned herein which shall be considered as part of your proposal response. Submitted by : Name of Company Initials 8
Exhibit A, page 2 Spec. 5165 All terms, conditions and requirements as set forth in Request for Proposal, Spec. #5165 are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your quotation from the specification detailed in Request for Proposal, Spec. #5165 in the space provided below (if additional space is required continue on your letterhead). By submission of this quotation, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this quotation have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this quotation have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this quotation is made without any connection with any other person making a quotation for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. This provision shall not apply in instances of direct or indirect holding of less than 1% of the stock of the corporation. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal, Spec. #5165, except as identified herein. Company Name and Address Signature Name & Title Date Phone Number Email Address Fax Number (Spec 5165) 9