REQUEST FOR PROPOSAL CITY OF PORTLAND, TEXAS GROUNDS AND LANDSCAPING MAINTENANCE CITY OF PORTLAND MUNICIPAL BUILDINGS CITY OF PORTLAND, TEXAS Due Date: 1900 Billy G. Webb Drive October 7, 2014 Portland, Texas 78374 2:00 p.m. (361) 777-4500 www.portlandtx.com
INTRODUCTION General Information The City of Portland (City) is soliciting Request for Proposal(s) (RFP s) from contractors who are interested and qualified to provide grounds and landscaping maintenance for the City of Portland municipal buildings as outlined in this RFP. Respondents must submit one (1) original and one (1) copy of their submittal by 2:00 p.m. on Tuesday, October 7, 2014. Any bid received after this time and date will not be considered. The full address for proposal delivery is as follows: City Secretary City of Portland 1900 Billy G. Webb Drive Portland, Texas 78374 (361) 777-4500 Bids will be opened publicly on Tuesday, October 7, 2014, at 2:00 p.m. at City Hall. SCHEDULE OF IMPORTANT DATES The tentative schedule for this RFP is as follows. The City reserves the right to change the schedule of dates as it deems necessary. Release RFP to Contractors and begin advertisement September 15, 2014 Pre-Proposal Conference September 25, 2014 2:00 p.m. Deadline for Questions & Inquiries September 30, 2014 5:00 p.m. Proposal Submission Deadline October 7, 2014 2:00 p.m. Earliest Award by City October 21, 2014 SCOPE OF WORK Objectives It is the intent of the City of Portland to engage a contractor to maintain the grounds at various City facilities, including the City Hall Complex, Police Department, and Community Center. The services required include mowing, edging, weed eating, beds maintenance, irrigation maintenance, and other necessary activities to maintain and enhance the appearance of the City grounds. The selected firm(s) will be responsible for the provision of all landscaping maintenance and grass mowing services associated with seven municipal buildings. This consists of the City of Portland City Hall, Community Center Complex, Police Department, Fire Station #2, Senior Center, and Public Works buildings. 1. Mowing/Edging/Weeding/Pruning: Prior to initiation of service, the contractor shall submit a schedule for the approval of the General Services Superintendent that identifies the service dates or day of the week (when weekly service is required) per location. Grounds & Landscaping Maintenance Municipal Buildings Page 2
a. The contractor shall complete all mowing within the estimated mowing schedule, unless notified otherwise by the General Services Superintendent. b. The heavy mowing period lasts approximately from March 1 to October 31. During this period, weather permitting, lawn mowing shall be weekly. No more than 10 calendar days shall be allowed between lawn mowing, unless: i. Local emergency conditions preclude access to the property, ii. Saturated ground conditions which would result in rutting of the lawn as determined by the General Services Superintendent and communicated to the contractor in writing, iii. The contractor seeks and receives prior authorization from the General Services Superintendent. c. Services from November 1 through February 28 shall be as determined by the General Services Superintendent. d. Mow primary lawn areas and all areas within fence lines using a finish type mower. Blades are to be sharpened in order to provide a sharp and clean result. Weed eating primary lawn areas is not permitted. Conventional wheel tractors and mowers may be used to mow secondary areas and outside of fenced areas to the public right-or-way. However, such mowers must show results equal to that of flail or finishing mowers. e. All grass areas shall be mowed to a height between 3 and 4. Mowing shall be along a cutting path that shall allow cutters to transverse 100% of the required mowing area. Missed strands of grass or areas not uniformly cut shall be re-cut at no additional cost to the City. f. Mechanically trim fringe left by mowers around buildings, posts, trees, bushes and other raised objects (may be chemically treated where not unsightly). g. Edge all walks, curbs, and drives with a bladed edging tool. Trim any grass or weeds in parking lot pavement, sidewalk joints, and street gutter. h. Before and after mowing, pick up and dispose of litter and debris from lawn, parking lots, sidewalks, landscaped and bedded areas, fence lines and accessible drainage areas, i.e. tree limbs, bushes, leaves, grass, cans, paper, plastic, and etc. i. Sweep or otherwise clean up and dispose of debris from mowing, edging and trimming/pruning efforts, including any debris or unsightly overlay of cut grass on lawn areas. j. No debris shall enter the City s storm water system at any time. k. No debris may be disposed of in any City of Portland s provided on-site dumpsters. All debris must be removed from the property at the time of service. Contractor must receive prior approval from the General Services for the temporary placement of a dumpster for extensive debris cleanup. l. Ruts, holes and other disfigurement of mowed areas caused by the contractor s mowing equipment shall be the responsibility of the contractor to repair to original condition. If the contractor is in doubt as to the soil conditions, the contractor is required to contact the General Services Superintendent. m. Fill holes, cracks, crevices in the lawns and grounds. n. Perform an irrigation system check semi-monthly and deliver to the General Services Superintendent a written report with an itemized list of deficiencies. Grounds & Landscaping Maintenance Municipal Buildings Page 3
2. Beds Maintenance: Beds maintenance shall include weeding of all flower or shrubbery beds. a. Plant and maintain annuals in the flower beds. b. Maintain and add mulch as appropriate. c. Remove overgrown weeds from around buildings. d. Bids should include a standard pricing sheet for replacement of dead shrubs. 3. Fertilizers/Herbicide/Insecticide/Fungicide: All contract areas are to be monitored and sprayed with proper turf and shrub fertilizers, herbicides (pre and post-emergent), insecticides, and fungicides. a. Fertilizers shall be applied at the frequency, timing, and amounts as indicated in the AgriLIFE Texas A&M System s Publication E-437 Lawn Fertilization for Texas Warm-Season Grasses. The management level as indicated in the publication shall be high. Any adjustments to the fertilization schedule shall be approved in writing by the General Services Superintendent. b. Disease and insect control will be performed on shrubs and beds only. Ant control will be performed on all lawns and turf. c. Herbicide any grass or weeds in parking lot pavement, sidewalk joints, and street gutter. d. Prior to commencing work under this contract, the Contractor shall submit sample labels and MSDS (Material Safety Data Sheets) for each chemical that is to be utilized in this contract. The City s designated representative and the Contractor shall agree on each chemical to be utilized, the application rates and application dates prior to applications. Any substitutions of chemicals will require that they be reviewed by the City prior to being utilized. (Note: These submittals do not alleviate the Contractor from any pre-notification procedures defined by the Structural Pest Control Board or the Texas Department of Agriculture. These submittals will be used only to verify the chemical application schedules prior to work commencing.) Within seven (7) days of any chemical application being made, the Contractor will supply the City s designated representative with a Texas Department of Agriculture Record Sheet as applicable. TERMS AND CONDITIONS General Contract Conditions Contractor is responsible for any licenses/permits required for performance of contract. Contractor is required to be registered with the City of Portland s building development office as per City Ordinance. Applicable Work Standards: The applicable standards for the proper completion of this Contract require that the bidder/ Contractor possess or have access to a subcontractor that is licensed by the following organizations and/or abide by the applicable laws/rules/regulations: 1. Structural Pest Control Board (application of pesticides, PGRs or other chemicals) 2. Texas Department of Agriculture (same as above) 3. Texas Irrigators Advisory Council of the Texas Commission on Environmental Quality Commission (TCEQ) (repair of irrigation systems) 4. Occupational Safety and Health Administration (all maintenance activities) Grounds & Landscaping Maintenance Municipal Buildings Page 4
5. American National Standards Institute (all maintenance operations) Receipt of Proposals The submitted proposal(s) must be received by the City Secretary s Office prior to the time and date specified. The mere fact that the proposal was dispatched will not be considered; the contractor must insure that the proposal is actually delivered. Proposals submitted via facsimile will not be accepted for any reason. Proposals that do not contain all required information may be rejected. Overall Proposal Requirements 1. Required Documents for submittal: a. Bid Proposal Form b. Insurance Certificate c. Qualifications and Experience Record Questions and Inquiries A non-mandatory pre-proposal conference is scheduled for Thursday, September 25, 2014, at 2:00 p.m. at City Hall in the City Council Chambers. The conference is intended to answer any questions from contractors as well as provide an opportunity for a tour of the facilities. Questions and inquiries about this RFP should be directed to Brian DeLatte, Assistant City Manager, at (361) 777-4601 or brian.delatte@portlandtx.com. Questions should be submitted in writing on or before 5:00 pm on the date specified herein. Reservations The City reserves the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, in part or in its entirety, this RFP if found to be in the best interest of the City. Additionally, although the City desires to contract with a single contractor for all work/services to be provided, the City reserves the right to split the work/services and deal with multiple contractors if it is deemed to be in the City s best interest. All proposals become the property of the City of Portland. Reimbursements There is no express or implied obligation for the City of Portland to reimburse responding contractors for any expenses incurred in preparing proposals in response to this RFP and the City will not reimburse responding contractors for these expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services. Communication The City shall not be responsible for any verbal communication between any employee of the City and any potential contractor. Only written requirements and qualifications will be considered. Management Grounds & Landscaping Maintenance Municipal Buildings Page 5
Should there be a change in Contractor ownership or management; the contract shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions and prices. This contract is nontransferable by either party. Insurance The contractor shall procure and maintain throughout the duration of the project at its sole expense insurance against claims for injuries to persons or damage to property which may arise from or in connection with performance of the work. Policies shall include Minimum Bodily Injury Limits of $300,000 per occurrence and Property Damage Insurance with minimum limits of $50,000 per occurrence. Automobile Liability Insurance for all owned, non-owned, leased, and hired vehicles with minimum limits for Bodily Injury of $100,000 each person, $300,000 each occurrence and Property Damage minimum limits of $50,000 for each occurrence. Coverage shall be maintained for two years after the termination of the contract. The City, its officers, employees, and elected officials shall be named as additional insured to all applicable coverage. An acceptable certificate of insurance shall be submitted to the City prior to the effective date of the contract. City reserves the right to approve or disapprove the terms of the policy and the insurance carrier selected. Payment Terms Invoices must be submitted by the contractor in duplicate to the City of Portland, Public Works Department, 1900 Billy G. Webb, Portland, Texas 78374, on a per month basis detailed to show number of trips and services completed per location. All invoices to be paid in full within 30 days after satisfactory delivery and billing of goods or services. Contract Duration The contract shall be for twelve (12) months, renewable for up to five (5) subsequent twelve (12) month periods if there are no price adjustments. Award of Contract Award of the contract shall be made to the responsible contractor(s) whose proposal is determined to be the best evaluated offer resulting from the proposal, taking into consideration the relative importance of price and other factors set forth in this RFP. After receipt of proposals, the City of Portland will use the following criteria in the selection process: 75% Total estimated cost for all facilities 25% Qualifications and experience Qualifications and experience will be evaluated by a selection committee comprised of the City of Portland Assistant City Manager, Parks and Recreation Director, and General Services Superintendent. Qualifications and Experience Record All proposals shall include a Qualifications and Experience Record to be used in the evaluation of the bids. The Record shall include a list of five (5) references for projects of similar size and scope. Each reference shall include the client s name and contact information, project description, and value of the work. All proposals shall include a listing of key personnel. Grounds & Landscaping Maintenance Municipal Buildings Page 6
Bid Tabulation Form PROPOSAL OF: (Company Name) FOR: Grounds & Landscaping Maintenance Municipal Buildings TO: City of Portland City Secretary 1900 Billy G. Webb Portland, Texas 78374 The undersigned declares that he has carefully examined the Request for Proposal and has carefully inspected the locations and conditions of the proposed work, and agrees that he will provide all the necessary labor, machinery, tools, apparatus, and materials. Facility: City Hall / Police Department / Community Center Complex Address: 1900/1902/2000 Billy G. Webb Map A Item Task Approximate Frequency Cost A-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 A-2 Beds Maintenance Weekly, not to exceed 40 A-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Facility: Aquatics Center/Skate Park/Joe Burke Pavilion Address: 2002 Billy G. Webb Map B Item Task Approximate Frequency Cost B-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 B-2 Beds Maintenance Weekly, not to exceed 40 B-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Grounds & Landscaping Maintenance Municipal Buildings Page 7
Facility: Bell Whittington Public Library Address: 2400 Memorial Parkway Map C Item Task Approximate Frequency Cost C-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 C-2 Beds Maintenance Weekly, not to exceed 40 C-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Facility: Fire Station No. 2 Address: 595 Buddy Ganem Map D Item Task Approximate Frequency Cost D-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 D-2 Beds Maintenance Weekly, not to exceed 40 D-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Facility: Public Works Center Address: 1101 Moore Avenue Map E Item Task Approximate Frequency Cost E-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 E-2 Beds Maintenance Weekly, not to exceed 40 E-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Facility: Senior Center Address: 601 Wildcat Map F Item Task Approximate Frequency Cost F-1 Mowing/Edging/Weeding/ Pruning Weekly, not to exceed 40 F-2 Beds Maintenance Weekly, not to exceed 40 F-3 Fertilizers/Herbicide/ Insecticide/Fungicide As needed annually Total estimated annual cost Total estimated annual cost for all facilities Grounds & Landscaping Maintenance Municipal Buildings Page 8
Receipt of the following addenda is acknowledged: ADDENDUM DATE INITIAL ADDENDUM DATE INITIAL Very truly yours, By: Title: Address: Phone Number: Email: (Seal if bid is by a corporation) Grounds & Landscaping Maintenance Municipal Buildings Page 9
Map A Boundary Annual beds
Map B Boundary Annual beds
Map C Boundary Annual beds
Map D Boundary
Map E Boundary Annual beds
Map F Boundary Annual beds