Request for Proposal For Grounds Maintenance Services ALL PROPOSALS MUST BE ADDRESSED AND SUBMITTED TO: Jasmine Privott, Director of Housing Operations Deerfield Beach Housing Authority 533 S. Dixie Highway, Suite 201 PROPOSALS MUST BE RECEIVED ON OR PRIOR TO 4 P.M. Friday August 28, 2015
I. Instructions a. Invitation to Bid b. Proposal Contact c. Submission of Proposals d. Contractor Information e. Pre-Proposal Site Visits f. Duration of Agreement g. Quality Control h. Required Proposal Format i. Insurance Requirements j. Licensure k. Invoice / Payments l. DBHA s Reservation of Rights m. Scoring Criteria II. Scope of Work Standards of Service and Facilities a. Specifications III. Attachments a. HUD Form 5369B Instructions to Offerors Non-Construction (Information Only) b. HUD Form 5370C- General Conditions for Non-Construction Contracts (Information Only) with HUD s Maintenance Wage Rate Determination for the Deerfield Beach Housing Authority (HUD Form 52158) c. HUD Form 5369C- Certifications and Representations of Offerors d. Section 3 e. Proposal Cost Form f. Palms of Deerfield Site Map Page 1
I. Instructions a) Invitation to Bid Deerfield Beach Housing Authority invites your firm to submit a proposal in accordance with this (RFP). Your response to this request will be evaluated to determine your qualifications of your firm. Proposals must adhere to the format and content of this RFP. Proposals will not be evaluated unless all parts requested are submitted in a complete package. The information requested is the minimum required in order to qualify for consideration. The successful proposer shall be required to enter into a landscape maintenance agreement based on the specifications outlined in the RFP. b) Proposal Contact Any questions concerning this RFP and all correspondence must be submitted in writing to the following contact: Jasmine Privott, Director of Housing Operations 533 S. Dixie Highway, Suite 201 Email: jprivott@dbhaonline.org Questions may not be submitted by telephone. All questions must include contractors name, address and or email address. Questions from RFP participants will be shared with all known proposers via Email. All questions must be submitted 72 hours prior to proposal due date and time. All proposers are instructed not to contact any member of the Deerfield Beach Housing Authority Board of Directors, management or staff member other than the contact person indicated above. Any such contact in violation of this requirement will be cause for rejection of your proposal. c) Submission of Proposals: In order for your proposal to be considered all information requested must be submitted. One Original and three copies of the proposals should be mailed and clearly marked Proposal for Grounds Maintenance. No submittals will be accepted after the deadline. Submittals must be sealed and will be received at the following address: Jasmine Privott, Director of Housing Operations 533 S. Dixie Highway, Suite 201 Email: jprivott@dbhaonline.org Page 2
Required Submittals: 1. Proposal Cost Form (Attachment c) 2. Contractor Questionnaire (Attachment d) 3. List of References (Attachment e) 4. HUD Form 5369C- Certifications and Representations of Offerors (Attachment f) 5. HUD Form 2992-Certification Regarding Debarment or Suspension (Attachment g) 6. State of Florida Occupational License 7. Proof of General Liability, Workers Compensation and Fleet Insurance All proposals must be submitted by August 28 2015 before 4:00PM Proposals must be received at 533 S. Dixie Highway, Suite 201, Deerfield Beach, Fla 33441, by the indicated time and date. Any proposals received after this date and time will not be considered. d) Contractor Information Deerfield Beach Housing Authority may request additional information samples or presentations in support of your proposal. e) Pre-Proposal Site visits Before submitting a proposal contractors are encouraged to thoroughly examine all facilities and fully understand the conditions that in any way could affect their proposal. Failure to do so will in no way relieve the contractor from satisfactory performance under the proposal submitted. f) Duration of Agreement The term of this agreement shall be one (1) year and renewed annually for a (12) month period at the discretion of Deerfield Beach Housing Authority. g) Quality Control Work performed under this proposal shall be performed by a single firm experienced in grounds maintenance. Subject to approval in writing of Deerfield Beach Housing Authority the contractor may subcontract any work to be performed under this contact. However the election to subcontract any work does not relieve the contractor from any responsibility or liability under this contract. h) Required Proposal Format All proposals shall be submitted according to the format below. Missing Documents will be considered an incomplete and void proposal. Proposal Cost Form (Attachment c) Page 3
Contractor Questionnaire (Attachment d) List of References (Attachment e) HUD Form 5369C- Certifications and Representations of Offerors (Attachment f) HUD Form 2992-Certification Regarding Debarment or Suspension (Attachment g) State of Florida Occupational License Proof of General Liability, Workers Compensation and Fleet Insurance i) Insurance Requirements General Liability: The Contractor shall, during the continuance of an agreement and at no expense to Deerfield Beach Housing Authority maintain public liability and property Damage insurance, in the amount of $1,000,000 per occurrence on account of bodily or personal injuries, including death, or on account of property damage, arising from, or caused, directly or indirectly, by performance of this agreement. This insurance shall be a *PER OCCURRENCE policy. Under the public liability and property damage insurance herein required, the Deerfield Beach Housing Authority, its officers, agents and employees shall be named as additional insured by endorsement and as to such additional insured, the insurance herein required shall be primary and the policies shall contain by endorsement a cross liability clause. In addition, the Contractor will be required to notify the Deerfield Beach Housing Authority immediately in writing should their coverage change, cease or the amount fall below the one million dollar ($1,000,000) level during the contract. Worker's Compensation Insurance: Contractor shall, during the term of this Agreement and at no expense to Deerfield Beach Housing Authority, maintain worker's compensation insurance, as required by Florida State law, for all Contractor's officers and employees. Business Automobile Insurance: Contractor represents that it shall, during the continuance of this Agreement and at no expense to the Deerfield Beach Housing Authority, maintain automobile liability insurance as required by Florida State law. Page 4
Certificates: The insurance required by the paragraphs above shall be evidenced by certificate or certificates submitted to the Deerfield Beach Housing Authority which shall be executed by the insurance company or companies involved and which shall state that the insurance evidenced thereby may not be terminated without 30 days prior written notice thereof being received by the Deerfield Beach Housing Authority. The certificate(s) shall be submitted to the Deerfield Beach Housing Authority before or at time Contractor executes an agreement. j) Licensure Contractor/Principal/Business Owner must possess a valid State of Florida Occupational License k) Invoice/Payments: Payments to Contractor will be made monthly only, and invoices will be processed on a monthly basis. The Deerfield Beach Housing Authority will not be liable for any sums of money spent on its behalf without prior written consent from the Deerfield Beach Housing Authority. The Deerfield Beach Housing Authority will not reimburse any Contractor for the cost of fuel necessary to run its equipment or vehicle fleet. US Dept. of HUD Wage Rate Determination Compliance: Contractor is expected to comply with HUD Form 5370C- General Conditions for Non-Construction Contracts and HUD s Maintenance Wage Rate Determination for the Deerfield Beach Housing Authority (HUD Form 52158) throughout the duration of this contract. HUD Form 52158 is attached. A new determination will be issued by the US Dept. of HUD Office of Labor Relations on October 1 st of each year and selected Contractor will need to be in compliance with all future determinations in order to renew this contract. This includes compliance with the production of employee payroll records if requested and periodic US Dept. of HUD required on site employee interviews. l) DBHA S Reservation of Rights The DBHA 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 the DBHA to be in its best interests. The DBHA reserves the right not to award a contract pursuant to this RFP. Page 5
The DBHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 30 days written notice to the successful proposer(s). The DBHA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. The DBHA 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 the DBHA Contracting Officer (CO). The DBHA reserves the right to negotiate the fees proposed by the proposer entity. The DBHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. The DBHA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. The DBHA shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. The DBHA reserves the right to reject the Proposal of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to PHAs, and reserves the right to reject the proposal of any firm who has previously failed to perform contracts properly. m) Scoring Criteria The following Point Process will be used as a guide upon evaluating proposals and awarding this contract. 20 pts: Related experience 20 pts: Quality of References 30 pts. Cost. 10 pts: Fulfillment of MBE requirements. Total of Possible Points: 80 II. Scope of Work The landscape contractor shall furnish all labor, equipment, tools, and skills required to maintain the landscape in an attractive condition throughout the contract period. Page 6
Maintenance of landscape shall include mowing, grass clipping, trimming, edging, mulching, sodding, weed control, fertilization and pest control, pruning and trimming of planting, irrigation system maintenance, debris removal and monitoring. The intent is to provide a professionally maintained appearance as determined by Deerfield Beach Housing Authority. Any discrepancies shall be resolved in a manner determined by Deerfield Beach Housing Authority. a) Specifications: Turf: 1. Mowing: The Palms of Deerfield and Stanley Terrace sites shall be mowed 24 times per year, or Bi-weekly. The Business Skills Center shall be mowed thirty times per year, every ten days during the months of April through September, and Bi-weekly during the months October through March. Lawns should be maintained at a height of 2.5 3.5 inches, with adjustments made for periods of high heat and little rainfall. Trash and debris, if present, shall be removed and disposed of prior to mowing. Mowing heights should be measured with mowers on a flat paved surface. Turf slopes shall be cut at the same time as surrounding areas and maintained at the same heights. 2. Grass Clippings: Mowers shall be of a type that causes clippings to be distributed evenly over the cut area. If the type of mower causes the grass to windrow or clump, it shall be collected and removed wherever it detracts from the appearance or health of the lawn. The Contractor shall be responsible for removing grass clippings from sidewalks, entranceways, parking areas; patios, planted areas, mulched areas, walls and structures, and any other areas not part of the grass being mowed. Deerfield Beach Housing Authority dumpsters are not to be used for the disposal of grass clippings or any other landscape waste or debris. 3. Trimming: Contractor shall be responsible at each mowing for the careful trimming of all lawn areas not reachable by a mower. Trimming shall be done at the same height as the lawn. This includes trimming around plant beds, trees, fencing, dumpsters, structures, HVAC units and signage. Care should be taken to avoid damaging trees, tree supports, shrubs, plantings, structures and objects. Trimming should take place so that grass does not grow up and under first floor fenced in balconies. Page 7
4. Edging: All borders of turf shall be edged with each mowing to maintain contour lines. Debris shall be removed and the areas blown or swept, and left clean. Mulching All planting beds shall be top dressed with bark mulch annually every October. The same mulch shall be applied around all shrubs and tree bases annually every October. (List annual cost separately on Bid Form, to be billed annually). Annual Sodding The Contractor shall assess all sites annually for absent turf and subsequent soil erosion, especially around building areas, walkways and stairwells, or anywhere that soil erosion could cause a tripping hazard for residents. This is to be done prior to the rainy season. The Contractor shall present the Deerfield Beach Housing Authority with this evaluation in May of each year along with a cost estimate for materials and labor for dirt and sod necessary to correct soil eroded areas. Weed control All ground cover areas, planting beds and mulched areas, sidewalks, walkways, curbs areas around objects and structures, parking and any other non-mowing areas shall be kept free of weeds throughout the contract period. Weed control can be established manually, mechanically or chemically. It is expected that weed control will be addressed at each mowing. Fertilization & Pest Control All turf areas, shrubs and planting shall be fertilized twice per year, during the months of March and September. Contractor shall consult with Deerfield Beach Housing Authority Management for approval, as to type(s) of fertilizer to be utilized prior to each bi-annual application. All turf areas, shrubs and plantings shall be treated as needed to maintain proper pest control. Pruning and Trimming of Plantings Page 8
All plantings, shrubs and trees shall be pruned and trimmed every month or as needed to promote their proper health and growth. Lower tree limbs shall be maintained at a height of eight feet over the ground. Plantings shall be trimmed as needed at each mowing so that no plants are allowed to extend over sidewalks or into entranceways. Shrubs are to be trimmed seasonally as needed to maintain their health and proper growth and to keep up curb appeal. Irrigation Systems 1. Contractor shall evaluate all systems upon initiation of contract, and make sure adequate coverage is in the correct areas, ensure all clocks, valves and heads are functioning as required, and check for leaks. The Deerfield Beach Housing Authority will ensure all systems are functioning properly at contract initiation, but ongoing maintenance during the contract shall be the responsibility of the Contractor. 2. Ongoing maintenance of irrigation systems shall include the adjustment or replacement of heads, cleaning of nozzles and valves, monitoring of irrigation schedules and systems to ensure systems are operating effectively. Contractor shall be responsible for any damage done to irrigation system during the course of grounds maintenance. Contractor shall monitor natural rainfall and South Florida water restrictions and adjust irrigation schedule accordingly in order to at all times minimize irrigation costs for the Deerfield Beach Housing Authority. Irrigation repairs outside of head replacements, including clocks, valves, pumps, main lines or other irrigation equipment shall be billed separately and presented to Deerfield Beach Housing Authority Management for prior approval before any repairs are done. Unapproved costs will not be reimbursed. Storm Debris Clean-up In the event of a storm or hurricane, the Contractor shall be responsible for the timely assessment of necessary post storm clean-up of all landscaped areas, and the clearing of easily removable landscape materials in roadways and walkways and common areas. The Contractor shall present the Deerfield Beach Housing Authority with a detailed estimate for the repair and removal of downed or dangerous tree limbs, and/or the removal of downed trees, to include removal Page 9
and disposal. This estimate will be billed separately and is subject to prior approval by the Deerfield Beach Housing Authority Management. Unapproved post storm debris clean-up costs will not be reimbursed. Monitoring It shall be the Contractor s responsibility to report all problems concerning landscaped areas to the attention of Deerfield Beach Housing Authority management. This includes insect and plant disease problems, dead or dying plantings, shrubs or trees and problems with irrigation. The contractor must get written consent and cost approval from the Deerfield Beach Housing Authority prior to the replacement of any dead or dying plantings, shrubs or trees. Unapproved costs will not be reimbursed. Page 10
Facilities Access to sites for Grounds Maintenance is available Monday Friday, 9 am 5 pm. Grounds areas include all City swale areas surrounding properties. Please note that the Palms of Deerfield Apartments and the Palms of Deerfield Beach Town Homes is located on one campus, however, these two properties will be Bid and billed separately. Business Skill Center 533 S. Dixie Highway, Suite 201 Stanley Terrace 412 S.W. 2 nd Street The Palms of Deerfield Beach 425 N.W. 1 st Terrace The Palms of Deerfield Townhomes 425 N.W. 1 st Terrace, Bldg.411-M Page 11