ADVERTISEMENT The Lower Dauphin School District, 291 East Main Street, Hummelstown, Pennsylvania, 17036 will receive sealed proposals, until 12:00 noon prevailing time, on May 3, 2013. The proposals will be publicly opened at 2:00 P.M. prevailing time, May 3, 2013 in the board room of the same building, immediately thereafter for the: LOWER DAUPHIN SCHOOL DISTRICT SERVICE CONTRACT LANDSCAPE MAINTENANCE Interested parties should contact Mr. David Marshall, Director of Facilities at (717) 566-5305 to secure proposal information and forms. The Lower Dauphin School District reserves the right to reject any and all proposals and to waive informalities in the bidding. No proposal may be withdrawn for a period of sixty (60) calendar days after the scheduled closing for the receipt of proposals. Lower Dauphin School District Sharon Hagy Secretary Board of School Directors Lower Dauphin School District Page 1
TABLE OF CONTENTS ADVERTISEMENT.............................. Page 1 INTRODUCTION............................... Page 3 INSTRUCTIONS TO BIDDERS........................ Page 4 NON-COLLUSION AFFIDAVIT....................... Page 5-7 GENERAL CONDITIONS........................... Page 8-11 GENERAL INFORMATION......................... Page 12-14 CONTRACTOR QUALIFICATIONS...................... Page 15 SCOPE OF WORK............................... Page 16 PROPOSAL FORM.............................. Page 17-21 Lower Dauphin School District Page 2
INTRODUCTION Lower Dauphin School District REQUEST FOR PROPOSALS (RFP) FOR LANDSCAPE MAINTENANCE Lower Dauphin School District is issuing the RFP for the selection of a qualified service company for the landscape maintenance of its High School, Middle School and as alternate District Administration Center (DAC) for the 2013 and two (2) optional cutting seasons (2014 and 2015), as well as optional additional services associated with landscape maintenance cutting season. You are invited to submit a proposal in accordance with this RFP. Proposals must be received no later than 12:00 noon prevailing time on May 3, 2013. The Lower Dauphin School District wishes to invite contractors to submit proposals including their abilities and qualifications in the field of lawn maintenance. The Lower Dauphin School District will consider a service contractor based on qualifications and cost. If you have any questions concerning this RFP, please contact David Marshall, Director of Facilities at (717) 566-5305. Lower Dauphin School District Page 3
INSTRUCTIONS TO BIDDERS 1 Proposals will be received no later than 12:00 noon prevailing time, on May 3, 2013 at the office of Mr. David Marshall, Director of Facilities, Lower Dauphin School District Administration Offices, 291 East Main Street, Hummelstown, PA 17036. Proposals are to be delivered via courier or in person. Proposals sent via US Mail will not be accepted. Proposals will be opened at 2:00 p.m. prevailing time, on May 3, 2013. 2. All proposals shall be submitted in sealed and opaque envelopes marked LOWER DAUPHIN SCHOOL DISTRICT: LANDSCAPE MAINTENANCE BIDS. 3. Proposals must be typewritten or written with ink and must be signed by the contractor on the enclosed forms. 4. All proposals shall be submitted with a completed Non-Collusion Affidavit form. 5. Changes, alterations, or interlineations in the proposal are not permitted. 6. The School District is exempt from Federal Excise Tax and State Sales Tax and will execute a Tax Exemption Certificate when requested. 7. Proposal prices must be valid for a period of sixty (60) days. 8. If there are any questions regarding these Proposal Specifications, please contact Mr. David Marshall, Director of Facilities at (717) 566-5305 Lower Dauphin School District Page 4
NON-COLLUSION AFFIDAVIT State of : County of : Contract: Lower Dauphin School District Landscape Service Contract I state that I am of (Title) (Name of My Firm) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal. I state that: (1) The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before proposal opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. (4) The proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. (5), its affiliates, (Name of My Firm) subsidiaries, and officers directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: Lower Dauphin School District Page 5
I state that understands (Name of My Firm) and acknowledges that the above representations are material and important, and will be relied on by the Lower Dauphin School District in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Lower Dauphin School District of the true facts relating to the submission of proposals for this contract. (Name and Company Position) SWORN TO AND SUBSCRIBED BEFORE ME THIS DAY OF, 200_ Notary Public My Commission Expires Lower Dauphin School District Page 6
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this proposal. According to the Pennsylvania Anti bid-rigging Act, 73 P.S. 1611 et seq., governmental agencies may require Non-Collusion Affidavits to be submitted together with proposals. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the proposal. 3. Proposal rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of proposals are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submission of the proposal. 4. In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the proposal documents, and an Affidavit must be submitted separately on behalf of each patty. 5. The term "complementary proposal" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of proposals higher than the proposal of another firm, any intentionally high or noncompetitive proposal, and any other form of proposal submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the proposal. Lower Dauphin School District Page 7
GENERAL CONDITIONS A. CONTRACTOR S RESPONSIBILITIES 1. The Contractor shall provide all labor, supplies, equipment, materials and services to perform all its obligations and functions under this Contract in accordance with the below specifications for grass cutting and trimming and in a professional and businesslike manner so that the landscape and turf areas are argonomically maintained in a healthy, vigorous growing condition and have a neat and clean appearance. The Contractor shall use its best efforts to coordinate its activities with and adjust its activities to the needs and requirements of the District and the various users of these areas and to perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with or delay the operations or activities in these areas. The Contractor acknowledges that time is of the essence to complete the work as specified. The Contractor agrees that all work shall be prosecuted regularly, diligently, and uninterrupted at such a rate of progress as will ensure full completion thereof within an expedited time period. 2. Contractor shall designate a representative who shall act as contact with the owner's representative. 3. The Contractor will provide the District with three (3) days advance notice of any mowing to be done on District property. 4. The Contractor shall provide for adequate equipment to meet all performance standards and shall provide qualified personnel over the age of eighteen (18) to operate such equipment. All equipment shall be kept in good working condition and all safety devices shall be operational. 5. Damage to District/Private Property. The Contractor shall take necessary precautions to protect District and Private property. Any damage to property resulting from the wrongful or negligent acts of the Contractor's employees shall be reported to the District representative immediately. The Contractor will be responsible for the repair or replacement of sprinkler system parts, water, electric, telephone lines, hedges, shrubbery, trees, fencing, buildings, etc., damaged during the course of their operation if found negligent. Such repairs or replacements must be accomplished immediately at the Contractor s sole expense. Replacement material/parts shall be identical, the same make and part or model number as that currently used or approved equal. In the event the Contractor does damage District/Private property during the course of the mowing or trimming operation and such damage is not repaired within a seven (7) business days of notice by the District to the Contractor and upon the notification of the Contractor, the District shall reserve the right to make such repairs and bill or deduct from payment the cost of such repairs. Lower Dauphin School District Page 8
6. All equipment to perform operations will be the responsibility of the Contractor. All employees of the Contractor will be in an identifiable uniform and Contractor will notify the grounds staff upon arrival on site. Shirts shall have standard length, short sleeves, shorts of appropriate length (no cutoffs) and pants/shorts shall be worn at waist level with no sagging or falling off permitted. No portion of the uniform shall include explicit, suggestive, crude or profane material or language. Access to buildings shall not be permitted unless prior approval is given by the building principal or facilities staff. 7. Contractor shall designate contact person for operations who will be present at and responsible for operations on site. Contractor employees on site must complete criminal background checks and clearances at the cost of the Contractor. Evidence of this check/clearances must be provided to the District. Inspections will be conducted to insure contract compliance on a monthly basis. The facilities staff will coordinate inspections. Contractor will have a manager present for inspections. 8. Contractor employees shall observe all rules of conduct for the District s property, including no tobacco products or smoking and no alcoholic beverages. Roughhousing or loud/callous language by Contractor s employees shall not be permitted. 9. Parking and staging of Contractor vehicles and equipment shall take place in an area which does not disrupt traffic or school operation and activities. 10. Contractor shall maintain in current status all federal, state and local licenses and permits required for the operation of the services provided by the Contractor hereunder. 11. Contractor shall provide proof of liability insurance and motor vehicle liability with limits of liability not less than $1,000,000.00 for personal injury (including death) and $1,000,000.00 for property damage as well as workman s compensation insurance with limits of liability not less than required by law. B. SAFETY 1. All items supplied on this contract shall comply with the current applicable Occupational Safety and Health Standards of the Commonwealth of Pennsylvania Industrial Commission and any other applicable safety standards. Contractor shall be solely responsible for such safety standards, including, but not limited to fines for violation of the same. 2. The Contractor shall take all necessary precautions for the safety of his/her employees on the job and of the general public. Mowing shall be scheduled to provide the least inconvenience to occupants of the buildings and users of fields and play areas. Lower Dauphin School District Page 9
3. The Contract shall protect all planted areas, playground equipment, mulched/landscaped areas and plants during operations. Damaged material or areas shall be repaired and/or replaced by Contractor. 4. A Contractor representative shall immediately notify District staff in the event of damage, accident, injury, dangerous situation or other problem. C. HOURS OF OPERATION 1. Realizing the impact of weather on the successful performance of the contract, the District shall try not to restrict the hours of work; the Contractor may work 24 hours a day, 7 days a week. Note: Sunday work is discouraged unless necessitated by unfavorable weather conditions. However, mowing of all play areas or in the vicinity of playgrounds shall be completed by 11:00 a.m. 2. Realizing a portion of lawn and grounds care takes place during the school year, during the hours classes are in session, the Contractor shall not be permitted to mow/trim within 30 of any building, athletic fields or playgrounds unless previous arrangements are made with the building principal or grounds staff. When school is in session, mowing shall be scheduled so as to avoid disruption of any phys. ed. classes or recesses. 3. School functions shall take precedence over mowing and Contractor shall be provided a schedule of school events, including activities, special events, testing and field days, during which no mowing shall be permitted. D. SPECIFICATIONS 1. Mowing: a. All grass areas will be maintained at the recommended height for the species being managed (typically three (3 ) inches). Other considerations will be given for the season and use of the lawn area being mowed. All mowing required will be included in base price. Each mowing service will include grounds detail work i.e. general grounds policing, cleaning of walkways and entrances, etc. removing all debris prior to and after operation. b. All rotary mowing equipment will have their blades replaced with sharpened blades and balanced prior to mowing, so as not to tear grass. Patterns will be employed to permit recycling of grass clippings, to present a neat appearance, and to avoid lawn wearing spots. Timely mowing improves the appearance of the lawn as well as controls weed growth. Mowing shall comply with the 1/3 rule (no more than 1/3 of grass blade is to be removed per cutting. Contractor shall consult with grounds staff to schedule mowing and trimming Lower Dauphin School District Page 10
subject to the rate of growth of the grass. Excess clippings from all areas will be removed from buildings, mulched/wood chipped areas, vehicles, paved areas and sidewalks by dispersal with a blower or physical removal, and returned to the lawn area. Contractor shall remove litter, branches and any foreign objects from lawn prior to mowing. c. Mowing immediately adjacent to building walls shall be done in such a manner that grass discharged from a mower is not blown on the building walls, plant beds or vehicles. d. String trimming will be performed around all obstacles and along fence lines even if treated with approved herbicides. Trimming shall be completed on no less than an every other week/mowing basis. e. Mowing shall not be performed when the ground is excessively wet and clumping of grass clippings or damage to the turf may occur. E. DEFINITION OF AREAS Contractor shall provide mowing and trimming for the following locations indicated in the Scope of Work: 1. Lower Dauphin High School 2. Lower Dauphin Middle School 3. Alternate - District Administration Center Lower Dauphin School District Page 11
GENERAL INFORMATION AWARD: I. It is mutually understood and agreed by and between the Board and the party submitting a proposal that the Board may make its award for one or for more than one of the items set forth in the proposal, or may make its award for all the items set forth in the proposal. The Board has the right to accept or reject all or any portion of the proposals submitted and to make the award in the best interest of the District. 2. No rights shall accrue to any person submitting a proposal until such proposal has been accepted, the contract awarded and such contract finally and completely executed in writing by the issuance of a purchase order by duly authorized person of the School District. 3. The successful contractor agrees that if the contract is awarded to him, he will not assign, transfer, or sublet it, unless specific permission to do so is granted in writing by the District and further, the Contractor shall be responsible for the faithful performance of any work he may sublet. 4. Upon issuance of a purchase order, the purchase order, together with the contracts of this proposal package and contractor s bid form shall form the entire contract and agreement between the District and the Contractor, which may not be changed, amended or modified except in writing executed by both parties. 5. The Contractor does hereby agree that, if awarded the contract under these specifications and in consideration thereof, he will indemnify and save harmless and the Lower Dauphin School District, its Directors, its members, officials and employees from all suits and actions of every nature and description brought against them or any of them arising out of any contract or contracts, written or verbal, entered into between the Lower Dauphin School District and the successful Contractor, and further that upon the awarding of the contract to the undersigned Contractor in accordance with these specifications. This agreement and indemnification shall automatically become effective upon award of the contract. 6. The singular as used herein shall include the plural; the masculine shall include the feminine and neuter; "items" as used herein shall include supplies, materials and equipment and all incidental work and labor if the same is contemplated in these specifications. Where the term "Board" is used, it shall be taken to mean the Board of School Directors of Lower Dauphin School District or its authorized representative. The term "furnish" shall mean to furnish at the destination called Lower Dauphin School District Page 12
for. The term "Owner" shall be taken to mean the Director of Facilities of the Lower Dauphin School District RESPONSIBLE BIDDER: No contract will be awarded until the proposals have been examined and the award authorized by the School District. To determine the responsible contractor, the School District shall consider, but not be limited to the following elements: Whether the apparent contractor a) maintains a permanent place of business; b) has adequate plant and equipment to do the work properly and expeditiously; c) has suitable financial status to meet obligations incident to the work; d) has appropriate technical experience and e) can complete the work on time as required by these specifications. PAYMENTS TO CONTRACTOR: The contract will be paid monthly based upon the number of cuttings completed in the previous month. ACT 34 of 1985- PENNSYLVANIA PUBLIC SCHOOL CODE OF 1949 as amended: Independent contractors and their employees who provide services to a Pennsylvania School District are required to obtain a report of Criminal History Record Information. Contractors must comply with conditions of Act 34, Act 151 and F.B.I. background checks and shall be required to do the following: Present the original document(s) - Report of Criminal History Record Information from the Pennsylvania State Police; Report of Federal Criminal History Record Information from the Federal Bureau of Investigation to the Superintendent or the Superintendent's designee prior to the beginning of work in the District. The District will retain a copy of the background check information and will note on that copy the date on which the original document was inspected and the name of the Administrator who viewed the original. This copy will be retained in the District records with the original being returned to the contractor. TERMS OF CONTRACT: The term of the contract will cover June 2013 to November 2013. March 2014 to November 2014 and March 2015 to November 2015. At its sole option, the School District may extend the term for two (2) optional cutting seasons at the prices set forth in the successful contractor s proposal. Lower Dauphin School District Page 13
PERFORMANCE INTERFERENCE: Contractor shall notify the School District immediately of any occurrence or conditions that interfere with the full performance of the contract, and confirm the same in writing within twenty-four (24) hours. SITE INSPECTION: Interested parties shall visit the sites and familiarize themselves with any conditions that may affect performance and proposal prices. Submission of a proposal will be considered a representation that the proposer did, in fact, review the RFP, and is aware of all conditions affecting performance and proposal prices, and accepts the same. Contact David Marshall Director of Facilities at 717-566-5305 to arrange a sight visit. TELEPHONE & FACSIMILE PROPOSALS: Telephone and facsimile proposals will not be accepted. CONTRACTOR S QUALIFICATIONS The Contractor shall: Maintain a base of operations within a 40-mile radius of the Lower Dauphin School District. Provide a list of its representative clientele (within the 40 mile radius defined) to include names and phone numbers of customers where landscape maintenance was or is performed of similar size and scope that the District is requesting and that the contractor has provided maintenance contracts for at least 3 years. Provide a list of résumés and pesticide certificates of service personnel within their employ. Provide a list of equipment to be used on the proposed work. Lower Dauphin School District Page 14
SCOPE OF WORK LANDSCAPE MAINTENANCE The scope of landscape maintenance services shall be provided for the following schools: Building Address City State Zip Est. Acreage* 201 South Hanover Hummels High School PA 17036 20 Street town Hummels Middle School 251 Quarry Road PA 17036 25 town Alternate #1 District Administration Center 291 East Main Street Hummels town PA 17036 12 The base proposal is for twenty-two (22) grass cuttings with a riding mower only (no trimming). The cost shall be indicated per location per cut. Should the actual services received for the season be less than the estimated number of occurrences, then the yearly total contract price will be less. If more services than indicated are required and authorized, the yearly total contract price shown above will be adjusted accordingly. *Interested contractors shall confirm the exact acreage for purposes of submitting a proposal. District makes no representations as to the exact acreage to be mowed and the above acreages are provided for informational purposes only. Proposals shall be based upon Contractor s calculations and no claim for additional amounts for unconfirmed acreage shall be entertained or paid by District. Lower Dauphin School District Page 15
LOWER DAUPHIN SCHOOL DISTRICT HUMMELSTOWN, PA 17036 Bid Proposal Form Request for Proposal LANDSCAPE MAINTENANCE April 2013 Proposals are due by 12:00 noon, May 3, 2013 We the undersigned, agree to provide landscape maintenance in accordance with the Request for Proposals, LANDSCAPE MAINTENANCE dated, to the Board of Education of the Lower Dauphin School District, Hummelstown Pennsylvania, at the prices shown on this proposal form. This proposal is subject to all terms of this request for proposal, and we hereby agree to enter into a written contract to furnish the services as may be awarded to us. We also certify that we have read the Request for Proposal and offer to furnish all services as specified to the Lower Dauphin School District in exact accordance with the Request for Proposals. The base proposal is for Twenty-two (22) grass cuttings with a riding mower only (no trimming). The cost shall be indicated per location per cut. Should the actual services received for the season be less than the estimated number of occurrences, then the yearly total contract price will be less. If more services than indicated are required and authorized, the yearly total contract price shown above will be adjusted accordingly. Base Proposal #1-2013 HIGH SCHOOL Price for each cut: Dollars ($ ) MIDDLE SCHOOL Price for each cut: Dollars ($ ) Alternate-District Administration Center Price for each cut: Dollars ($ ) Optional Proposal #1-2014 HIGH SCHOOL Price for each cut: Dollars ($ ) MIDDLE SCHOOL Price for each cut: Dollars ($ ) Lower Dauphin School District Page 16
Alternate-District Administration Center Price for each cut: Dollars ($ ) Optional Proposal Year #2 HIGH SCHOOL Price for each cut Dollars ($ ) MIDDLE SCHOOL Price for each cut Dollars ($ ) Alternate-District Administration Center Price for each cut: Dollars ($ ) High School Middle School Alternate DAC Additional Services* 2013-Prices to be quoted per occurrence All grass cutting not included in the base proposal; trimming around all signs, fences, obstacles, etc. $ $ $ Sidewalk and curb edging and debris removal. $ $ $ Leaf Removal from all turf areas and shrub beds. $ $ $ Aeration of Turf of Athletic Fields $ $ $ Fertilize with 1 lb. nitrogen per each 1,000 sq. ft. of 10-6-4 50% organic for Athletic Fields. September application. $ $ $ Fertilize with 2 lbs. nitrogen per each 1,000 sq. ft. of 10-6-4 soluble for Athletic Fields. November application. $ $ $ Spot Treatment for pre-emergent crabgrass control per sq. ft. as required. Pre-M applied in accordance to manufacture s recommendations. April-May application. $ $ $ Post-emergence broad leaf weed control for Athletic Fields. Herbicide (2, 4-D, MCPP). Spring application. $ $ $ Lower Dauphin School District Page 17
High School Middle School Alternate DAC Additional Services* 2014-Prices to be quoted per occurrence All grass cutting not included in the base proposal; trimming around all signs, fences, obstacles, etc. $ $ $ Sidewalk and curb edging and debris removal. $ $ $ Leaf Removal from all turf areas and shrub beds. $ $ $ Aeration of Turf of Athletic Fields $ $ $ Fertilize with 1 lb. nitrogen per each 1,000 sq. ft. of 10-6-4 50% organic for Athletic Fields. September application. $ $ $ Fertilize with 2 lbs. nitrogen per each 1,000 sq. ft. of 10-6-4 soluble for Athletic Fields. November application. $ $ $ Spot Treatment for pre-emergent crabgrass control per sq. ft. as required. Pre-M applied in accordance to manufacture s recommendations. April-May application. $ $ $ Post-emergence broad leaf weed control for Athletic Fields. Herbicide (2, 4-D, MCPP). Spring application. $ $ $ High School Middle School Alternate DAC Additional Services* 2015-Prices to be quoted per occurrence All grass cutting not included in the base proposal; trimming around all signs, fences, obstacles, etc. $ $ $ Sidewalk and curb edging and debris removal. $ $ $ Leaf Removal from all turf areas and shrub beds. $ $ $ Aeration of Turf of Athletic Fields $ $ $ Fertilize with 1 lb. nitrogen per each 1,000 sq. ft. of 10-6-4 50% organic for Athletic Fields. September application. $ $ $ Fertilize with 2 lbs. nitrogen per each 1,000 sq. ft. of 10-6-4 soluble for Athletic Fields. November application. $ $ $ Spot Treatment for pre-emergent crabgrass control per sq. ft. as required. Pre-M applied in accordance to Lower Dauphin School District Page 18
Additional Services* 2015-Prices to be quoted per occurrence manufacture s recommendations. April-May application. High School Middle School Alternate DAC $ $ $ Post-emergence broad leaf weed control for Athletic Fields. Herbicide (2, 4-D, MCPP). Spring application. $ $ $ *The successful contractor agrees to provide additional services at the prices set forth herein as and when requested in writing by District. Any chemical applications shall be completed by contractor in accordance with all Federal, Pennsylvania and local law and regulation. Signed this day of, 2013 print name signature title Company Name address state zip telephone Return these sheets with the Request for Proposal, signed, to David Marshall, Director of Facilities, Lower Dauphin Administrative Offices, 291 East Main Street, Hummelstown, PA 17036. If you have any questions, please contact David Marshall Director of Facilities, at (717) 566-5305. Lower Dauphin School District Page 19