REQUEST FOR BID LANDSCAPING MAINTENANCE - Main Office ISSUE DATE: April 16, 2015 TITLE: NUMBER: ISSUING AGENCY: LOCATION WHERE WORK WILL BE PERFORMED: Landscaping Maintenance- Main Office 2015-LANDMAINT Danville-Pittsylvania Community Services 245, 269, 275, and 281 Hairston Street and 141 Joplin Street Danville, Virginia 24540 PERIOD OF CONTRACT: June 1, 2015 thru May 31, 2016 RENEWAL PERIODS: Up to four successive one-year renewal periods Bids will be received until Wednesday, May 13, 2015 by 2:00 p.m. at 245 Hairston Street, West Wing Receptionist Office, for furnishing services described herein. A Pre-bid meeting will be held at 2:00 p.m. on Tuesday, April 28, 2015 in the Bellevue Board Room at 245 Hairston Street, Danville, Virginia followed by escorted tours of the property. Attendance at the pre-bid meeting is NOT required to submit a bid. Danville-Pittsylvania Community Services reserves the right to reject any and all bids and to waive any informalities or irregularities in procedure. All inquiries for information should be directed to: Kim Wiles Human Resource Generalist 245 Hairston Street Danville, VA 24540 Phone: 434-799-0456 extension 3092 Landscaping 6-2015 Main Office Page 1 of 15
DANVILLE-PITTSYLVANIA COMMUNITY SERVICES LANDSCAPING MAINTENANCE - MAIN OFFICE Danville-Pittsylvania Community Services (hereinafter called the Agency ) invites qualified landscaping maintenance companies or individuals to submit bids to perform landscaping maintenance services for the period beginning June 1, 2015 and ending May 31, 2016. I. PURPOSE The purpose and intent of this Request for Bid is to enter into a Contract for a period of one (1) year with one qualified landscaping maintenance vendor to perform a service for the Agency. II. EXTENSION OF CONTRACT This contract may be extended by the Agency upon written agreement of both parties for four successive one-year periods, under the terms of the current Contract, and at a reasonable time (approximately 90 days) prior to the expiration. III. SCOPE In order to maintain a quality appearance, the Agency will require the following services: PART 1 ROUTINE MAINTENANCE 1.1 Mowing and Trimming A. For newly seeded and reseeded areas, mow lawns as soon as there is enough top growth to cut with mower set at specified height for principal species planted. Repeat mowing as required to maintain specified height. Remove no more than 40 percent of grass leaf growth in initial or subsequent mowings. Do not delay mowing until grass blades over and becomes matted. Do not mow when grass is wet. Time initial and subsequent mowings to maintain following grass height: 1. Grass shall be maintained at a height of no less than 3 inches and no greater than 4 inches. B. All grassed areas on site shall be maintained in accordance with this specification. C. Landscaper shall establish a trimmed edge along all entrances to building, walkways, parking areas, curbs, mulching beds and dumpster area. Landscaping 6-2015 Main Office Page 2 of 15
D. Frequency Weekly or as needed in order to maintain the desired height as specified unless otherwise directed by Agency or Agency Representative. In addition, 24 to 48 hours prior to scheduled Board Meetings. 1.2 Mulching A. Remulch in areas where hardwood-mulching beds have been disturbed by wind or maintenance operations. Anchor as required preventing displacement. B. All mulch shall be brown dyed double ground shredded hardwood organic mulch, free from deleterious materials and suitable for top dressing of trees, shrubs, or plants, except in areas that contain rubber mulch or rock. C. Remove old mulch to prevent pileups, leaving no more than 4 inches of mulch (including old and new mulch). D. Frequency Replenish hardwood mulch once a year specifically in the spring and as needed. 1.3 Deweeding A. All walkways, parking areas, retention pond and mulching beds shall be deweeded either by hand or by means of deweeding chemicals. Chemicals used shall only be applied by an individual or subcontractor that holds a valid Virginia Commercial Pesticide Applicators License for Outdoor Ornamentals and Turf. B. Frequency Weekly or as needed. 1.4 Removal of Leaves A. All leaves shall be removed from the site; including but not limited to grassed areas, parking areas, shrubbery, walkways and retention pond. B. Frequency Weekly or as needed. 1.5 Removal of Trash and Debris A. During cutting season: 1. All trash and debris shall be removed from the entire site. Items that classify as trash and debris include but are not limited to: trash from pedestrians, grass clippings on walkways, patio area, Landscaping 6-2015 Main Office Page 3 of 15
parking areas, curbing, entrance areas, dumpster area and debris caused by storms and other weather related events. 2. Frequency Weekly or as needed. B. Outside cutting season: 1. Remove debris caused by storms and other weather related events. 2. Frequency As needed. C. Retention pond shall be cleaned of any debris that will obstruct flow into the inlet. 1. Frequency As needed. 1.6 Shrubbery, Ligustrums, and Ground Coverings A. Maintain shrubs, ligustrums and ground coverings by pruning, cultivating, adding nutrients and weeding as required for healthy growth. Spray chemicals as required to keep shrubs and ligustrums free of insects and disease. Chemicals used shall only be applied by an individual or subcontractor that holds a valid Virginia Pesticide Applicators License for Outdoor Ornamentals and Turf. B. Frequency As needed to maintain Agency s desired height. 1.7 Cleanup and Protection A. During landscape maintenance, keep pavements clean and work area in an orderly condition. B. Protect landscape work and materials from damage due to landscape operations. Treat, repair or replace damaged landscape work as directed by Agency or Agency Representative. C. Frequency Weekly. 1.8 Inspection and Acceptance A. When maintenance is completed, the Agency will make a weekly inspection to determine acceptability. B. The landscaper shall repair any work found to be unacceptable by the Agency or Agency Representative during inspection. Landscaping 6-2015 Main Office Page 4 of 15
PART 2 ANNUAL MAINTENANCE 2.1 Quality Control and Testing A. The landscaper shall collect and submit on-site soil samples prior to September 15 th to a qualified testing agency to verify the grade and distribution rate of fertilizer and lime. The landscaper shall provide the Agency or Agency Representative with results of the tests prior to any Annual Maintenance. 2.2 Aeration 2.3 Lime A. Grassed areas around the buildings and parking lots shall be aerated with a core aerator to provide maximum aeration to the roots of the grass. B. Grassed areas are to be aerated during the fall planting season before liming, fertilization or re-seeding takes place. A. The type and amount of lime shall be applied as recommended per soil analysis and the Virginia Cooperative Extension office. B. Spread lime in grassed areas before spreading fertilizer. 2.4 Fertilization A. Apply commercial type fertilizer and amount as recommended per the soil analysis and the Virginia Cooperative Extension office. 2.5 Re-Seeding A. Planting Time: Sow lawn seed only during normal planting seasons for each type of lawn work required. Use type and amount of grass seed as recommended by the Virginia Cooperative Extension office. 1. Fall Planting Season: September 15 to November 15 B. Sow seed with a spreader or a seeding machine. Do not seed when wind velocity exceeds 5 miles per hour. Distribute seed evenly over entire area by sowing equal quantity in 2 directions at right angles to each other. Landscaping 6-2015 Main Office Page 5 of 15
IV. PAYMENT A. Successful Bidder will provide a signed Form W-9 prior to payment for services. Payment to the Landscaper shall occur on a monthly basis from June 2015 to May 2016 and shall be in the amount of 1/12 (one-twelfth) of the total lump sum bid provided work as had been completed as described in the contract in a satisfactory manner. B. Any optional work shall be agreed upon in writing before the work begins. The Landscaper shall submit an invoice to the Agency or Agency Representative for the agreed upon price. Said invoice shall be paid within 30 (thirty) days. V. INSURANCE By signing and submitting a bid under this solicitation, the Bidder certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. The Bidder further certifies that the contractor and any subcontractors will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. A. Insurance Coverages and Limits Required 1. Worker s Compensation Statutory requirements and benefits. 2. General Liability -- $1,000,000 combined single limit. The Community Services Board is to be named as an additional insured with respect to the services being procured. VI. REPRESENTATIONS/REQUIREMENTS OF THE CONTRACTOR A. The Landscaper must present evidence of reliability, including the copy of insurance and bond. B. The Landscaper must present verification that they are licensed to perform the service as provided in the applicable laws of the Commonwealth of Virginia. C. The Landscaper must present verification that adequate supervision will be provided at all times. Landscaping 6-2015 Main Office Page 6 of 15
VII. PROCUREMENT REGULATIONS This solicitation is subject to the provisions of the purchasing policies of the Agency and any revisions thereto, which are hereby incorporated into this Contract in their entirety. A copy of these policies is available upon request. VIII. QUALIFICATIONS OF BIDDERS The Agency may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the work/furnish the item(s), and the Bidder shall furnish to the Agency all such information and data for this purpose as may be requested. The Agency reserves the right to inspect Bidder's physical facilities prior to award to satisfy questions regarding the Bidder's capabilities. The Agency further reserves the right to reject any bid if the evidence submitted by, or investigations of, such Bidder fails to satisfy the Agency that such Bidder is properly qualified to carry out the obligations of the Contract and to complete the work/furnish the item(s) contemplated therein. IX. CHANGES TO THE CONTRACT By written notice to the Landscaper, the Agency may from time to time make changes, within the general scope of the Contract, in services provided by the Landscaper. The Landscaper shall promptly comply with the notice and shall perform services in conformity to the notice. If any such change causes an increase or decrease in the Landscaper s cost of performance, an equitable adjustment in the payment rate shall be negotiated and the Contract modified accordingly by a written supplemental agreement. X. FAITH-BASED, SMALL, MINORITY OR WOMEN OWNED BUSINESSES The Agency does not discriminate against faith-based organizations as that term is defined in Va. Code 2.2-4343.1. The Agency welcomes and encourages the participation of small businesses and businesses owned by women and minorities in procurement transactions. All solicitations are posted on the Agency s Internet site at: http://www.dpcs.org XI. GENERAL CONTRACT TERMS AND CONDITIONS Bidders will certify during performance of the contract and maintain compliance with the following terms and conditions: Debarment Status Landscaping 6-2015 Main Office Page 7 of 15
Bidders certify that they are not currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia. Collusion By submitting a bid in response to this Request for Bid, the Bidder represents that in the preparation and submission of this proposal, said Bidder did not, either directly or indirectly, enter into any combination or arrangement with any person, Bidder or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia. Controlling Law and Venue The Contract will be made, entered into, and shall be performed in the Danville, Virginia and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Pittsylvania County General District Court or the Danville City General District Court. Employment Discrimination by Contractor Prohibited 1. During the performance of this Contract, the contractor agrees as follows (Va. Code 2.2-4311): (a) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. (b) The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. (c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. Landscaping 6-2015 Main Office Page 8 of 15
Employment of Unauthorized Aliens Prohibited Any contract that results from this Request for Bid shall include the following language: "As required by Virginia Code 2.2-4311.1, the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986." Indemnification The Successful Bidder agrees to indemnify, defend and hold harmless the Agency, and the officers, agents and employees from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys fees, arising from or caused by the provision of any goods and/or services, the failure to provide any goods and/or services and/or the use of any services and/or goods furnished (or made available) by the Successful Bidder, provided that such liability is not attributable to the Agency s sole negligence. Bidder's Performance 1. The Successful Bidder agrees and covenants that its agents and employees shall comply with all County, State and Federal laws, rules and regulations applicable to the business to be conducted under the Contract. 2. The Successful Bidder shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds. 3. The Successful Bidder shall cooperate with the Agency employees and individuals being served in performing the Contract work so that interference with normal operations will be held to a minimum. 4. The Successful Bidder shall be an independent contractor and shall not be an employee of the Agency. The Successful Bidder must provide a completed Internal Revenue Service Form W-9 prior to contract initiation. Severability Each paragraph and provision of the Contract is severable from the entire agreement and if any provision is declared invalid the remaining provisions shall nevertheless remain in effect. Subcontracts 1. No portion of the work shall be subcontracted without prior written consent of the Agency. In the event that the Successful Bidder desires to subcontract some part of the work specified in the Contract, the Successful Bidder shall furnish the Agency the names, qualifications, and experience Landscaping 6-2015 Main Office Page 9 of 15
of the proposed subcontractors. The Successful Bidder shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall assure compliance with all the requirements of the Contract. 2. The Agency encourages the contractor to utilize small, women-owned, and minority-owned business enterprises. For assistance in finding subcontractors, contact the Supplier Relations Coordinator (804-501- 5689) or the Virginia Department of Minority Business Enterprises: http://www.dmbe.virginia.gov/ Taxes 1. The Successful Bidder shall pay all county, city, state and federal taxes required by law and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be in addition to the Contract price between the Agency and the Successful Bidder, as the taxes shall be an obligation of the Successful Bidder and not of the Agency, and the Agency shall be held harmless for same by the Successful Bidder. 2. The Agency is exempt from the payment of federal excise taxes and the payment of State Sales and Use Tax on all tangible, personal property for its use or consumption. Tax exemption certificates will be furnished upon request. Default In case of failure to deliver goods or services in accordance with the Contract terms and conditions, the Agency, after due oral or written notice, may procure them from other sources and hold the Landscaper responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies, which the Agency may have. Termination of Contract 1. The Agency reserves the right to terminate the Contract immediately in the event that the Successful Bidder discontinues or abandons operations; is adjudged bankrupt, or is reorganized under any bankruptcy law; or fails to keep in force any required insurance policies or bonds. 2. Failure of the Successful Bidder to comply with any section or part of the Contract will be considered grounds for immediate termination of the Contract by the Agency. 3. Notwithstanding anything to the contrary contained in the Contract between the Agency and the Successful Bidder, the Agency may, without prejudice to any other rights it may have, terminate the Contract for convenience and without cause, by giving 30 days written notice to the Successful Bidder. Landscaping 6-2015 Main Office Page 10 of 15
If the Agency terminates the Contract, the Successful Bidder will be paid by the Agency for all scheduled work completed satisfactorily by the Successful Bidder up to the termination date. Safety 1. The Successful Bidder shall comply with and ensure that the Successful Bidder s personnel comply with all current applicable local, state and federal policies, regulations and standards relating to safety and health, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health Administration for the industry. The provisions of all rules and regulations governing safety as adopted by the Safety and Health Codes Board of the Commonwealth of Virginia and issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under the Contract. The Successful Bidder shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified and performed by the Successful Bidder. 2. The Successful Bidder shall have, at each location at which the Successful Bidder provides goods and/or services, a supervisor who is competent, qualified, or authorized on the worksite, and who is familiar with policies, regulations and standards applicable to the work being performed. The supervisor must be capable of identifying existing and predictable hazards in the surroundings or working conditions which are hazardous or dangerous to employees or the public, and must be capable of ensuring that applicable safety regulations are complied with, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the Successful Bidder s personnel from the work site. 3. In the event the Agency determines any operations of the Successful Bidder to be hazardous, the Successful Bidder shall immediately discontinue such operations upon receipt of either written or oral notice by the Agency to discontinue such practice. Drug-free Workplace During the performance of this Contract, the Landscaper agrees to (1) provide a drug-free workplace for the Landscaper s employees; (2) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (3) state in all Landscaping 6-2015 Main Office Page 11 of 15
solicitations or advertisements for employees placed by or on behalf of the Landscaper that the Landscaper maintains a drug-free workplace; and (4) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, "drug-free workplace" means a site for the performance of work in connection with a specific contract awarded to a landscaper in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana while on the property during the performance of the contract. Tobacco-Free Requirement The Agency has a tobacco-free policy on all properties. Therefore, the use or display of tobacco products by the Contractor, its suppliers and/or subcontractors on the Agency property is strictly prohibited at all times, including days and/or hours when the Agency is not in session. This includes, but is not limited to, outdoor areas of the Agency properties and personal or business vehicles present on the Agency property. All forms of tobacco are prohibited, including, but not limited to, cigarettes, cigars, pipes, electronic cigarettes, smokeless tobacco, snuff, chewing tobacco, and any non-fda approved nicotine delivery device. "Smoke" or "smoking" means the carrying or holding of any lighted cigarette, cigar, or pipe of any kind; or any other lighted smoking equipment; or the lighting, inhaling, or exhaling of smoke from a cigarette, cigar, or pipe of any kind. Conduct 1. Fraternization between the bidder and employees is strictly prohibited. 2. Use, consumption, and/or possession of any controlled substance, substances considered to be illegal, and alcohol are strictly prohibited on Agency grounds. 3. Cigarette smoking is prohibited on Agency grounds. 4. Use of vulgar, suggestive or abusive language or gestures is strictly prohibited on Agency grounds. 5. Use of radios/stereos or other noise producing equipment shall not be used. 6. No weapons of any kind are allowed on Agency grounds. Landscaping 6-2015 Main Office Page 12 of 15
XII. AWARD OF CONTRACT A. The Agency reserves the right to reject any or all bids and to waive any informality. B. The Successful Bidder shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to Kim Wiles, Human Resources Generalist, the Contract documents and any other forms required by the bid. C. The Contract resulting from this bid is not assignable. D. Notice of award will be posted on the Procurement page of the Agency s website: http://www.dpcs.org. XIII. OTHER TERMS The undersigned, as Bidder, hereby declares that he/she and his/her associates are the only person or persons interested in the bid as principal or principals; that this bid is made without connection with any other person, company or parties making a bid; and that it is in all respects fair and in good faith without collusion or fraud. The Bidder further declares that he/she has examined the site of the work and informed himself/herself fully in regard to all conditions pertaining to the place where the work is to be done; that he/she has examined the specifications for the work and contractual documents relative thereto; that he/she has satisfied himself/herself relative to the work to be performed, and materials and equipment to be furnished; that he/she has a current business license; that he/she has proof of insurance; that he/she or subcontractor has a valid Virginia Pesticide Applicators License for Outdoor Ornamentals and Turf. The Bidder proposes and agrees, if this bid is accepted, to contract with the Agency in the form of contract specified, to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation and labor necessary to perform in full and complete to the requirements of the specifications and contract documents or agreed upon by subsequent negotiation to the full and entire satisfaction of the Agency, for the lump sum bid listed on the following page: Landscaping 6-2015 Main Office Page 13 of 15
(Landscaping Company) Address Contact Person: Name Phone Number and Email Address Proposed bid to provide the landscaping maintenance services as specified in this document for the following amounts for the following years: $ Year 1 $ Year 2 $ Year 3 $ Year 4 $ Year 5 By: Signature in ink Title: Date: Phone: Landscaping 6-2015 Main Office Page 14 of 15
Work References 1. Contact Phone Location Size/Area Maintained 2. Contact Phone Location Size/Area Maintained 3. Contact Phone Location Size/Area Maintained Landscaping 6-2015 Main Office Page 15 of 15