EASTERN YORK SCHOOL DISTRICT Request for Bids Service Contract for Lawn and Landscape Maintenance Todd J. Hoover BID320190a2-2013
Table of Contents Notice to Bidders... ii 1 Instructions to Bidders... 1 1.01 Description... 1 1.02 Pre-Proposal Inspections... 1 1.03 Employee Clearances... 1 1.04 Human Relations Act... 1 1.05 Discrimination Prohibited... 1 1.06 Insurance... 1 1.07 Cash Allowances... 2 1.08 Payments... 2 1.09 PA Sales Tax-Exempt Status... 2 1.10 Contractor s Responsibilities... 2 1.11 Contractor s Qualifications... 2 1.12 Uninterrupted Services... 3 1.13 Standard of Quality... 3 1.14 Work Conditions... 3 1.15 Contractor s Ethics and Collusion... 3 2 Specifications for Annual Lawn and Landscape Maintenance... 3 2.01 Service Locations... 3 2.02 Contractor Work Schedule... 3 2.03 Services are to be performed and billed as follows... 4 3 Scope of Work... 4 3.01 School Locations, mowing acreage, and services... 4 3.02 Mowing Frequencies... 4 3.03 Mowing Exceptions... 4 3.04 Mowing Requirements... 5 3.05 Spring Landscape Maintenance... 6 3.06 Fall Landscape Maintenance... 6 3.07 Bank Maintenance... 6 Sevice Location Maps... 7 Eastern York High and Middle School... 7 Wrightsville Elementary School... 8 Kreutz Creek Elementary School... 9 Canadochly Elementary School... 10 Bid Form... 11 Instructions for Non-Collusion Affidavit... 14 Page i
Notice to Bidders The Eastern York School District (EYSD), York County, Pennsylvania, solicits sealed bids for a one (1) year service contract for annual lawn and landscape maintenance at the Eastern York High School, Eastern York Middle School, Canadochly Elementary, Kreutz Creek Elementary, and Wrightsville Elementary Schools beginning on January 1, 2014 and ending on December 31, 2014. Send or deliver sealed bids to the Business Office of the Eastern York School District, P.O. Box 150 120 South 3 rd Street, Wrightsville, PA 17368. Sealed bids will be received until 10:30 AM prevailing time on November 11, 2013 at which time the bids will be publicly opened and read. Bids are scheduled to be accepted or rejected by the Eastern York School District Board of Education within sixty (60) days of the bid due date. Instructions, Bid Forms, and Specifications provided within the bid packet. Bid packets are available from the Business Office during regular business hours Monday Friday 8:00 AM 4:00 PM or by contacting Todd Hoover at (717) 252-1551 ext. 60545 or by email thoover@eyork.k12.pa.us. Bids must be submitted on the BID RESPONSE form included in the bid packet. Supplemental documentation is permissible. Quotation submissions should be in sealed envelopes that are clearly marked: Annual Lawn & Landscape Maintenance. The Eastern York School District reserves the right to waive any informality and to accept or reject all or any part of any or all Proposals. No proposal may be withdrawn for a period of sixty (60) calendar days after the scheduled closing for the receipt of bids. Todd J. Hoover Director of Facilities September 2013 Page ii
1 Instructions to Bidders 1.01 Description Provide labor, equipment, and materials need for the annual care and maintenance of lawns and landscape at Eastern York High School, Eastern York Middle School, Canadochly Elementary, Kreutz Creek Elementary, and Wrightsville Elementary Schools. 1.02 Pre-Proposal Inspections All proposals are awarded with the understanding that the Contractor is acquainted with all of the requirements of the service agreement. The Contractor shall not at any time after the submission of a proposal, make any claim whatsoever based on insufficient data or a misunderstanding of the requirements, nature, conditions, or extent of the work under the contract. Prior to any contractor visiting the site for the purpose of gaining acquaintance with the conditions, the Contractor shall contact Todd J. Hoover, Director of Facilities by telephone (717) 252-1551 ext. 60545, cell phone (717) 577-4781, or email thoover@eyork.k12.pa.us for notification and approval of visit. The premises shall be left in the same condition as before the contractor's visit 1.03 Employee Clearances The Contractor must provide proof of clearances required under Acts 34,114,151, and Public Works Employment Verification Act to the owner for each workman or employee who will be working on school district property. This requirement shall also apply to all subcontractors employed by the primary contractor and working on district property. This information shall be complete and submitted to the owner prior to the commencement of work. 1.04 Human Relations Act The provisions of the Pennsylvania Human Relations Act, Act 222 of October 27, 1995 (P.L. 744) (43 P.S. Section 951, Et. Seq) of the Commonwealth of Pennsylvania prohibit discrimination because of race, color, religious creed, ancestry, age, sex, national origin, handicap or disability, by employers, employment agencies, labor organizations, contractors and others. The contractor shall agree to comply with the provisions of this Act as amended that is made part of this specification. Your attention is directed to the language of the Commonwealth's nondiscrimination clause in PA Code 349.101. 1.05 Discrimination Prohibited According to Section 755, Public School Code of Pennsylvania, 1949 as amended, the contractor agrees: (a) That in the hiring of employees for performance of work under this contract, or any subcontract hereunder, no such contractor or subcontractor shall, by reason of race, creed or color, discriminate against a citizen of the Commonwealth of Pennsylvania who is qualified and available to perform the work to which the employment relates. (b) That no contractor, subcontractor, nor any person on his behalf shall in any manner discriminate against or intimidate any employee hired for the performance of work under this contract on account of race, creed or color. (c) That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and (d) That this contract may be canceled or terminated by EYSD and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract. 1.06 Insurance Prior to the commencement of any work on the project and no later than ten (10) days after notice of award of the contract, the successful Contractor shall submit to Owner evidence of insurance demonstrating that the contractor has coverage for Workmen s Compensation Insurance, Liability, Property Damage, and Automobile/Truck insurance with the minimum limits of liability set forth herein. Certificates of insurance shall contain a provision that such policies shall not be Page 1
cancelled or permitted to expire until at least thirty (30) days prior written notice has been provided to Owner. Further, owner shall be named as an additional insured. Insurance shall be provided only by companies licensed to do so in Pennsylvania and shall have a current A.M. Best Rating of B+ or greater. Insurance policy certification must accompany the proposal. (a) Worker's Compensation Insurance shall not be written for less than the statutory limits and shall include Employer's Liability Insurance at a limit of not less than Five Hundred Thousand Dollars ($500,000); (b) General Liability Insurance shall be insured at a limit of not less than One Million Dollars ($1,000,000) for each occurrence and Two Million Dollars ($2,000,000) for total aggregate liability; additionally, shall be insured with an umbrella coverage not less than One Million Dollars ($1,000,000). (c) Property Damage Insurance shall be written at a limit of not less than Five Hundred Thousand Dollars ($500,000) for each occurrence and Two Million Dollars ($2,000,000) for total aggregate liability; and (d) Comprehensive Automobile Liability Insurance shall be maintained throughout the term of any ensuing contract to cover owned automobiles; leased, hired or rented automobiles; employers' non-ownership liability; medical payments and uninsured motorists. This same coverage is understood to extend to all trucks and motorized equipment. The limits of liability shall be no less than: 1) One Million Dollars ($1,000,000) for each person and One Million Dollars ($1,000,000) for each occurrence for personal injury and bodily injury; and. 2) Five Hundred Thousand Dollars ($500,000) for each occurrence of property damage. 1.07 Cash Allowances This agreement contains no provision for cash allowances, nor will they be considered. 1.08 Payments Invoices received and approved by the District, by the first of the month, will be paid with forty-five (45) days. The owner reserves a ten- (10) day period for project inspection and invoice approval. 1.09 PA Sales Tax-Exempt Status The Eastern York School District is a tax-exempt entity (PA #76-67220-7) 1.10 Contractor s Responsibilities (a) Licenses: Contractor shall maintain in current status all federal, state, and local licenses and permits required for the operation of the business conducted by the Contractor. (b) Safety Standards: All items supplies on this contract shall comply with current applicable Occupational Safety and Health Standards of the State of Pennsylvania Industrial Commission and other applicable safety standards. (c) Performance Interference: Contractor shall notify the School District immediately of any occurrence of conditions that interfere with the full performance of the contract, and confirm it in writing within twenty-four (24) hours. 1.11 Contractor s Qualifications (a) Base of Operations: Contractor shall maintain a base of operation within a 40-mile radius of the Eastern York School District. (b) References: Provide a list of at least three school district or business references to include names and phone numbers where landscape maintenance was or is performed of similar size and scope for at least three years. (c) Service Personnel: Provide a list of names and copy of pesticide certifications of personnel employed by the contractor that have current Pennsylvania Pesticide Applicator Certification. (d) Equipment: Provide a list of equipment to be used on the proposed work. Page 2
1.12 Uninterrupted Services No interruption to, or interference with, any of the services such as heating, lighting, plumbing, etc., together with all normal means of ingress and egress to buildings and property will be allowed without the express permission from the School District. 1.13 Standard of Quality The contractor shall at all times maintain on the job a sufficient force of men, equipment and material to vigorously prosecute the work. The work shall be carried on in such a manner as to interfere as little as possible with the normal conduct of school activities and every reasonable care shall be taken to protect the safety of the children, school staff and other employees, as well as any School District property. All operations and material shall be at all times subject to the inspection and approval of the School District and any materials which in the opinion of the School District does not meet the specifications will be rejected and shall be immediately removed from the site. Any work, which in the opinion of the School District does not comply with the specifications, shall be stopped at once and such correction as necessary to make it to conform shall be instituted at once. 1.14 Work Conditions The contractor will perform work in such a manner that it in no way will interfere with the functioning of the buildings or grounds for the students use. Work may have to be performed after hours. Any area in which work has been performed must be return in a condition for full use by the District. ALL DISTRICT BUILDINGS AND GROUNDS ARE NON-SMOKING AREAS. 1.15 Contractor s Ethics and Collusion Any contractor that attempts to influence an EYSD official by promising to provide or by providing to the EYSD official any gratuity, entertainment, commission or any other gift, in exchange for a promise to select the contractor s company shall be disqualified from further consideration and shall be subject to any applicable penalties under the law. The contractor must submit a non-collusion affidavit in accordance with the provisions of the Pennsylvania AntiBid-Rigging Act of October 28, 1963. 2 Specifications for Annual Lawn and Landscape Maintenance 2.01 Service Locations Eastern York High School, 720 Cool Creek Road, Wrightsville, PA 17368 Eastern York Middle School, 746 Cool Creek Road, Wrightsville, PA 17368 Canadochly Elementary School, 100 Abel Road, East Prospect, PA 17317 Kreutz Creek Elementary School, 50 N. Lee Street, Hellam, PA 17406 Wrightsville Elementary School, 320 Chestnut Street, Wrightsville, PA 17368 Mt. Pisgah Field located adjacent to the Eastern York High School property 2.02 Contractor Work Schedule At the beginning of the mowing season and prior to the start of any work, the contractor will provide the Department of Buildings and Grounds office with a tentative work schedule with alternate rain dates when speficied work will be performed on site. Contractor must schedule work so as not to interfere with classes or student activities. No late than five (5) days prior to performing any fall, spring, or bank maintenance, the contractor shall contact the district to coordinate when this work can be done and confirm the scope of work. EYSD may halt work after advance notice has been approved if it deems that the work will impact school operations or student testing. Page 3
2.03 Services are to be performed and billed as follows Mowings (28) Per Month as Done Fall Landscape Maintenance No later than Mid-November Spring Landscape Maintenance No later than Mid-May Bank Maintenance (2) Early Spring and Late Fall 3 Scope of Work The Contractor shall complete a thorough inspection and be familiar with work to be performed and areas to be maintained. Any questions regarding the scope of work shall be directed to Todd J. Hoover, Director of Plant and Facilities by telephone (717) 252-1551 ext. 60545, cell phone (717) 577-4781, or email thoover@eyork.k12.pa.us. 3.01 School Locations, mowing acreage, and services Canadochly Elementary School, 100 Abel Rd, East Prospect, PA 17317 Estimated mowing acreage 11 acres Estimated mulched beds 1,980 ft 2 Mowings (28); Fall Landscape Maintenance; Spring Landscape Maintenance Kreutz Creek Elementary School, 50 N. Lee St., Hellam, PA 17406 Estimated mowing acreage 8.5 acres Estimated mulched beds 2,655 ft 2 Mowings (28); Fall Landscape Maintenance; Spring Landscape Maintenance Wrightsville Elementary School, 320 Chestnut St., Wrightsville, PA 17368 Estimated mowing acreage 6.8 acres Estimated mulched beds 2,790 ft 2 Mowings (28); Fall Landscape Maintenance; Spring Landscape Maintenance Eastern York Middle School, 746 Cool Creek Road, Wrightsville, PA 17368 Estimated mulched beds 4,725 ft 2 Estimated Bank area 86,265 ft 2 Fall Landscape Maintenance; Spring Landscape Maintenance; Bank Maintenance Eastern York High School, 720 Cool Creek Road, Wrightsville, PA 17368 Estimated mulched beds 2,835 ft 2 Fall Landscape Maintenance; Spring Landscape Maintenance Mt. Pisgah Field, Adjacent to Eastern York High School Estimated Bank area 55,530 ft 2 Bank Maintenance 3.02 Mowing Frequencies July 4 mowings Every 7 days, not to exceed 4 mowings August 4 mowings Every 7 days, not to exceed 4 mowings September 4 mowings Every 7 days, not to exceed 4 mowings October 4 mowings Every 7 days, not to exceed 4 mowings November 2 mowing At two week intervals April 2 mowings At two week intervals May 4 mowings Every 7 days, not to exceed 4 mowings June 4 mowings Every 7 days, not to exceed 4 mowings 3.03 Mowing Exceptions (a) The Director of Plants and Facilities reserves the right to cancel or add a mowing and the billing will be adjusted accordingly. (b) Sport fields inside fenced areas, Mt. Pisgah sports field, Middle School softball field, High School baseball field, and the stadium complex located at the Eastern York High School will Page 4
be mowed and maintained by District personnel. (c) Lawns around the Eastern York High School and Eastern York Middle School will be mowed by District personnel. 3.04 Mowing Requirements (a) Remove all trash, branches, and debris prior to mowing. (b) Mowing at each location will be conducted on an assigned day. If weather disrupts a scheduled mowing, then mowing will be conducted on the scheduled rain date. (c) An assigned foreman that will have the necessary background to effectively manage this project must supervise all mowing. This person must be on site throughout all mowing operations. (d) All turf areas will be mowed between 3-3 3/4. (e) Finished mowing areas shall not produce any visible grass clippings. (f) While school is in session, all mowing will be done around the school buildings and play areas after school in order to not disturb classes. 2:45 PM Eastern York High School and Eastern York Middle School 3:30 PM Canadochly, Kreutz Creek, and Wrightsville Elementary Schools (g) No mowing is to take place when students or staffs are in close proximity. (h) All equipment safety devices, including discharge deflectors must be in place and used. (i) No abrupt turning or sliding of equipment shall occur which results in turf damage. It is the contractor s personal responsibility to repair all damage within one (1) week of an incident. (j) Property damage, personal property damage, or any injury resulting from mowing activity, will be reported in full to the Director of Plants and Facilities within one (1) business day of the occurrence. (k) All trash barrels that have a turf area located beneath will be shifted each week to mow and allow the turf to recover properly from a lack of sunlight and moisture. (l) String trimming will be done around signs, curbs, and parking lot concrete stops, and along road guardrails. (m) All concrete sidewalks will be edged weekly with a string trimmer and twice a year with an edging machine to maintain a visible edge between the sidewalk and turf. (n) All debris will be blown / swept off of all sidewalks after mowing is completed. (o) Maintain a weed free environment in all mulched beds and base of the trees. This process will include removal of weeds (a bi-weekly walk through will occur at the time of scheduled mowing) and the application of a pre/post chemical as necessary. 1. Chemical controls are to be used only as a last resort after considering non-toxic options. All chemical application will comply with Pennsylvania Pesticide rules and regulations. 2. Contractor shall provide and place appropriate signs in accordance with Pennsylvania Pesticide rules and regulations. 3. Applications of pre/post chemical must be applied by a Pennsylvania Certified Pesticide Applicator. Contractor shall provide the district with a copy of pesticide records. (p) Re-edging of all mulched beds will occur bi-weekly with a string trimmer to ensure that a visible edge is maintained throughout the season. (q) Areas inaccessible to mowers must be weed-wacked. Page 5
3.05 Spring Landscape Maintenance (a) Remove accumulated winter trash and debris from shrubs and mulch bed areas. (b) Concurrently all shrubs and trees up to a height of 10 feet will be professionally pruned and all debris removed from the premises. (c) All existing mulched beds around the schools shall be edged with a mechanical edger. Mulch beds are to be cleaned-out and weeded and re-mulched to maintain 3 3 ½ of mulch coverage. Mulch to be used will be premium dyed black or dark brown mulch. (d) At this time a pre and post emergent chemical can be applied. All chemical application will comply with Pennsylvania Pesticide rules and regulations. 3.06 Fall Landscape Maintenance Note : This work to be scheduled when the majority of leaves have fallen from the trees (a) Remove accumulated leaves, trash, and debris from shrubs and mulch bed areas. (b) Concurrently all shrubs and trees up to a height of 10 feet will be professionally pruned and all debris removed from the premises. (c) All existing mulched beds around the schools shall be edged with a mechanical edger. Mulch beds are to be cleaned-out and weeded and re-mulched. Mulch to be used will be premium dyed black or dark brown mulch. (d) At this time a pre and post emergent chemical shall be applied. All chemical application will comply with Pennsylvania Pesticide rules and regulations. 3.07 Bank Maintenance In the spring and fall banks, retaining walls, and rocky outcrops will be mowed and trimmed to a height of 3-1/2 to 4 and all debris shall be removed off-site. Page 6
Sevice Location Maps Eastern York High and Middle School Page 7
Wrightsville Elementary School Page 8
Kreutz Creek Elementary School Page 9
Canadochly Elementary School Page 10
Bid Form Company Name: Page 1 of 2 Unit Price 1. Lawn Mowing Cost per Visit Canadochly Elementary School $ Kreutz Creek Elementary School $ Wrightsville Elementary School $ 2. Spring Landscape Maintenance Cost per Visit Canadochly Elementary School $ Kreutz Creek Elementary School $ Wrightsville Elementary School $ Eastern York Middle School $ Eastern York High School $ 3. Fall Landscape Maintenance Cost per Visit Canadochly Elementary School $ Kreutz Creek Elementary School $ Wrightsville Elementary School $ Eastern York Middle School $ Eastern York High School $ 4. Bank Maintenance Cost per Visit Eastern York Middle School $ Mt. Pisgah Field $
Bid Form Company Name: Page 2 of 2 Indicate Package price for each Location Building Canadochly Elementary Mowing (28), Spring and Fall Landscape Kreutz Creek Elementary Mowing (28), Spring and Fall Landscape Wrightsville Elementary Mowing (28), Spring and Fall Landscape Eastern York Middle School Bank Maintenance and Spring and Fall Landscape Eastern York High School Spring and Fall Landscape Mt. Pisgah Field Bank Maintenance $ $ $ $ $ $ $ per Year 2013-2014 Submitted by: (Printed name) (Signature) Title: Date: Telephone #: Fax:
NON-COLLUSION AFFIDAVIT State of : Contract/Bid Title: s.s. : County of I state that I am (Title) of (Name of Company) 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 bid. I state that: 1. The price(s) and amount of this bid 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 bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid 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 bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid. 4. The bid 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 bid. 5., its affiliates, subsidiaries, officers, directors and employees (Name of Company) are not currently under investigation by any governmental agency and have not in the last three 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: I state that (Name of Company) understands and acknowledges that the above representations are material and important, and will be relied on by Eastern York School District in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Eastern York School District of the true facts relating to the submission of bids for this contract. A statement above that a person or firm has been so convicted or found liable does not prohibit the Eastern York School District from accepting a bid from or awarding a contract to such bidder, but may be a ground for consideration by the Eastern York School District on the question whether the District should decline to award a contract to the bidder on the basis of a lack of responsibility. [Signature, Name and Company Position] SWORN TO AND SUBSCRIBED BEFORE ME THIS DAY, 20 (Notary Public) My commission expires:
Instructions for Non-Collusion Affidavit 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. 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 bids. 2. This Non-Collusion Affidavit must be executed by the members, officer, or employee of the bidder who makes the final decision on prices and the amount Proposed in the bid. 3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids 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 this bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an Affidavit must be submitted separately on behalf of each party. 5. The term complementary bid as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid 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 bid.