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Landscape Maintenance Proposal 5-1-2013HARNETT COUNTY FINANCE/PURCHASING REQUEST FOR PROPOSALS LANDSCAPING MAINTENANCE CONTRACT FOR HARNETT COUNTY DEPARTMENT OF PUBLIC BUILDINGS PROPOSALS FOR LANDSCAPING MAINTENANCE CONTRACT FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016 DUE DATE: NO LATER THAN 2:00 May 1, 2013 OPENING DATE: May 1, 2013 TIME: 2:00 P.M. LOCATION: HARNETT COUNTY HUMAN RESOURCES CONFERENCE ROOM 102 EAST FRONT STREET LILLINGTON, N.C. 27546 QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISOR P.O. BOX 760, 801 S. FIRST STREET LILLINGTON, NORTH CAROLINA 27546 PHONE: 910-893-7538 cjohnson@harnett.org FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS PROPOSAL MAIL OR DELIVER ALL PROPOSALS IN A SEALED ENVELOPE INDICATING “PROPOSALS ENCLOSED, PB-05012013”, YOUR FIRM NAME, AND THE OPENING DATE ON THE OUTSIDE OF THE ENVELOPE TO: Renea Warren-Ford Purchasing Specialist 102 E. Front Street P.O. Box 760 Lillington, N.C. 27546 INFORMAL REQUEST FOR PROPOSALS Title: Landscaping Maintenance Contract RFP #: PB-05012013 Issue Date: April 16, 2013 Due Date/Time: May 1, 2013 by 2:00 p.m. Issuing Agency: Harnett County Public Buildings Department 801 S. First Street P.O. Box 760 Lillington, North Carolina 27546 The Harnett County Public Buildings Department hereby solicits sealed proposals to provide a three-year contract for the landscaping maintenance at various County government locations, as more particularly described in the attached specifications. All proposals shall be sealed indicating “Proposals Enclosed, PB-05012013”, your firm name, and opening date prominently on the front of each sealed proposal envelope or package. Electronically submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 2:00 p.m. Monday, May 1, 2013. The Request for Proposal form to be used by the bidders, and the specifications of the services and maintenance to be performed are attached. GENERAL CONDITIONS How to Submit Bid Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by Harnett County (the “County”) on or before 2 p.m. on Wednesday, May 1, 2013. Proposals not received by the date and time specified above will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns. Mailing Address: Harnett County Finance Office Renea Warren-Ford, Purchasing Specialist PO Box 760 Lillington, N.C. 27546 Hand Delivery: Harnett County Finance Office Renea Warren-Ford, Purchasing Specialist 102 E. Front Street, Second Floor Lillington, N.C. 27546 Contact Information Harnett County Public Buildings Chris Johnson 910-893-7583 Sta ndards for Acceptance of Proposal for Award Contract: The County reserves the right to reject any or all proposals. The award for Harnett County’s landscape maintenance service contract may be made to the responsible bidder (also sometimes referred to as “Contractor”) that best meets the needs and interests of Harnett County, taking into consideration quality and performance. Harnett County reserves the right to bid any other services for landscape maintenance service not listed herein and/or award same to successful Contractor. Compliance with Laws: The Contractor shall obtain and maintain all licenses, certifications, permits, liability insurance, worker’s compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between the bidder/Contractor and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and not in substitution thereof. Proposal for All or Part: Unless otherwise specified by the County or by the bidder, Harnett County reserves the right to make award on all items or on any of the items according to the best interest of the County. Bidder may restrict his proposal to consideration in the aggregate by so stating, but must name a unit price for each facility bid upon. Contract Term/Conditions: This is a contract for three years beginning July 1, 2013 and ending June 30, 2016. Although the contract is for three years, said contract may be terminated at any time if funds are not appropriated and made available by the Harnett County Board of Commissioners. Bidder warrants that bid prices, terms, and conditions quoted in his/her bid will be firm for acceptance for a period of three (3) years. The County has the right to add or remove locations if the occasion arises. Contract Extension: Harnett County reserves the right to renew this contract after the initial contract term expires subject to the same terms and conditions upon agreement of both parties, provided that funds have been appropriated by the governing board and performance under this contract has been satisfactory. Price increase shall be considered at contract renewal time and may be cause for non-renewal. 7. Completeness: All information required by this Request for Proposal must be complete and submitted to constitute a responsible proposal. Attachment K, attached hereto, must be filled out in its entirety and a copy of all licenses and certifications required must be attached, including North Carolina Public Pesticide Applicator with (Category L sub- classifications license), North Carolina Registered Landscape Contractor license and a North Carolina Irrigation Contractor license. Any incomplete proposals will not be considered. 8. Acceptance of Service: In the event that the service supplied to the County does not conform to specifications, the County reserves the right to cancel the service upon 30- days written notice to the Contractor at the Contractor’s expense. 9. Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally guarantee the service and workmanship on all services. If within the guarantee period any defects occur which are due to faulty services, the Contractor, at his/her expense, shall repair, adjust the condition, or replace the services to the complete satisfaction of the County. These repairs, replacements, or adjustments shall be made only during such time as specifically designated by the County to be the least detrimental to the operation of County business. 10. Transfer, Assignment or Subcontract: The covenants and agreements contained within the awarded proposal are specifically binding upon the Contractor and the County will not allow the awarded proposal to be transferred, assigned or subcontracted to any other party or parties without the express written consent of the County. 11. Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising directly or indirectly from operations, products, or services rendered or purchased under the contract. Where Contractor is required to enter or to go onto County property to deliver materials or perform work, the Contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C. Where Contractor will not be required to enter or go onto County property and will only provide supplies, materials, or equipment, the Contractor, at his/her sole expense, will purchase and maintain insurance coverage designated below as B. Automobile – Automobile bodily injury and property damage liability insurance in an aggregate amount of at least $1,000,000.00 when the services to be performed require the use of motor vehicles. Commercial General Liability-Bodily injury and property damage liability as will protect the Contractor from claims of bodily injury or property damages which arise from operations of this contract. The amounts of such insurance coverage shall not be less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate coverage. This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability. Workers’ Compensation and employers’ liability meeting the statutory requirements of the State of North Carolina. The successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the County will be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation due to non-payment of premium. 12. Default Provision: Failure to satisfactorily perform the services required by this Contract will be grounds for the County to declare Contractor in default. Upon default by Contractor, County shall provide thirty (30) days written notice to Contractor of its default, if said default is not corrected by Contractor within this thirty (30) day period, this Contract may be canceled or annulled, in whole or in part, by the County for nonperformance or violation of this Contract’s terms. Upon cancellation of the services of Contractor by the County, an award may be made to another vendor who submitted a proposal to the County for this Contract for services specified, or they may be purchased on the open market and Contractor shall be liable to County for costs to the County in excess of the defaulted contract prices. Contractor shall continue the performance of this Contract to the extent that any part is not terminated under the provisions of this clause. 13. Certification of Independent Price Determination: By submission of this bid, the bidder certifies and, in the case of a joint bid, each party thereto certifies as to its own organization, that in connection with this procurement: The price in this bid have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor; Unless otherwise required by law, the prices which have been quoted in this bid have not and will not be knowingly disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition; and No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. 14. Offer/No Bid. All contractors in receipt of a Request For Proposal for a project are urged to respond with an Offer or a No Bid. 15. Oral Explanations. The County will not be bound by oral explanations or instructions given at any time during the proposal process or after a project is awarded. 16. Qualified Vendor: A “Qualified Vendor” is defined for this purpose as one who meets by the date of its proposal all requirements for licensing and/or certification contained within the specifications, and can meet by the date of proposal acceptance all insurance requirements. 17. List Five References For Whom You Are Providing Services: The County requires a minimum of five (5) years experience. Prospective Contractor must supply at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past three years. 1. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 2. Agency or Firm Name: 2. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 3. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 4. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 5. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 18. N.C.G.S. Sect. 143, Articles 3 and 3C. : Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the County invites and encourages participation in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose to be identified as a qualified business as referenced above. _____ I American Indian _____A Asian American _____B Black, African American _____D Disabled _____F Female _____H Hispanic _____S Small Contractors 19. Contractor’s Representative for Business Purposes: The name, mailing address, electronic mail address, facsimile number, and telephone number of the Contractor's authorized agent with authority to bind the firm and answer official questions concerning the Contractor's proposal must be clearly stated. 20. Equal Opportunity Employer. Harnett County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR § 601.4(a), 41 CFR 60-741.5(a), and 41 CFR 60-250.4 are incorporated herein by reference, where applicable. COUNTY OF HARNETT LILLINGTON, NORTH CAROLINA SPECIFIED TERMS AND CONDITIONS FOR LANDSCAPING MAINTENANCE This describes the terms and conditions for a three-year landscaping maintenance contract for Harnett County. This agreement shall be for three years starting July 1, 2013 and ending June 30, 2016, subject to appropriation by the Harnett County Board of Commissioners. Required Services: A. Full Service Contract. The contract awarded shall be a full service and maintenance contract for the landscaping of the Harnett County Governmental Buildings identified in Attachments A - H attached hereto and hereby incorporated herein (the “Governmental Buildings”). All costs for labor, travel, materials, equipment and parts necessary to upkeep the grass, plants, trees, shrubs, flowers, irrigation systems and retention pond (the upkeep and maintenance of the retention pond at the Public Utilities Business Center is not included in the scope of this contract, upkeep and maintenance of the retention pond at the Detention Center is included) located at the Governmental Buildings shall be included in the price set forth in Attachment K. There shall be no charge to County for the upkeep and maintenance of the grass, plants, trees, shrubs, flowers, irrigation systems and retention pond, except for the annual contract price identified in Attachment K. Contractor shall maintain and upkeep the grass, plants, trees, shrubs, flowers, irrigation systems and retention pond at the Governmental Buildings as set forth below: B. Grounds i. Mowing: The Minimum Monthly Requirements for all lawn maintenance services are set forth in Attachment I, attached hereto and hereby incorporated herein. All grassed areas and road shoulders will be mowed as to maintain a neat and uniformly finished appearance, with the minimum number of monthly mowing being established in Attachment I. Weed eating or edging shall be performed around all stationary objects and sidewalks pursuant to the minimum schedule set forth in Attachment I . Grassed areas at the Governmental Buildings shall be treated with a pre- and post-emergent herbicide to control and/or eliminate all non-grass weeds pursuant to the minimum requirements set forth in Attachment I. This includes areas around rocks, stones, and crush in run, and inside and outside fenced areas. Grass shall not be mowed under conditions where damage to the health of the grass is possible, such as when frost or extremely wet conditions exist. All warm season grasses shall be maintained at a height not to exceed 2 inches during growing season. All cool season grasses shall be maintained at a minimum of 3 inches but not to exceed 4 inches in height. Any bare spots over two (2) square feet will be prepared, seeded, and covered with wheat straw. ii. Pre-and Post-Emergent Herbicide: Shall be applied pursuant to the requirements set forth in Attachment I. Treatments shall be applied and distributed to promote even and uniform growth and coverage. iii. Fertilization: Fertilizer shall be applied pursuant to the requirements set forth in Attachment I. Cool season grasses shall receive either 18-24-12 or 10-20-20 fertilizer. Warm season grasses shall receive fertilization adequate for promoting growth vertically and horizontally. iv. Lime: Shall be applied as needed based upon the soil reports to be performed by Contractor as set forth below. v. Seeding: Should be performed pursuant to that schedule set forth in Attachment I. a. Cool season grasses should be over-seeded with a blend type of fescue at a rate of 7 lbs. per 1000 sq. ft. in areas where complete restoration is needed and at a rate of 5 lbs. per 1000 sq. ft. in lightly worn areas. b. Warm Season grasses should be over-seeded with annual rye at a rate of 225 lbs per acre. vi. Aerating: Shall be performed pursuant to that schedule set forth in Attachment I. vii. Soil Testing: Soil testing shall be performed twice per year pursuant to the schedule established in Attachment I, in order to determine the need for lime and fertilization rates. Contractor shall send County a copy of said report upon completion. viii. Debris Pick-up and Blowing Contractor shall pick-up all debris located on the grounds of the Governmental Buildings pursuant to that schedule established in Attachment I. The grounds shall be policed at each mowing by Contractor and all litter shall be removed from the site. All sidewalks, parking lots, entryways shall be blown off at the time of each mowing to remove clippings and grass debris. All tree and plant debris shall be removed from the site by the Contractor after each trimming. ix. Leaf Clean-up: Leaves will be raked/blown and picked-up at a minimum of eight (8) times per year during leaf-fall, or as needed, to maintain a clean appearance at all Governmental Buildings. Leaves shall be removed from site by Contractor. x. Rocks/Stones: Contractor is responsible for keeping rocks or stones around buildings and in ditches replenished as needed. xi. Natural Areas: Any natural area within the areas to be maintained will be kept free of limbs and debris. xi. Snow Removal: Contractor shall be responsible for the removal of any and all snow and ice in parking lots, near building entrances, on County owned access roads into facilities, and on sidewalk areas. This will include handicap entrances, steps, etc. Contractor shall be responsible for ensuring all areas specified above are clear of snow and ice within one (1) hour prior to the Governmental Buildings opening for business. Any ice melts used must be environmentally friendly, non-damaging to carpet and floors within the buildings, and must not leave any oily or white residue. An example of an acceptable ice melt is Green Fire Pellet Ice Melt. C. Trees/Shrubs Insect/Disease Control: All landscape trees and shrubs shall be inspected throughout the contract period for signs of disease and insect pests. Diseased trees and shrubs shall be treated and/or replaced as needed. ii. Fertili ze: All trees and shrubs shall be fertilized to promote growth, a neat appearance and balance. The fertilizer used, either pellet sized or liquid, shall be a slow-release formula adequate to promote growth. The trees and shrubs shall be fertilized pursuant to that schedule established in Attachment I. iii. Pruning: Trees and shrubs will be pruned according to horticultural standards. All landscape shrubs and trees shall be inspected and properly pruned to remove dead, diseased, or damaged growth. Pruning shall be done sparingly to promote proper uniform shape, however, no topping shall occur. Hand pruning of all crepe myrtles is required. Any pruning of large trees or shrubs that require specialized equipment such as bucket trucks, or climbing equipment shall be provided by Contractor at no additional charge to County. iv. Weeding: All plant and shrub beds shall be weeded to maintain a neat and uniform appearance, with the minimum weeding schedule being set forth in Attachment I. v. Mulching: The Contractor shall provide the materials and labor to replenish mulching materials consistent with those now existing in and around plants, trees, and shrub beds. Mulch should be maintained at a depth of approximately 3-4 inches. Contractor shall replenish mulch at least once per year, but in no event shall mulch exceed 4 inches. D. Plantings/Color: Contractor shall maintain and install flowering and/or other colorful plantings in all existing flower beds at least twice per year pursuant to that schedule set forth in Attachment I. Mulch shall be replenished in the flower beds at least once per year. Contractor shall weed the flower beds to maintain a weed-free appearance. E. Irrigation The Contract Price set forth in Attachment K should include all labor, materials and equipment necessary to maintain, repair and replace, if required, all irrigation systems, pipes, control boxes, sprinkler heads, backflow valves, control valves, and all other parts from the meter throughout the ground, of all irrigation systems located at the Governmental Buildings as identified in Attachment J, attached hereto and hereby incorporated herein. ii. Contractor shall monitor the irrigation system so as to provide the most efficient use of water. Contractor must adjust the systems for water conservation when required by the County. iii. Contractor shall winterize the irrigation systems. iv. Contractor shall advise the County of any modifications it believes the systems need. Any such modifications will be subject to approval by the County, and shall be an additional expense, not included in the Contract Price. F. Retention Pond. Only the retention pond located at the Detention Center is within the scope of this Contract, the retention pond located at the Public Utilities Business Center is not within the scope of the services required by Contractor. A minimum of once a month visits to the pond to cut the grass and remove trash on the pond banks and in/on the water. Contractor shall properly dispose of any trash collected. The vegetation around the perimeter of the basin shall be maintained at height of approximately six inches. Contractor shall provide annual vegetation cutting and removal in the fall of each year, including removing cattails to less than ½ of the water surface area, and any other vegetation removal as needed. If the pipes to the inlet or outlet device are clogged, Contractor shall unclog the pipes and dispose of the sediment off-site. If erosion has occurred, Contractor will provide additional erosion protection such as reinforced turf matting or riprap if needed to prevent future erosion. If algal growth covers over 50% of the main treatment area, Contractor will notify County and County will consult with a professional to remove the algal growth. If areas of bare soil and/or erosive gullies have formed a the perimeter of the basin, Contractor will regrade the soil if necessary to remove the gully, and then plant a ground cover and water until it is established. Contractor shall record its monthly operation and maintenance activities at the retention pond, such report shall be provided to County upon completion. Personnel Qualifications: Contractor shall have the following certifications at the time of its bid submittal: Public Pesticide Applicator by the State of North Carolina, with category L sub-classifications; Registered Landscape Contractor by the State of North Carolina; and Registered Irrigation Contractor by the State of North Carolina. At the Contractor’s sole expense, all personnel working at the County Sites should, at a minimum, completely satisfy the following conditions or trainings before working on the County premises: Verified, clear background check Verified reference checks All required OSHA training Product and equipment knowledge C. The Contractor warrants and agrees that all of its personnel performing service and maintenance upon the County grounds pursuant to this proposal shall be trained for the services they are to perform. Contractor shall be responsible for compliance with all applicable OSHA regulations with regards to its workers and equipment. Contractor shall provide the services herein required in accordance with all applicable federal, state, and local statutes, laws, regulations, ordinances, policies and rules. At least one person employed by the Contractor shall be able to properly communicate with County employees regarding landscaping, safety and security needs. Contractor shall be accessible by telephone and written correspondence and shall provide the County with telephone numbers where Contractor is available. Contractor shall provide County a mobile telephone number where it can be reached during all business hours. 3. Employee Rules. Contractor shall ascertain that all employees abide by the following rules: Employees shall not disturb any papers, boxes, or other materials. Employees shall report any personal injury or property loss or damage to their supervisor immediately. The supervisor shall report the location and extent of damage to the County as soon as possible. Employees shall not engage in idle or unnecessary conversation with County employees or visitors to the buildings. Employees shall not remove any article or materials from the premises, regardless of its value or regardless of any employee or tenant’s permission. This includes the contents of or any item found in trash containers in or around the premises. Employees shall abide by rules and regulations set forth by the State of North Carolina which affects the performance of the work. Upon written request of the County to the Contractor, any Contractor's employee who fails to abide by these or other rules established by the County will be immediately removed from the job and replaced. 4. Payments: Invoices for services shall be submitted by Contractor to County each month for services rendered. Invoices should be submitted on or before the twenty-eighth (28th) day of each month in twelve (12) equal installments. Payment for services will be Net 30. 5. Contract: Upon the award of the contract for landscaping maintenance, Contractor and County shall enter into a contract in substantially the form attached hereto as Attachment L. County reserves the right to change or amend any terms of the attached contract prior to execution by the parties. Respectfully submitted this ________ day of _________ 2013. By: ___________________________ Title: __________________ Telephone Number: _____________________________________ Contractor: ______________________________________ _____________________________________ ________ EXECUTION OF PROPOSAL PAGE Landscaping Maintenance Contract Date: By submitting this proposal, the Contractor certifies the following: An authorized representative of the firm has signed this proposal. It can obtain insurance certificates as required within 10 calendar days after notice of award. The Contractor has determined the cost and availability of all equipment, materials and supplies associated with performing the services outlined herein. All labor costs, direct and indirect, have been determined and included in the proposed cost. The Contractor is aware of the prevailing conditions associated with performing this contract. The Contractor agrees to complete the scope of work for this project with no exceptions. Theref ore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within (120) days from the date of the opening, to furnish the services for the prices quoted. Contractor: Mailing Address: City, State, Zip Code: Telephone Number: Principal Place of Business if different from above: By Title: (Type or Print Name) (Signature)