RFP 14-PK-18-M-02 Mowing & Trimming ServicesIII Fill I I I
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MCHHERTZ
COMMUNITYA SERVICE � OPPORTUNITY
1400 SCHERTZ PARKWAY, SCHERTZ, TEXAS 78154
CITY OF SCHERTZ
REQUEST FOR PROPOSAL
# 14-PK-18-M-02
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Sealed Requests for Proposals addressed to the Director of Purchasing, will be received on
May 20, 2014 until 11:00 a.m., at the Purchasing and Asset Management Department, 10
Commercial Place, Bldg. #1, Schertz, Texas 78154. All Requests for Proposal must be in the
City of Schertz's possession on or before the scheduled date and time (no late RFP's will be
accepted).
Respondents receiving a "REQUEST FOR PROPOSAL", notice in the mail, or reading the
announcement in the newspaper are advised that the RFP documents can be obtained by
logging on to www.t)ubliCOLirchase.com.
Be advised that if your company downloaded the documents from the web page and is
contemplating on responding to this RFP you MUST register as a Schertz Vendor at
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licpurchase,com so any changes/additions via Addendum can be accessed by your
company, Vendor registration instructions can be found at www.schertz.com Departments,
Purchasing, Open Bids and click on the words "Vendor Registration Instructions". Any
questions in reference to this RFP rnay be directed to Rita Duprat-Waldo, Director of Purchasing
& Asset Management at (210) 619-1160,
Request for Proposal responses received after the deadline will not be considered. The City
shall evaluate the Request for Proposals on the basis of technical ability, experience, and ability
to perform the work and factors identified within the attached request for Request for Proposals
solicitation.
The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all
formalities or technicalities, accept the response or portions of the response determined to be
the best and most advantageous to the City, and hold the responses for a period of 120 days
without taking action, The City of Schertz reserves the right to accept responses from more than
one firm determined to be the best option for the City. Respondents are required to hold their
submissions firm for the same period of time.
Hand-deliver Bids: Purchasing & Asset Management Department, 10 Commercial
Place, Bldg # 1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Bldg. #1, Schertz, Texas 78154.
A Pre-Bid meeting will be held May 9, 2014 at 11:00 a.m. in the Schertz Municipal Building,
Bob Andrews Conference Room, 1400 Schertz Parkway, Building #1, Schertz, TX 78154.
All prospective respondents are encouraged to attend.
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
CITY OF SCHERTZ REQUEST FOR PROPOSALS
# 14-PK-18-M-02
MOWING & TRIMMING SERVICES
2
CITY OF SCHERTZ
Please read the requirements thoroughly and be sure that your response complies with all
req u i rem ents/specifications noted, Any variation from the solicitation requirements/specifications
must be clearly indicated by letter, on a point by point basis, attached to and made a part of
your RFP. If no exceptions are noted, and you are the successful respondent, the City of
Schertz will require that the service(s) be provided as specified.
PURPOSE:
The purpose of these specificationstrequirements and RFP documents are to award a service
agreement for: "MOWING & TRIMMING SERVICES"
MUM
The services to be provided under this RFP shall be in accordance with and shall meet all
specifications and/or requirements as shown in this solicitation for Request for Proposals (RFP).
There is no intention to disqualify any respondent who can meet the requirements.
RFP's shall be submitted in sealed envelopes as referenced on the attached solicitation. One
(1) original marked "ORIGINAL, five (5) complete sets marked "COPY 1, COPY 2, etc. etc..."
and (1) DVD or USB of the response is to be submitted complete with all Supporting
documentation. RFP's submitted by facsimile (fax) or electronically WILL NOT be accepted.
Submittal of a response to this Request for Proposal (RFP) constitutes an offer by the
respondent. Once submitted, RFP's become the property of the City of Schertz and as such the
City reserves the right to use any ideas contained in any proposal regardless of whether that
respondent/firm is selected. Submission of a proposal in response to this solicitation, by any
respondent, shall indicate that the respondent(s) has accepted the conditions contained in the
RFP, unless clearly and specifically noted in the RFP submitted and confirmed in the contract
between the City and the successful respondent. RFP's which do not comply with these
requirements may be rejected at the option of the City. RFP's must be filed with the City of
Schertz before the deadline day and hour. No late RFP's will be accepted. They will be
returned to respondent unopened (if properly identified), Failure to rneet RFP requirements may
be grounds for disqualifying your response.
Hand-deliver RFP's: Purchasing & Asset Management Department, 10 Commercial
Place, Building #1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Building #1, Schertz, Texas 78154
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Respondent's are advised that the City of Schertz shall not allow the successful respondent to
sell, assign, transfer, or convey any part of any contract resulting from this RFP's in whole or in
part, to a third party without the written approval of the City of Schertz Purchasing and Asset
Management Director.
PREPARATION OF RFP's:
Responses MUST give full firm name and address of respondent, and be manually signed.
Failure to do so will disqualify your proposal. Person signing proposal must show title or
AUTHORITY TO BIND HIS/HER FIRM IN A CONTRACT. Firm name and authorized signature
must appear on each page that calls for this information. The legal status of the firm whether
corporation, partnership, or individual, shall also be stated in the proposal. A corporation shall
execute the proposal by its duly authorized officers in accordance with its corporate by-laws and
shall also list the state in which it is incorporated. A partnership firm shall give full names and
addresses of all partners. All partners shall execute the proposal. Partnership and Individual
firms shall state in the proposal the names and addresses of all persons with a vested interest
therein, The place of residence of each respondent, or the office address in the case of a firm or
company, with county and state and telephone number, shall be given after the signature. Any
costs associated with assembling this proposal will be at the sole expense of the respondent.
TIME ALLOWED FOR ACTION TAKEN:
The City of Schertz may hold RFP responses 120 days after proposal deadline without taking
action. Respondents are required to hold their RFP firm for same period of time.
RIGHT TO REJECT/ AWARD:
The City of Schertz reserves the right to reject any or all RFP's, to waive any or all formalities or
technicalities, and to rnake such awards of contract as may be deemed to be the best and most
advantageous to the City of Schertz,
FIXTIT1111 _0 63
Respondents are advised that the City of Schertz is soliciting Request for Proposals in
compliance with Local Government Code 252 "Purchasing and Contracting Authority of
Municipalities," and award shall be made to the respondent(s) that in the opinion of the City of
Schertz is the best qualified and provides the best value for the City. The City of Schertz
reserves the right to award contracts to more than one vendor under this proposal.
ALTERATIONWAMENDIVIENTS TO RFP:
RFP's CANNOT be altered or amended after the opening deadline. Alterations made before
opening time must be initialed by respondent guaranteeing authenticity. No RFP may be
withdrawn after opening time without reasonable exception in writing and only after approval by
the City of Schertz.
NO RESPONSE TO RFP:
If unable to submit an RFP, respondent should return a negative response specifying reasons
Apyrojffil� 0 �k
The respondent shall attach to his/her RFP a list of any exceptions to the
specifications/requirements, on a point by point basis.
INTERPRETATIONS:
Any questions concerning the requirements or scope of work with regards to this solicitation for
request(s) for proposal shall be directed to the designated individuals as outlined in the RFP.
Such interpretations, which may affect the eventual outcome of this Request for Proposal, shall
be furnished in writing to all prospective Respondents via Addendum. No interpretation shall be
considered binding unless provided in writing by the City of Schertz in accordance with
paragraph entitled "Addenda and Modifications".
SYNONYM:
Where in this solicitation, "RFP for SERVICES" is used, its meaning shall refer to
REQUEST FOR PROPOSALS
# 14-PK-18-M-02
I.PURPOSE
The City of Schertz (City) is pursuing mowing & trimming services for City properties
including, but not necessarily limited to, a full growing season of mowing, trimming, edging,
and blowing within designated areas of the City of Schertz, Texas. A contract may be
awarded for all or partial properties listed in this RFP.
11. SCOPE OF SERVICES REQUIRED
General Scope of Services:
a. The scope of work required is described in the "Specifications" section attached to this
RFP.
lo� The areas and maintenance function cycles to be provided are listed on the
"Bid/Description" form, The quantities of cycles per site per year shall be estimates only
and shall not constitute a guaranteed amount to be paid to the Vendor.
c. Maps and information sheets shall be made available to the Vendor.
d. Vendors are cautioned not to submit their bid until specifications and sites have been
carefully examined. Field observations are required to determine exact locations and
boundaries of areas maintained. City Representative's are available to assist as needed
to identify areas.
Ill. CITY CONTACTS
This contract will be monitored by the Park and Recreation Director or his/her designee listed
below. Any questions pertaining to this bid should be addressed to the Purchasing & Asset
Management Director, Questions which result in a material change to the specifications of
the bid will require that addenda to the bid be issued to all Vendors registered with Public
Purchase.
Director of Purchasing & Asset Management: Rita Duprat-Waldo 210-619-1163
Parks & Recreation Supervisor: Chuck Van Zandt 210-619-1853
IV, PROPOSAL REQUIREMENTS: The respondent is REQUIRED to submit the following
information in the proposal response to be considered for the award of the contract:
a. Billing address.
b. Physical address of business.
c. Length of time in business
d. A company telephone number that MUST BE answered on workdays, Monday-Friday,
8 AM - 5 PM.
e. An alternate or emergency telephone number must also be provided.
f. Vendor contact representative and alternate contact (with cell and/or pager numbers).
g. Employee list, including all full and part time employees.
h, Name of one (1) supervisor with a minimum of three (3) years experience, include
addresses, telephone number, & License number.
i. The Vendor must be licensed by the Texas Structural Pest Control Board or the Texas
Department of Agriculture. Copies of the license and a listing of the license numbers
shall be submitted with the RFP.
j� Five references showing experience in having completed contracts of this type with like
materials. References should include company name, contact person, address and
telephone numbers.
k. Equipment list (included on Page 16)
1 . A listing of all equipment to be used with the bid as a basis for the City to determine
the Vendor's ability to perform the work within the time frame specified. Note: The
City is not authorized to purchase equipment for the vendor to use in performing
the work. Do not list the cost of equipment on Attachment C in your response.
2. All herbicide equipment used by the Vendor for herbicide application must be
inspected and licensed by the Texas Structural Pest Control Board or Texas
Department of Agriculture and must comply with all applicable State, Federal and
OSHA regulations.
1 A permanent rotating amber caution light will be mounted on top of each piece of
equipment that operates from public roads.
1. All Vendors are required to submit a complete five (5) year work history. This is the
City's assessment of Vendor's capability to perform on like properties of size and
scope. This submittal shall reflect the extent in which they are capable of meeting
specifications related to this type of maintenance. The City shall use all means
available in determining the Vendor most qualified to perform the duties as described
within these specifications.
m. Production Schedule: Each Vendor is required to submit a production schedule.
This schedule shall meet or exceed the City's expectations as defined in the
Bid/Description Form. This schedule shall reflect the Vendor's abilities to execute this
contract in an efficient and timely manner, while maintaining the quality of work as
required by the City. This schedule shall be a realistic projection by the Vendor and
will serve as the governing article during the performance of this contract. It is
imperative that the Vendors understand that timely performance of this contract is
critical. Completion days, or the lack of, as submitted and required by Vendor to
execute this scope of work as written, will be considered in the award process.
Once this bid package is awarded, Vendor will be expected to meet or exceed their
submitted production schedule. If this production schedule cannot be met for any
reason during the execution of this agreement, the City retains the right to secure an
alternate Vendor to proceed and collect any costs incurred in the process.
n. Selected Vendor agrees to the "Mowing and Trimming Services Performance
Standards" as written in Attachment B.
o. All Proposals must include Attachment C, "Cost Breakdown each Location of Service"
p. Omissions / Discrepancies: Should the City discover any discrepancies in
submissions, Vendor will be given 72 hours to resolve these issues. Failure to resolve
any issues concerning inaccuracies may result in Vendor being deemed non-
responsive.
a. All responses received will be evaluated according to a two-tier process. This includes a
Technical Evaluation Committee that will review, evaluate, and rank the responses
according to a numerical scoring system based on the criteria listed below. Those firms
cleerned most qualified by the Technical Evaluation Committee will be forwarded to a
Selection Committee for final selection and recommendation for award. The Selection
Committee may select three or more firms to be interviewed, based wholly on Proposal.
b. Evaluation criteria based in order of priority:
1 . Understanding of the requirement; (0-10)
2. Management ability; (0-10)
3, Commitment to quality; (0-15)
4. Proposal and experience of key personnel; (0-20)
5. Resources and facilities; (0-10)
6. Relevant prior experience; (0-15)
7. Past performance, particularly with City contracts. (0-20)
VI. SELECTION PROCESS
Based on the Evaluation Committee review, several vendors may be short-listed for further
consideration, and may be required to submit supplemental information and/or a presentation,
The City reserves the right to select more than one vendor to provide the service detailed in this
RFP, or to reject all submissions.
The following Items must be included as part of your RFP Submittals:
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a. Organization ufResponse
1. Project Submittal Identification form on the outside of each response
2^ Cover Letter
3. Project Team and ReSU088, including organizational Chad
4. Team Experience including 8summary of at least three representative projects iDthe
last three years that are similar innature
5. Project Approach
6� Quality Assurance/Quality Control
7. Statement nfInsurance
& Statement Vf Equal Employment Opportunity
Q. Acknowledgement of Addenda (required only if addenda are issued for this RFP)
The City does not guarantee that 8&UUtn8(1 6n[ xh8 will be awarded as n [aSU|t of the
RFP.|n the event that 8 contract award ix made, but the contract i$ not executed, the City does
not guarantee that the contract will bere`8m/@[ded.
|X. RESPONSE DEADLINE
Responses to the RFP must be addressed t0 Rita [)Up[8t-W@@o' []iRxdOT of Purchasing &
Asset Management, City ofSnhertz` and received 8ithe Purchasing and Asset M$MG09m8Dt
[}ep8d8leDL 10 Commercial Pl808' Building #1, SUheMz' TX 78154, by 11:00 am., May 20
2014 for consideration. One (1} Original, five (5) complete sets Of the response and 8DVD0i
USBCOpy 0VSt be SUbn0ilied no later than this date and time in n8e8l9d envelope indicating
that its contents are |Oresponse tn the Request for Statem8Ot(S)nf Proposal Request, please
refer to
RPP`S will he accepted i8 person, byUnited States Mail, 8rbv private courier service, RFP'swill
not boaccepted bY oral communication, telephone, electronic mail, telegraphic transmission, D[
facsimile transmission, F|FP'e may be withdrawn prior tothe above scheduled ti08 set for
closing, Alterations made before R'P closing must be initiated hy respondents guaranteeing
Hand-deliver Bids: Purchasing & Asset Management OH08rt81ert. 10 CU0[nSroia|
Place, Building #1'SChmdz'-7854 TX
If using Land Courier / Purchasing & Asset Management
Department, 10 Commercial Place, Building #1'SoheUZ,TX78i54
There is no expressed or implied obligation on the part of the City of SnheAzt0 ;8iV1hU[y8
responding firms for any expenses incurred in preparing Request for Proposals in response to
the request.
All requests for additional information 0[ clarification ooDoeDDiDg1N8RFPrVU9thoSUh81i8ed'in
VvdOn-. no later than /S:0O P.[0, May 15, 2014 and requested using the Public Purchase
eP[0CQreU8eMt Site:
-Log on to Public Purchase and click OD the "Ask Questions" tab. If you have any
difficulty please call the Purchasing & Asset Management Department at 210-619-1160.
Any changes, additions, or clarifications to the RFP are made by amendments (addenda) and
will be posted on the Public Purchase website. Any respondent in doubt as to the true meaning
of any part of the RFP or other documents may request an interpretation from the Purchasing
and Asset Management Department. At the request of the respondent, or in the event the
Purchasing and Asset Management Department deems the interpretation to be substantive, the
interpretation will be made by written addendum issued by the Purchasing and Asset
Management Department. Such addendum will be attached to the original RFP in the Public
Purchase file and will become part of the RFP package having the same binding effect as
provisions of the original RFP. It shall be the respondent(s) responsibility to ensure that they
have received all Addenda in respect to this project. Furthermore, respondents are advised that
they must recognize, comply with, and attach a signed copy of each Addendum which shall be
made part of their submittal. Respondent(s) signature on Addenda shall be interpreted as the
respondent's "recognition and compliance to" official changes as outlined by the City of Schertz
and as such are made part of the original RFP documents. Failure of any respondent to receive
any such addendum or interpretation shall not relieve such Respondent from its terms and
requirements. Addenda are available online at www:ublic urchase.com No verbal explanations
or interpretations will be binding. In order to have a request for interpretation considered, submit
the request in writing. The request must be received by the City of Schertz Purchasing and
Asset Management Department no later than 4:00 P.M., May 16, 2014. The City does not
assume responsibility for the receipt of any addendum sent to respondents.
Xll. REQUEST FOR PROPOSALS PREPARATION COSTS
Issuance of this RFP does not commit the City of Schertz, in any way, to pay any costs incurred
in the preparation and submission of an RFP. All costs related to the preparation and
submission of this RFP shall be borne by the respondent.
XIII. EQUAL EMPLOYMENT OPPORTUNITY
Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms
and conditions of employment based on race, sex, national origin, age; disability, or in any way
violate Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.
XIV. ANTI - LOBBYING PROVISION
During the period between RFP submission date and the contract award, respondents;
including their agents and representatives, shall not directly discuss or promote their RFP with
any member of the Schertz Council or City staff except in the course of City - sponsored
inquiries, briefings, interviews, or presentations. Violation of this provision shall result in the
rejection of the respondent's RFP and disqualification from future consideration of similar RFP's.
THE CITY OF SCHERTZ RESERVES THE RIGHT TO REFUSE AND REJECT ANY OR ALL
RFP'S, AND TO WAIVE ANY OR ALL FORMALITIES OR TECHNICALITIES, AND TO MAKE
SUCH AWARDS OF CONTRACT AS MAY BE DEEMED TO BE THE BEST AND MOST
ADVANTAGEOUS TO THE CITY OF SCHERTZ.
Neither the Respondent nor his/her employees engaged in fulfilling the terms and conditions of
any 8vvn|d8d Service C0Dtr8o1 8h8|| be 8[Dp|Vye9S of the City. The method and R)6AUe/ Of
p8rfU[D1aAc8 of such undertakings 8h8|| be under the 8xC|USiYe control of the vendor on
contract. The City shall have the right of inspection of said undertakings at any time.
XVUL HUB CERTIFICATION
State Certified "HUB \AeUdVr(s)" are required t0 provide a copy Qf their certification, if ' they have
not previously done so. Fax information tO the Purchasing & Asset Management Department at
210^610-1100.
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XVIII. VERBAL THREATS
Any threats made to any employee of the City, be it verbal or written, to discontinue the
providing of item /material /services for whatever reason and /or reasons shall be considered a
breach of contract and the City will immediately sever the contract with the vendor.
IXX. CONFIDENTIAL INFORMATION
Any information deemed to be confidential by the respondent should be clearly annotated on the
pages where confidential information is contained. The City cannot guarantee that it will not be
required to disclose all or part of any public record under Texas Public Information Act, since
information deemed to be confidential by the respondent may not be confidential under Texas
Law, or pursuant to a Court order.
XX. RIGHT TO AUDIT
The City of Schertz reserves the right to audit the vendor's books and records relating to the
performance of this contract. The City of Schertz, at its own expense, shall have the right at all
reasonable times during normal business hours and upon at least twenty -four (24) hours'
advance notice, to audit, to examine; and to make copies of or extracts from the books of
account and records maintained by the vendors) with respect to the Service Contract. If such
audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be
provided to the vendor and the amount of the overpayment shall be promptly reimbursed to the
City. In the event any such overpayment is not paid within ten (10) business days after receipt of
such notice, the unpaid amount of such overpayment shall bear interest at the rate of one
percent (1 %) per month from the date of such notice until paid.
XXI.PASTPERFORMANCE
Respondents past performance will be taken into consideration in the evaluation of Request for
Proposals submittal.
XXII. JURISDICTION
Contract(s) executed as part of this solicitation shall be subject to and governed under the laws
of the State of Texas: Any and all obligations and payments are due and payable in Guadalupe
County, Texas,
XXIII. VENUE
The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration,
and /or any other dispute(s) shall be in Guadalupe County, Texas.
XXIV. CONFLICT OF INTEREST
Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any
vendor or person considering doing business with a local ;government entity must disclose in the
Questionnaire Form CIQ, the vendor or person's affiliation or business relationship that might
cause a, conflict of interest with a local government entity. This questionnaire must be filed, by
law, with the City Secretary of the City of Schertz not later than the 7th business day after the
date the person becomes aware of facts that require the statement be filed. See Section
176.006, Local Government Code. A person commits an offense if the person violates Section
II
176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For
more information or to obtain the Questionnaire CIQ go to the Texas Ethics Commission web
page at www,ethics.state.tx.us/forms/CIQ pdf.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN
LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH
PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT.
AN OFFENSE UNDER CHAPTER 176 IS A CLASS "C" MISDEMEANOR.
XXV. CONFIDENTIALITY OF INFORMATION AND SECURITY
Should the successful respondent be awarded a contract and become the holder of, and have
access to, confidential information, (in the process of fulfilling its responsibilities in connection
with the contract), the successful respondent agrees that it shall keep such information
confidential and will comply fully with the laws and regulations of the State of Texas, ordinances
and regulations of the City, and any applicable federal laws and regulations relating to
confidentiality.
XXVI. SUBSTITUTIONS/CANCELLATIONS OF PROPOSAL
No substitutions or cancellations are permitted without written approval of City of Schertz.
XXVIL TIME ALLOWED FOR EXECUTION OF CONTRACT
Number of days required for the successful respondent to execute a contract for "MOWING &
TRIMMING SERVICES" after' receiving notification of award of contract shall be thirty (30) days.
XXIII. PERSONNEL
The successful respondent shall ensure that the work being performed in response to an
executed agreement shall be performed by competent and qualified personnel. Such personnel
must be licensed or certified within the State of Texas.
XXIX. CONTRACT
Successful Respondent shall be required to execute the Professional Services Agreement with
the City attached hereto as Exhibit "A".
In addition the Successful Respondent shall be required to execute a negotiated project contract
for each Scope of Services.
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SPECIFICATIONS FOR MOWING SERVICES
1. MOWING REQUIREMENTS:
1. All turf areas will be mowed on a ten (10) day cycle (unless otherwise indicated) at
the recommended height (3 inches) during the growing season and noticeable
clippings /grass clumps on turf areas removed. Any changes in the mowing height
are to be approved by the Park & Recreation Director or his /her designee.
2. Bruising or rough cutting of the grass is not permitted. Mowers will be adjusted and
operated do that the grass is cut at a uniform height.
3. In an effort to not bag lawn clippings, mulching mowers are preferred to mowers that
throw clippings into rows.
4. Mowing will not be permitted within 18 of each tree in order to avoid damage to
trees.
5. Wildflowers of significant stands are not to be mowed from March through June.
Contractor will consult with City Representative and receive approval before mowing
any areas containing wildflowers in bloom.
b. Edging /Trimming:
1. All turf will be edged and trimmed each time turf is mowed.
2. All sidewalks, curbs, and steps will be mechanically /vertically edged exposing the
concrete surface, completed at the end of first cut, and accomplished thereafter, as
necessary.
3. Sidewalks must be edged on both sides.
4. All material dislodged by edging must be removed from the site by blowing or
sweeping.
5. Monofilament trimming will be used for grass around fences, buildings, tree wells,
posts, and other obstacles.
c. Weeds:
1. All concrete, asphalt areas, brick pavers, paved ends on medians, and or right -of-
ways shall be weed /grass free and blown clean of all debris after each cycle.
2. Weeds /grass growing in the expansion joints must be removed or treated with an
approved herbicide as needed.
d. Plant Debris / Litter:
1. All litter (1 X 1" and larger) must be removed from turf prior to mowing. This
includes, but not limited to; bottles, cans, paper, brush, rocks, tree limbs, etc, which
are not intended to be part of the landscape.
2. The Parks & Recreation Director or their designee will be contacted to remove large
items such as mattresses, furniture, fencing, and accident or construction debris.
3. The mowing cycle will include sweeping /blowing grass clippings from sidewalks and
hard surfaces and removing debris /litter from planting, shrub beds, and turf areas.
4. Removal of cut grass from the turf area where ,growth occurred will not be required,
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unless otherwise specified.
5. Cut grass and debris which falls or is thrown by equipment upon the pavement,
streets, curb and gutters, sidewalks, driveways, or adjacent properties through the
action of the work crew, will be removed from the area prior to the exit of the work
crew from the immediate work site.
6. At no time shall any debris (litter, leaves, clippings, etc.) be blown into the streets or
other property. Excessive debris in the street or roadways must be removed from
the site after each mowing and properly disposed.
7. All collected litter and debris will be disposed of lawful manner.
1. It is mandatory that a review of the contracted area be conducted prior to beginning
the first mowing cycle. Such a review shall be attended by the Vendorls and the
Parks & Recreation Director or their designee.
2. Unless otherwise instructed, the Vendor(s) shall accomplish all tasks listed on a
regular schedule, as agreed upon by the Vendor and the Parks & Recreation
Director or their designee.
3. Any variance from the prescribed schedule will require a minimum of twenty -four
hour advance notification to the Parks & Recreation Director or their designee.
4. All mowing is to be accomplished Monday through Friday, weather permitting. It will
be considered a breach of the contract if the schedule is repeatedly missed.
5: The Parks & Recreation Director or their designee reserves the right to cancel
scheduled mowing cycles on a week -to -week basis, based upon need, prevailing
weather conditions, and available funding.
6. Air Quality Health Alert pays: On Air Quality Health Alert Days, Vendors are
required to refrain from mowing until after 10 A.M., unless diesel powered and /or Tier
2 equipment is used. It is the responsibility of the Vendor to be aware of air quality
alert conditions. Failure to comply with these standards will be grounds for the
following:
a. First Offense:
b. Second Offense:
c. Third Warning:
Verbal Warning
Written Warning
Contract Termination
7. After abundant rainfall, it may be necessary to mow selected areas more often in lieu
of the specified ten (10) day cycle. The Parks & Recreation Director or their
designee will determine if it is needed.
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1. The Vendor(s) shall furnish all supplies, tools, and equipment to be used on the job.
2. No chemicals, herbicides (weed killers), insecticides, fungicides, or fertilizers are to
be used without the written approval of the Parks & Recreation Director or their
designee and proper posting in the area where these chemical are to be used.
3. No brush hogs will be allowed.
NOTE: A notation will be made in the PROPERTY DESCRIPTION specifying if the
property will be mowed with an `out -front mower' or will require a 'walk- behind
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mower' (WRM) (not to exceed 48 "). If no notation is made in the description, the
property may be mowed with an 'out -front rnower'.
1. The Vendor(s) shall be responsible for any damage to the property during the
maintenance operation.
2. The Vendor shall be responsible for replacement of all trees, shrubs, and ground
covers destroyed by the Vendor(s), employees, or agents of the Vendor(s) during the
maintenance operation.
3. Trees and shrubs must not be bumped or marked by mowing or edging equipment.
4. Any hazardous conditions and/or damage to City property will be reported to the
Parks & Recreation Director or their designee prior to leaving the work site.
5. Damage to vehicles or property damage caused by mowing operations and resulting
claims are the responsibility of the vendor and vendor's insurance.
GLOSSARY OF TERMS:
® Production schedule shall mean the time periods established by the City for the project
year within which all prescribed maintenance activities for each area shall be completed.
The Vendor and area Inspector will agree on a regular day and time for maintenance at
each location, If the Vendor expects to vary from the schedule, he /she shall notify area
Inspector 24 hours in advance, so work completion can be inspected in a timely manner.
Trash and litter shall mean any debris within the mowing project area such as paper, cans,
bottles, limbs 3" or smaller in diameter, rocks, etc., which is not intended to be present as
part of the landscape. Inclusive of entire project area including streets, sidewalks, curbs;
hillsides, ditches, etc. Removal of debris will require sweeping of hard surface areas such
as sidewalks.
® Ed in shall refer to the vertical removal of any and all plant material which encroaches
over or onto sidewalks, curbs, steps, driveways and pavements. Edges shall be vertical,
minimum depth of 1 ", and minimum width of 1l4 ". This task must be done neatly to present
a clean, crisp appearance, having a smooth line. Line trimmer accepted along fences and
poles.
® Mowing height shall refer to the setting of mowing equipment to cut grass to a height of 3"
for project areas designated for 10 -day mowing cycles, unless otherwise instructed in writing
by the area Inspector. 'Scalping shall refer to any action which results in the mowing of any
turf area below the 1" height down to and including the soil.
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It is represented as part of this proposal that the below listed items of machinery and equipment
are available for use on the work covered by this proposal. 'Being Available" shall mean that the
equipment is owned or under the control of the Vendor submitting this proposal.
UNITS TYPE OF EQUIPMENT
ATTACH ADDITIONAL SHEETS As NEEDED, include with submitted proposal.
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