DEPARTMENT OF PURCHASES AND SUPPLIES r
INVITATION TO BID
Dayne Walling Mayor
Purchasing Derrick F. Manager Jones
OWNER: THE CITY OF FLINT DEPARTMENT OF PURCHASES AND SUPPLIES 1101 S. SAGINAW ST., Room 203 FLINT, MI 48502 Bid #16-000030 SCOPE OF WORK: The City of Flint, Department of Purchases & Supplies is soliciting sealed bids for providing: MOWING AND TRIMMING OF PARKS, BOULEVARp~ AND TRIANGLES Per the attached additional requirements. If your firm is interested in providing the requested services, please submit your detailed bid and one copy to the City of Flint, Department of Purchases and Supplies, 1101 5. Saginaw St., Room 203, Flint, Ml, 48502, by Wednesday. April 6. 2016 @3:00 PM tEST). Please note: all detailed bids received after 3:00 PM (EST) will not be considered. Faxed bids into the Purchasing Department are not accepted. All additional bid documents, requirements, addendums, specifications and plansldrawings (if utilized) are ayailable on the Purchasing page of the City of Flint’s web site at httPs:llwww.cityowintcom/finance,purchasi,bid2, and the specific bid or proposal number assigned to this notice. Please proyide a duplicate copy of all submitted documents.
CITY HALL
1101 5. SAGINAW STREET
FUNT, MICHIGAN 48502
(810) 766-7340
FAX (810) 756-7240
INSTRUCTIONS TO VENDORS 1) PRE-BID INFORMATION AND QUESTIONS: Each bid that is timely received will be evaluated on its merit and completeness of all requested information. In preparing bids, Bidders are advised to rely only upon the contents of this RFB and accompanying documents and any written clarifications or addenda issued by the City of Flint. If a Bidder finds a discrepancy, error or omission in the RFB package, or requires any written addendum thereto, the Bidder is requested to notify the Purchasing contact noted on the cover of this RFB, so that written clarification may be sent to all prospective Bidders. THE CITY OF FLINT IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. 2) RFB MODIFICATIONS: The City of Flint has the right to correct, modify or cancel the RFB, in whole or in part, or to reject any Bid, in whole or in part, within the discretion of the City of Flint, or their designee. If any such changes are made, all known recipients of the RFB will be sent a copy of such changes. If any changes are made to this RFB document by any party other than the City of Flint, the original document in the City of Flint’s files takes precedence. 3) BID SUBMISSION: a) The Bidder must include the following items, or the bid may be deemed non-responsive: i.e. All forms contained in this RFB, fully completed. b) Bids must be submitted to the Purchasing Department, City of Flint, 1101 S. Saginaw Street Room 203, Flint, Michigan 48502 by the date and time indicated as the deadline. The Purchasing Department time stamp will determine the official receipt time. It is each Bidder’s responsibility to insure that its bid is time stamped by the Purchasing Department by the deadline. This responsibility rests entirely with the Bidder, regardless of delays resulting from postal handling or for any other reasons. Bids will be accepted at any time during the normal course of business only, said hours being 8:00 a.m. to 5:00 p.m. Local Time, Monday through Friday, legal holidays as exception. c) Bids must be enclosed in a sealed opaque envelope, box or package, and clearly marked on the outside with the following: RFB Title, RFB Number, Deadline and Bidder’s name. d) Submission of a bid establishes a conclusive presumption that the Bidder is thoroughly familiar with the Request for Bids (RFB), and that the Bidder understands and agrees to abide by each and alFof the stipulations and requirements contained therein. e) All prices and notations must be typed or printed in ink. No erasures are permitted. Mistakes may be crossed out and corrections must be initialed in ink by the person(s) signing the bid. f) Bids sent by telegraph, facsimile, or other electronic means will not be considered unless specifically authorized in this RFB. g) All costs incurred in the preparation and presentation of the bid are the Bidder’s sole responsibility; no pre-bid costs will be reimbursed to any Bidder. All documentation submitted with the bid will become the property of the City of Flint. h) Bids must be held firm for a minimum of 120 days. i) Term Contract and/or all other procurement documents shall be effective until completed to the satisfaction of the City of Flint. The City of Flint reserves the right to cancel or not renew all or any part of the procurement agreement/contract at any time. —
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4) EXCEPTIONS: Bidder shall clearly identify any proposed deviations from the Terms or Scope in the Request for Bid. Each exception must be clearly defined and referenced to the proper paragraph in this RFB. The exception shall include, at a minimum, the Bidder’s proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. If no exceptions are noted in the Bidder’s bid, the City of Flint will assume complete conformance with this specification and the successful Bidder will be 2
required to perform accordingly. Bids not meeting all requirements may be rejected. 5) DUPLICATE BIDS: No more than one (1) bid from any Bidder, including its subsidiaries, affiliated companies and franchises will be considered by the City of Flint. In the event multiple bids are submitted in violation of this provision, the City will have the right to determine which bid will be considered, or at its sole option, reject all such multiple bids. 6) WITHDRAWAL: Bids may only be withdrawn by written notice prior to the date and time set for the opening of bids. No Bid may be withdrawn after the deadline for submission. 7) REJECTIONIGOOD STANDING: The City of Flint reserves the right to reject any or all bids, or to accept or reject any bid in part, and to waive any minor informality or irregularity in bids received if it is determined by the City of Flint, or their designee, that the best interest of the City will be served by doing so. No Bid will be considered from any person, firm or corporation in arrears or in default to the City on any contract, debt, taxes or other obligation, or if the Bidder is debarred by the City of Flint from consideration for a contract award. 8) PROCUREMENT POLICY: Procurement for the City of Flint will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of the City. The City of Flint and their officials have the vested authority to execute a contract, subject to City Council and Mayoral approval where required. 9) BID SIGNATURES: Bids must be signed by an authorized official of the Bidder. Each signature represents binding commitment upon the Bidder to provide the goods and/or services offered to the City of Flint if the Bidder is determined to be the lowest Responsive and Responsible Bidder. 10) CONTRACT AWARDISPLIT AWARDS: The City of Flint reserves the right to award by item, group of items, or total bid to the lowest responsive, responsible Bidder. The Bidder to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the bid, intent to recommend award of a contract, and actual award of the contract will be provided by written notice sent to the Bidder at the address designated in the bid if a separate Agreement is required to be executed. After a final award of the Agreement by the City of Flint, the Contractor/Vendor must execute and perform said Agreement. All bids must be firm for at least 120 days from the due date of the bid. If, for any reason, a contract is not executed with the selected Bidder within 14 days after notice of recommendation for award, then the City may recommend the next lowest responsive and responsible Bidder. 11) NO RFB RESPONSE: Bidders who receive this RFB but who do not submit a bid should return this RFB package stating the reason(s) for not responding. Failure to return this form may result in removal of the Bidder’s name from all bidder lists. 12) FREEDOM OF INFORMATION ACT REQUIREMENTS: Bids are subject to public disclosure after the deadline for submission in accordance with state law. 13) ARBITRATION: Contractor/Vendor agrees to submit to arbitration all claims, counterclaims, disputes and other matters in question arising out of or relating to this agreement or the breach thereof. The Contractor’s agreement to arbitrate shall be specifically enforceable under the prevailing law of any court having jurisdiction to hear such matters. Contractor’s obligation to submit to arbitration shall be subject to the following provisions: 3
(a) Notice of demand for arbitration must be submitted to the City in writing within a reasonable time after the claim, dispute or other matter in question has arisen. A reasonable time is hereby determined to be fourteen (14) days from the date the party demanding the arbitration knows or should have known the facts giving rise to his claim, dispute or question. In no event may the demand for arbitration be made after the time when institution of legal or equitable proceedings based on such claim dispute or other matters in question would be barred by the applicable statute of limitation. (b) Within fourteen (14) days from the date demand for arbitration is received by the City, each party shall submit to the other the name of one person to serve as an arbitrator. The two arbitrators together shall then select a third person; the three together shall then serve as a panel in all proceedings. Any decision concurred in by a majority of the three shall be a final binding decision. (c) The final decision rendered by said arbitrators shall be binding and conclusive and shall be subject to specific enforcement by a court of competent jurisdiction. (d) The costs of the arbitration shall be split and borne equally between the parties and such costs are not subject to shifting by the arbitrator. 14) BID HOLD: The City of Flint may hold bids for a period of one hundred twenty (120) days from opening, for the purpose of reviewing the results and investigating the qualifications of bidders prior to making an award. -
15) NONCOMPLIANCE: Failure to deliver in accordance with specifications will be cause for the City of Flint and they may cancel the contract or any part thereof and purchase on the open market, charging any additional cost to the ContractorNendor. 16) DISCLAIMER OF CONTRACTUAL RELATIONSHIP: Nothing contained in these documents shall create any contractual relationship between the City and any Subcontractor or Sub subcontractor. 17) ERRORS AND OMISSIONS: Bidder is not permitted to take advantage of any obvious errors or omissions in specifications. 18) INTERPRETATION: In the event that any provision contained herein shall be determined by a court of competent jurisdiction or an appropriate administrative tribunal to be contrary to the provision of law or to be unenforceable for any reason, then, to the extent necessary and possible to render the remainder of this Agreement enforceable, such provision may be modified or severed by such court or administrative tribunal having jurisdiction over this Agreement and the interpretation thereof, or the parties hereto, so as to, as nearly as possible, carry out the intention of the parties hereto, considering the purpose of the entire Agreement in relation to such provision. 19) LAWS AND ORDINANCES: The bidder shall obey and abide by all of the laws, rules and regulations of the Federal Government, State of Michigan, Genesee County and the City of Flint, applicable to the performance of this agreement, including, but not limited to, labor laws, and laws regulating or applying to public improvement, local government, and its operational requirements. 20) LOCAL PREFERENCE: Bidders located within the corporate city limits of Flint, Michigan may be given a seven percent (7%) competitive price advantage and those located in Genesee County, Michigan may be given a three and a half percent (3 %%) competitive price advantage. 4
21) MATERIAL WORKMANSHIP AND STANDARDS OF PERFORMANCE: The bidder agrees to exercise independentjudgment and to complete performance under this Agreement in accordance with sound professional practices. In entering into this Agreement, the City is relying upon the professional reputation, experience, certification and ability of the bidder. The bidder agrees that all of the obligations required by him pursuant to this Agreement shall be performed by him or by other employed by him and working under his direction and control. The continued effectiveness of this Agreement during its term or any renewal term shall be contingent, in part, upon the bidder maintaining his operating qualifications in accordance with the requirements of federal, state and local laws. All materials furnished must be new, of latest model and standard first grade quality, or best workmanship and design, unless otherwise expressly specified. Bidder, if required, must furnish satisfactory evidence of quality materials; offers of experimental or unproven equipment may be disregarded. 22) MODIFICATIONSICHANGES/PRICE VARIATIONS: Any modification to this agreement must be in writing and signed by the authorized employee, officer, board or council representative authorized to make such modifications pursuant to the State law and local ordinances. Commodities subject to market price variation shall be considered on all term agreements subject to a 30-day advance written notification from the vendor. Such notice must be substantiated by a written price change from the manufacturer and shall be required for both price increases and decreases. 23) NON-COLLUSION: The bidder acknowledges that by signing this document that he/she is duly authorized to make said offer on behalf of the company he/she represents and that said bid is genuine and not sham or collusive and not made in the interests or on behalf of any person not therein named, and that he/she and said bidder have not directly induced or solicited any other person(s) or corporation to refrain from responding to this solicitation and that he/she and said bidder have not in any manner sought by collusion to secure to himself/herself and said bidder any advantage over any other bidder. 24) NON-DISCRIMINATION: Pursuant to the requirements of 1976 P.A. 453 (Michigan Civil Rights Act) and 1976 P.A. 220 (Michigan Handicapped Rights Act), the local unit and its agent agree not to discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, height, weight, marital status or because of a handicap that is unrelated to the person’s ability to perform the duties of nondiscrimination provision identical to this provision and binding upon any and all contractors and subcontractors. A breach of this covenant shall be regarded as a material breach of this contract. 25) SUBCONTRACTING: No subcontract work shall be started prior to the written approval of the subcontractor by the City. The City reserves the right to accept or reject any subcontractor. 26) UNION COMPLIANCE: Contractor agrees to comply with all regulations and requirements of any national or local union(s) that may have jurisdiction over any of the materials, facilities, services or personnel to be furnished by the City. 27) WAIVER: Failure of the City to insist upon strict compliance with any of the terms, covenants or conditions of this Agreement shall not be deemed a waiver of that term, covenant or condition or of any other term, covenant or condition. Any waiver or relinquishment of any right or power hereunder at any one or more times shall not be deemed a waiver or relinquishment of that right or power at any other time. 5
28) JURISDICTION OF OMBUDSMAN: Any person, business or other entity submitting a bid or bid in response to a request by the City consents to be subject to the jurisdiction of the Ombudsman of the City of Flint and to comply with the respective Charter provisions governing the Ombudsman’s duties, jurisdiction and powers. 29) PREVAILING WAGE: The successful bidder providing any contractual labor services must comply with all requirements and pay prevailing wages and fringe benefits on this project per the City’s Resolution R-12 adopted 4/8/91. The bidder is aware of City of Flint Resolution #R-12 dated April 8, 1991, a copy of which is annexed hereto and incorporated herein, and agrees to abide by all of the applicable covenants and requirements set forth in said resolution. 30) CITY INCOME TAX WITHHOLDING: Contractor and any subcontractor engaged in this contract shall withhold from each payment to his employees the City income tax on all of their compensation subject to tax, after giving effect to exemptions, as follows: (a)
Residents of the City: At a rate equal to 1% of all compensation paid to the employee who is a resident of the City of Flint.
(b)
Non-residents: At a rate equal to 1,4% of the compensation paid to the employee for work done or services performed in the City of Flint.
These taxes shall be held in trust and paid over to the City of Flint in accordance with City ordinances and State law. Any failure to do so shall constitute a substantial and material breach of this contract. 31) CONTRACTIPROCUREMENT DOCUMENTS: The invitation for bids, instructions to bidders, bid, affidavit, addenda (if any), statement of bidder’s qualifications (when required), general conditions, special conditions, performance bond, labor and material ~5ayment bond, insurance certificates, (if required), technical specifications, and drawings, together with this agreement, form the contract, and they are as fully a part of the contract as if attached hereto or repeated herein. 32) DISCLAIMER OF CONTRACTUAL RELATIONSHIP WITH SUBCONTRACTORS: Nothing contained in the Contract Documents shall create any contractual relationship between the City and any Subcontractor or Sub-subcontractor. 33) EFFECTIVE DATE: Any agreement between the City and the contractor shall be effective upon the date that it is executed by all parties hereto. 34) FORCE MAJEURE: Neither party shall be responsible for damages or delays caused by Force Maieure or other events beyond the control of the other party and which could not reasonably have anticipated the control of the other party and which could not reasonably have been anticipated or prevented. For purposes of this Agreement, Force Majeure includes, but is not limited to, adverse weather conditions, floods, epidemics, war, riot, strikes, lockouts, and other industrial disturbances; unknown site conditions, accidents, sabotage, fire, and acts of God. Should Force Majeure occur, the parties shall mutually agree on the terms and conditions upon which the services may continue. 35) INDEMNIFICATION: To the fullest extent permitted by law, Contractor agrees to defend, pay on behalf of, indemnify, and hold harmless the City of Flint, its elected and appointed officials, employees and volunteers and other working on behalf of the City of Flint, including the Project 6
Manager, against any and all claims, demands, suits, or losses, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the City of Flint, its elected and appointed officials, employees, volunteers or others working on behalf of the City of Flint, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which may arise as a result of Contractor’s acts, omissions, faults, and negligence or that of any of his employees, agents, and representatives in connection with the performance of this contract. Should the Contractor fail to indemnify the City in the abovementioned circumstances, the City may exercise its option to deduct the cost that it incurs from the contract price forthwith. 36) INDEPENDENT CONTRACTOR: No provision of this contract shall be construed as creating an employer-employee relationship. It is hereby expressly understood and agreed that Contractor is an “independent contractor” as that phrase has been defined and interpreted by the courts of the State of Michigan and, as such, Contractor is not entitled to any benefits not otherwise specified herein. 37) NO THIRD-PARTY BENEFICIARY: No contractor, subcontractor, mechanic, material man, laborer, vendor, or other person dealing with the principal Contractor shall be, nor shall any of them be deemed to be, third-party beneficiaries of this contract, but each such person shall be deemed to have agreed (a) that they shall look to the principal Contractor as their sole source of recovery if not paid, and (b) except as otherwise agreed to by the principal Contractor and any such person in writing, they may not enter any claim or bring any such action against the City under any circumstances. Except as provided by law, or as otherwise agreed to in writing between the City and such person, each such person shall be deemed to have waived in writing all rights to seek redress from the City under any circumstances whatsoever. 38) NON-ASSIGNABILITY: Contractor shall not assign or transfer any interest in this contract without the prior written consent of the City provided, however, that claims for money due or to become due to Contractor from the City under this contract may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the City. 39) NON-DISCLOSUREICONFIDENTIALITY: Contractor agrees that the documents identified herein as the contract documents are confidential information intended for the sole use of the City and that Contractor will not disclose any such information, or in any other way make such documents public, without the express written approval of the City or the order of the court of appropriate jurisdiction or as required by the laws of the State of Michigan. 40) RECORDS PROPERTY OF CITY: All documents, information, reports and the like prepared or generated by Contractor as a result of this contract shall become the sole property of the City of Flint. 41) SEVERABILITY: In the event that any provision contained herein shall be determined by a court or administrative tribunal to be contrary to a provision of state or federal law or to be unenforceable for any reason, then, to the extent necessary and possible to render the remainder of this Agreement enforceable, such provision may be modified or severed by such court or administrative tribunal so as to, as nearly as possible, carry out the intention of the parties hereto, considering the purpose of the entire Agreement in relation to such provision. The invalidation of one or more terms of this contract shall not affect the validity of the remaining terms. 42) TERMINATION: This contract may be terminated by either party hereto by submitting a notice of termination to the other party. Such notice shall be in writing and shall be effective 30 7
days from the date it is submitted unless otherwise agreed to by the parties hereto. Contractor, upon receiving such notice and prorated payment upon termination of this contract shall give to the City all pertinent records, data, and information created up to the date of termination to which the City, under the terms of this contract, is entitled. 43) TIME PERFORMANCE: Contractor’s services shall commence immediately upon receipt of the notice to proceed and shall be carried out forthwith and without reasonable delay. 44) EVALUATION OF BIDS/PROPOSALS: In the City’s evaluation of bids/proposals, at minimum; cost, serviceability, financial stability, and all requirements set forth in this document shall be considered as selection and award criteria unless otherwise as specified. INSURANCE REQUIREMENTS The Contractor shall notify all insurance agents and companies retained by the Contractor that these insurance requirements shall be included in any Agreement between the Contractor and the City of Flint. The Contractor shall purchase and maintain, at its sole expense and as long as it is providing services to the City, the following insurance coverage: Commercial General Liability Occurrence form, including coverage for bodily injury, personal injury, property damage (broad form), premises/operations, blanket contractual, and products/completed operations. Coverage shall be endorsed to include the City as an additional insured for work performed by the Contractor in accordance with the Agreement. —
Minimum Limits: •
$1,000,000 per occurrence/$2,000,000 general aggregate
•
$2,000,000 aggregate for products and completed operations
•
$1,000,000 personal and advertising injury
Automobile Michigan “no-fault” coverage, and residual automobile liability, comprehensive form, covering owned, hired, and non-owned automobiles. Coverage shall be endorsed to include the City as an additional insured for work performed by the Contractor in accordance with the Agreement. —
Minimum Limits: •
No-fault coverages
•
$500,000 per person/$1 000,000 per accident
•
$500,000 per occurrence
•
A combined single limit of $1,000,000 per occurrence
—
statutory
—
—
bodily injury
property damage
Workers’ Compensation and Employer’s Liability— Statutory coverage or proof acceptable to the City of approval as a self-insurer by the State of Michigan. Minimum Limits: 8
•
Workers’ Compensation
•
Employer’s Liability $100,000 each accident/$1 00,000 disease
•
$500,000 disease
—
statutory
-
—
—
each employee
policy limit
Professional Liability Covering acts, errors or omissions of a professional nature committed or alleged to have been committed by the Contractor or any of its subcontractors. Coverage shall be effective upon the date of the Agreement and shall remain effective for a period of three (3) years after the date of final payment thereunder. Such coverage shall be endorsed to include any subcontractors hired by the City. —
Minimum Limits: •
$1,000,000 per occurrence, $1,000,000 annual aggregate
Insurance coverage shall cover all claims against the City of Flint, its officials and employees, arising out of the work performed by the Contractor or any subcontractors under the Agreement. Should any work be subcontracted, it shall be the responsibility of the Contractor to maintain Independent Contractor’s Protective Liability Insurance with limits equal to those specified above for Commercial General Liability Insurance. In addition, the Contractor shall provide proof of Workers’ Compensation Insurance for all subcontractors in compliance with the required statutory limits of the State of Michigan. Said policies of insurance shall be with companies licensed to do business in the State of Michigan and in a form satisfactory to the City. All insurance companies must maintain a rating of B+, VIII or better from A.M. Best Company. Certificates of insurance with a thirty-(30) day cancellation clause shall be filed with and approved by the City at least five (5) days in advance of commencing work under the Agreement. Cancellation, material restriction, non-renewal or lapse of any of the required policies shall be grounds for immediate termination of the Agreement by the City. The City reserves the right to request a complete certified copy of the policies for the above coverage’s. Any reduction or exhaustion in the limits of required insurance coverage shall not be deemed to limit the indemnification afforded in accordance with the Agreement or any amendments thereto. Depending on the subject mailer of the transaction, the City may require other insurance coverage in addition to the coverage’s contained herein. Any questions regarding the requirements of this bid may be directed to contact me via email diones~citvoffIint.com before Thursday, March 31, 2016. Questions will be collected and an addendum will be issued, if necessary, on the Purchasing website under this bid number. Sincerely,
Derrick F. Jones Purchasing Manage
@
Request for Bids Project Description: The City of Flint is requesting qualified, established, and professionally licensed entities known to be experienced and typically engaged in the areas of providing mowing services for City of Flint parks, trails, cemeteries, centers and traffic triangles. Contractors will be bidding on geographical zones made up of individual properties. Bidders shall provide a price per mow for each zone as well as the individual properties that make up the zone. Contractors may bid on multiply zones, however, contractor must bid on all properties within a zone and may not submit bids in which properties within a zone have not been priced. The City of Flint reserves the right to adjust zones or assigned properties at its discretion prior to awarding any contracts. The City is requesting that interested bidders submit a statement that articulates the volume of work that their company could handle within a week. This information will determine the capacity that the company has in mowing properties in a zone within one week (Monday through Friday). Contractors who demonstrate the ability to mow additional zones per week, may be assigned more than one zone. The City also reserves the right to pair zones in a manner that will allow one zone or group of zones to be mowed one week and another zone or group of zones to be mowed the next week. Regardless of grouping or pairing, all assigned properties to a contractor are to be mowed, trimmed, and edged with clippings removed every two weeks. Specific mowing standards are included in this RFP. Mowing performance will be evaluated on a monthly basis. Work will be conducted between approximately April 18, 2016 and October 31, 2016. Mowing schedule shall be finalized by April 4,2016. Please see below for full bid requirements. Only complete bids will be considered. Project Location & Overview: The City Flint contains over 68 parks and community recreation areas, 5 fire stations, and over 50 traffic medians totaling over 1,800 acres of public open space. Faced with unprecedented population loss over the past two decades, the City’s Parks and Recreation capacityis currently limited to zero full-time staffers, with park improvements, upgrades and general maintenance subsidized by a shrinking City millage fund. Professional mowing, trimming and edging services are required at the locations listed below. Contractor shall provide prices per mow for each individual property and a total for each zone. Attachment A contains maps of each zone as well as aerial maps of each property (except medians and traffic triangles). Attachment B contains approximate addresses of all properties location descriptions, and property specific mowing standards for properties including medians and traffic triangles. Zone I Northwest Bassett Park Clara Hilborn Park Fire Station #6 Fleming Park Hasselbring Park Iroquois Park Martin Park Sarvis Park Wilkins Park —
96.25 Acres 34.0 9.5 0.25 3.0 28.0 7.5 3.5 10.0 1.0 10
Zone 2 West Cronin Derby Downs Dougherty Park Eldorado Vista Park Fire Station #3 Gerholz Park Hardenbrook Park Dart Park Kennedy Park Mann Hall Park MoCallum Park Metawanenee Park Mott Park Oak Park Ramona Park Sarginson Park Vietnam Veterans Park Durant Park Genesee Valley Trail
71.65 Acres 0.9 6.0 0.25 2.4 3.5 2.7 2.1 1.3 1.1 0.9 7.5 8.0 0.7 4.0 13.0 2.9 1.8
Zone 3 Northeast Bundy Riverside East Riverside West Playground Rollingwood West Boulevard Whaley Park Flint River Trail (W. Blvd to Carpenter)
76.4 Acres 1.0 14.1 5.5 8.5 2.0 42.5 1.8
Zone 4—East I Amos Park Cook Park Delaware Park Fire Station #5 Lewis Street Park Longway Park Polk Park
51.75 Acres 0.5 16.5 0.6 0.25 3.0 30.5 0.4
Zone 5 East Central Avondale Cemetery Dayton Park Flint River Trail and Parkway Kearsley Park
71.7 Acres 15.4 5.0 13.3 38.0
Zone 6— South East Aldrich Park Atherton Park Burroughs Park City Hall Farnumwood Park Fire Station #8
64.1 Acres 2.3 9.0 11.1 12.3 12.0 0.5
—
10.0
—
—
11
Pierce Park Windiate Park Woodlawn Park Zone 7
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2.2 9.5 5.2
City Cemetery
70.0 Acres
Zone 8— Traffic Triangles and Medians 12th/Grand Traverse 8th & 9th. Corners and Triangles Atherton Triangle Beechmellington/Church Beecher Triangle Broadway Blvd Burr Blvd Cadillac Triangle Chavez/Kearsley Park Triangle Chester Simmons Triangle Chevrolet Medians Chevrolet Blvd Chicago Triangles Civic Park Triangles Colorado Triangle Commonwealth Triangles Davison/Lewis Triangle Dayton Blvd Dayton Triangles Dort/Leith Dupont Blvd E. Court & 5th, Lapper & 5th Triangles East Lawn Triangles Fenton/Atherton Triangle Forest Hill Blvd Grand Traverse Triangle Hamilton Blvd Hamilton Triangle Hammerburg Triangle James P Cole Blvd James P Cole Triangle Kearsley Park Triangle Linsey Blvd Lippincott Blvd Longway Blvd and Triangles Mackin/Dupont Triangle Mott Park Triangles North Street Blvd North/South Chavez Ogema Triangle Paterson Blvd Perry Street Triangles Ramsey Triangle Riverside Triangle S. Saginaw Median
61.9 Acres 0.25 0.75 0.1 0.1 0.5 3.0 1.5 0.1 0.1 2.0 4.0 4.0 0.5 0.25 0.1 1.5 0.1 2.0 0.1 1.0 2.0 2.0 0.25 0.1 2.0 1.0 3.0 2.0 0.2 5.0 0.1 0.1 1.0 2.4 10.0 0.1 0.75 1.5 0.1 1.0 0.75 0.1 2.0 0.75 12
Saginaw/University Saginaw/Atherton Triangle Stevenson/Sth Triangle Triangle on Greenway and Welch Victoria Triangle Wyoming Triangle Welch Medians
0.1 0.1 0.25 0.5 0.1 0.1 0.6
Scope of Services: Contractors shall provide all labor, equipment, materials, incidentals and other related materials required to completely and satisfactory groom, nurture, cultivate, sustain, care for, and otherwise maintain the specified parkland and lawns provided by the City of Flint. Work shall be completed within one week’s time, every two weeks between April 18, 2016 and October 31, 2016 with specific dates provided by April 1, 2016. The City reserves the right to delay mowing based on weather and ground conditions and cancel mowing during dry months. The City’s goal is to mow each property 12 times per season. All services will be performed according to the highest industry standards for such services. All non-routine work shall have prior approval from the managing division at the City of Flint as this work is generally done at an additional cost over and above the contracted prices. Please see below for special event pricing or double cut pricing. Due to the size of the properties in this request for bids, the City of Flint is requesting all vendors submit a list of equipment that will be used to preform said services. Equipment is subject to immediate inspection after bids have been opened, should the City make such a request. Please ensure that equipment is in one location for inspection. Additional bid requirements are listed below. Only complete bids will be considered. It is the City’s intention to hire separate contractors for e~ch zone, however, contractors that successfully demonstrate the appropriate capacity to complete work to the required standards within one calendar week may be assigned multiple zones. Zones may also be paired in a fashion that will allow one zone or group of zones to be mowed one week and another zone or another group of zones mowed the next week. The City of Flint reserves the right to split zones or adjust the individual properties in each zones prior to April 4. The City will select contractors that have demonstrated the capacity to provide the services requested based on the score card provided in Appendix C. Bid Requirements In order to be considered bids must contain the following information. Incomplete bids will not be considered. Bids must include: • Firm’s location, contact information including phone number, e-mail address and name of supervisor responsible for overseeing work. • History of firm and years providing mowing and/or landscaping services. • Price for each individual property in the zone and a total price for the full zone. (Contractors may bid on as many full zones as they desire.) • Statement that articulates the volume of work that the company could complete within a week (could be stated in amount of acres or zones that could be completed within a week) • List of equipment to be used including model and/or type as well as size of lawn mowing fleet. 13
• • • •
Proof of ownership of equipment and access to inspect equipment, if requested. List of contact information for at least three references of commercial or public clients. Proof of insurance of 1 million dollars and worker’s compensation. Proof of good standing with the City of Flint.
Service Standards: Work shall be conducted with the utmost professionalism and care and shall include: • Routine lawn mowing, trimming and edging are required to maintain a manicured, uniform, dense stand of turf during the entire mowing season. Mowing blades shall be set between 2.5 and 3 inches. • All turf areas shall be completely mowed and left without clippings or rolled grass after each scheduled cut. • All mowing shall be done with clean, freshly sharpened and properly adjusted rotary mulching/recycling or reel type mowing equipment. • All play equipment, trees, buildings, fencing, light poles, downed limbs, pavilions and other obstacles shall be weed whipped and trimmed after each scheduled cut. • Sidewalks, walkways, parking lots, and curb lines shall be trimmed/edged after each scheduled cut. All trimmings on parking lots, sidewalks, walkways, basketball/tennis courts, curb lines or other had surfaces shall be eliminated by whatever means are available to the Contractor and at no expense to the City. Clippings shall not be blown into the street. • Mowing direction shall be varied with each mowing to change the patterns of wear and cut. Mow no closer than 4” to trees or park equipment or other obstacles. Trimming shall be completed around trees, etc. so as to avoid damage. • If grass clippings left by the mowing lay on top of the grass and become unsightly the clippings shall be eliminated by whatever means are available to the Contractor and at no expense to the City. Clippings shall not be blown into the streets. • Normal, everyday litter shall be removed prior to mowing. The City of Flint shall be contacted immediately if large quantities of illegal dumped debris are present. • Clippings and related mowing and maintenance waste from all walks, grounds cover beds, parking lots and drives, etc. shall be removed from the site before mowing is considered complete and before the Contractor leaves the job site. Contractor is responsible for proper, legal disposal of waste. • Under no circumstances are areas with saturated soils to be mowed that result in destruction of turf or the soil profile by mowing equipment. In the event of wet conditions, which prevent full service on the property, the City of Flint is to be notified. • Unless explicitly instructed in writing, wet areas, low-laying areas, heavily wooded areas, or areas of rough terrain are to be trimmed. Evaluation: Each contractor will be evaluated on a monthly basis to ensure proper performance of their work. Appendix D contains the evaluation standards for each property. Contractor’s performance will be reviewed every month to evaluate their performance based on standards in the RFP and contract. A total of 10 points are available for each property based on the criteria below. Scores of 0 to 5 will result in Unsatisfactory rating, 6 to 7 Needs Improvement, and 8 or above Satisfactory. All property scores will be averaged into one monthly score, which will determine if the contractor’s performance is Unsatisfactory, Needs Improvement, or Satisfactory. A monthly average of Unsatisfactory twice over the season or Needs Improvement 5 times over the season will result in a formal Notice of Complaint by the City of Flint. Contractors will have 30 days 14
to remedy the poor performance that resulted in Notice of Complaint. Failure to do so may be used as cause to terminate the contract with the vender. Property scores of Unsatisfactory for any one single property 3 times in one season will also result a formal Notice of Complaint by the City of Flint. Failure to remedy the poor performance at that property may be used as cause to terminate the contract with the vendor. Frequency of MowinglScheduling: Mowing will be conducted at the discretion of the City of Flint. • Contractor shall be assigned properties to be maintained by the City of Flint. • Mowing, trimming, edging and clipping removal shall occur approximately every 14 days or as scheduled by the City of Flint. Please see above for general standards of service. • Contractor will provide the City of Flint a weekly schedule as to which day of the week each property shall be mowed. The City of Flint shall be alerted by e-mail if weather delays the mowing. • Work will be conducted between April 18 and October31 every two weeks. Work for all assigned properties must be complete within one week’s time. Mowing is preliminary scheduled for the weeks of April 18, May 2, May 16, May 30, June 13, June 27, July 11, July 25, August 1, August 15, September 5, September26 and October17. Final schedules will be determined by April 1, 2016. The City of Flint reserves the right to delay mows based on growing and weather conditions. • It is the City’s goal to mow each property 12 times per a season. No additional mowing shall occur on a property unless special event mows are requested by the City of Flint and/or double cuts are requested by the vendor. Please see below for information on double cuts or special event requests. • If the City experiences periods of extreme rain, heat or drought, a City representative will notify selected contractor to authorize the frequency of mowing. Special Events: At times the City of Flint may contact the contractor to perform a one time off schedule mow for a special event. Requests from the City will be made with at least five days prior to the special event. Contractors may provide a special event mowing price in their bids. Double Cuts: At times the contractor may feel as though multiple cuts are necessary to meet contract standards due to high grass conditions. In this event the contractor may request a double cut. Double cuts shall only be conducted with expressed written/e-mailed consistent of the City of Flint. Contractors may provide a double cut mowing price in their bids. Communication: Contractors are required to contact assigned City of Flint representative by e-mail by noon every Monday on a weekly basis to provide an update on mowing completed the week before and an estimated schedule of work to be conducted over the next week. Any changes from the previous week’s schedule should be noted and any problems or interruptions with service should be noted. Monthly evaluations from the City of Flint will be emailed to contractor’s assigned representatives by the l~ of every month beginning in May. Invoicing: Invoices shall be provided to the City of Flint by e-mail to their assigned City of Flint representative on a monthly basis. The City of Flint reserves the right to take up to 30 days to pay invoices. The City of Flint reserves the right to withhold payment of any invoice until any Service Complaint is successfully remedied. 15
Invoices should be itemized by property location and broken down by purchase order number. Line items shall include the number of mows, price per mow, and subtotal for each property. Invoices shall include in the header invoicing date, month services were conducted, and invoice number. Selection Criteria The selection committee shall review and rate all properly submitted bids against the set of criteria found in Attachment D. In addition, the top 2-3 ranked firms per zone may be invited for an interview prior to final selection. Notice to Proceed: No work shall commence without the expressed consent of the City of Flint. Each contractor will be required to meet one on one with a City of Flint representative prior to April 1 to review each assigned property and service standards for mowing. Property Tour: Contractors may request a formal on site meeting or tour of each property prior to the start work to review each assigned property and discuss standards of work. Contactors are encouraged to visit each property prior to the bid. Attachments: Appendix A: Zone Property Map Appendix B: Documents that must be submitted with bid that contain property addresses, service descriptions, and designation for providing pricing information from vendors Appendix C: RFP Grading Form Appendix D: Mowing Evaluation Form
16
APPENDIX A Zone Property Map
DRAFT Mowing Zones and Responsibilites City of Flint 2016 Bundy Park I
I
Martin Park
Wilkins Park
i-lasselbring Park
a
Flint River Trail Forest Preserve
Riverside West Playground
-
Clara Hilborn Riverside Park East
Park
~,1
Fire Station 6
Fleming Parke
Rollingwood Park
Sarvis • Park
West Boulevard Park Iroquois
4
Bassett Park
‘I Eldorado Vista Park
Dougherty Park
Park
Oak Park
Durant Park a Metawanenee Park I
Park Mott
Delaware Park
Dort Park Dayton Park Kennedy L Park Vietnam Veteran’s Park
Sarginson Park
Polk Park
Kearsley Park Avondale Cementery Burroughs Park
4’
Pierce Park
S
City Hall
McCallum Hall Park~!___~eese~ Valley Trail
Longway Park
Amos Park
Flint River Trail and Parkway
Mann
—
Lewis Street Park
Hardenbrook Park
Fire Rarnona Station Park
I
Fire Station 5
Whaley Park
Woodlawn Park
Aldrich Park
Atherton Park
Cronin Derby Downs
Fire Station 8 Gerholz Park
Cook SPark
Windiate Park
Farnumwood Park
APPENDIX B Documents that vendor must submit with their bid along with information that has been requested in this RFP: Instructions to complete Mowing Bid Forms Mowing Bid Forms City of Flint Affidavit
Instructions to Complete Mowing Bid Forms Contain in this section are forms that vendors will complete and submit with other information as requested in this REP. The forms in this section contain the various sites that the City is requesting vendors to perlorm the requested services. The City has divided this work into eight (8) different zones. Each zone contains the properties that make up that zone. Vendors can bid on one or multiply zones in which they can meet the requirements of this REP, however, vendors must bid on all properties that are contained in each zone. The City will deem the zone incomplete if all properties have not been priced. Listed below are the zones along the corresponding number of properties that make up that zone: Zone I
—
Northwest has 9 properties in the zone
Zone 2—West has 18 properties in the zone Zone 3
—
Northeast has 7 properties in the zone
Zone 4
—
East has 7 properties in the zone
Zone 5
—
East II has 4 properties in the zone
Zone 6
—
Southeast has 9 properties in the zone
Zone 7
—
City Cemetery has I properties in the zone
Zone 8
—
Street Triangles has 63 properties in the zone
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 1 (Northwest) 7 Acre
$ite
Address
Bassett
Wooded area along Brownell Street and area of rough terrain along Parkhurst shall be mowed or trimmed on a monthly basis. At no time should any grass grow above 6 inches. All 1800W Dayton other service standards in RFP apply. All fence lines, parking lots, and building are to be mowed every time mowing is scheduled to occur. All other service 716W Pierson standards in RFP apply.
Fire Station #6
Clara Hilborn Park
Fleming Park
~ Hasselbring Park Iroquois Park
Property Specific Instructions
7
34
0.25
5500 Martian Luther King
Low laying areas along Martin Luther King to be mowed or trimmed monthly starting with the first cut of the season. Former parking lot area on northern edge of the park to be mowed every time mowing is scheduled to occur. All other service standards in RFP apply.
9.5
4700 Fleming
Playground area shall be mowed trimmed every time mowing is scheduled to occur. At no time should any grass grow above 6 inches. All other service standards in RFP apply.
2.7
1100W Home 2700 Iroquois
Wooded area along Home to be mowed or trimmed, with a brush hog, if necessary, every time mowing is scheduled to occur. Picnic area and all fence lines are to be trimmed every time mowing is to occur. Low laying areas near Senior Center and in northern area of the park are to be mowed or trimmed monthly starting with the first cut of the season A All other service standards in RFP apply. All other service standards in RFP apply.
28.3 8.1
Page 1
Price Per Special Mow Event Price
DoubleCut Price
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Martin. Park
Sarvis Park Wilkins Park Zone I Total
800 E Ruth
All hardscape areas, the former basketball courts, and former tennis courts are to be trimmed, weed whipped every time mowing is to occur. All other service standards in RFP apply.
2200 Myrtle 7000 Verdun
Wooded area along Cooper shall be mowed or trimmed, on a monthly basis. All fence lines are to be trimmed and path through wooded area to be mowed every time mowing is scheduled to occur. All other service standards in RFP apply. All other service standards in RFP apply.
Page 2
3.5
10.2 1.3 97.9
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 2 (West) Site
Price Per Special Double Cut Mow Event Price Price
Address
Property Specific Instructions
Cronin Derby Downs
1500W 12th
Wooded area along eastern edge of the property is be mowed or trimmed, with a brush hog, if necessary, on a monthly basis starting with the first mow of the season. Marked wetland! rain garden project on western edge of the school parking lot is not to be mowed, unless explicitly requested in writing. All other service standards in RFP apply.
10.0
Dougherty Park
1700 N Cheverolet
All fence lines shall be trimmed every time mowing is scheduled to occur.. All other service standards in RFP apply.
0.8
Eldorado Vista Park
1400 San Juan
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
6.0
Gerholz Park
1800W Atherton
Wooded area to be mowed or trimmed on a monthly basis starting with the first mow of the season. All other service standards in RFP apply.
2.2
300 E Jackson
Fence line around southern and eastern edge of the park is to be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
3.5
Tennis courts and cement stair are to be trimmed, every time mowing is scheduled to occur. All other service standards in 600 E Hamilton REP apply.
2.4
-
Hardenbrook Park
.
Dort Park
Acre
Page 3
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Kennedy Park
Mann Hall Park .
McCallum Park
Metawanenee Park
Mott Park
Oak Park Ramona Park
600 Mary
Parking lot area and area around basketball courts is to be mowed or trimmed, with a brush hog or trimmer, if necessary, every time mowing is scheduled to occur. At no time should any grass raise above 6 inches. All other service standards in RFP apply.
2.2
2900 W Court
All fence lines shall be trimmed every time mowing is scheduled to occur. At no time should any grass raise above 6 inches. All other service standards in RFP apply.
1.3
All fence lines shall be trimmed every time mowing is scheduled to occur. At no time should any grass raise above 6 4000 Mann Hall inches. All other service standards in RFP apply.
1.0
1600 Mason
All fence lines shall be trimmed every time mowing is scheduled to occur. At no time should any grass raise above 6 inches. All other service standards in RFP apply.
400 Doughtery
Wooded area along Weller to be mowed or trimmed, on a monthly basis starting with the first mow of the season. All other service standards in RFP apply.
10.2
Wooded area is be mowed or trimmed, on a monthly basis starting with the first mow of the season. All other service standards in RFP apply.
8.2
All other service standards in RFP apply.
1.0
2500 North 1600 N Grand Traverse
-
1.0
Sarginson Park
1500 Clancey
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
4.3
Vietnam Veterans Park
2000 James P Cole
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
1j2.8
.
Page 4
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
All fence lines shall be trimmed every time mowing is 400 E Hamilton scheduled to occur. All other service standards in RFP apply.
Durant Park
~ Fire Station #3
Genesee Valley Trail Margins Zone 2 Total
1525 Martian Luther King
2.7
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
Trail runs from Corunna & Tacken to Chevrolet. (See map) Open areas are to be mowed regularly. Mow at least two foot margin on both side~ of the trail in all areas. All fence lines shall be trimmed every time mowing is scheduled to occur. All 400 S Chevrolet other service standards in RFP apply.
Page 5
1.8 71.4
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 3 (Northeast) Price Per Special Double Cut Mow Event Price Price
Site
Address
Property Specific Instructions
Bundy Park
6900 Horton
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
Riverside Park East
4700 E Boulevard
All fence lines shall be trimmed every time mowing is scheduled to occur. Heavily wooded areas are not to be mowed. All other service standards in RFP apply.
14.1
Riverside West Playground
All fence lines shall be trimmed every time mowing is scheduled to occur. Heavily wooded areas are not to be 6400 N Webster mowed. All other service standards in RFP apply.
5.5
Rollingwood
4700 Western
All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
8.5
West Boulevard Park
3500 W Boulevard
All fence lines shall be trimmed every time mowing is scheduled to occur. Heavily wooded areas along the river are not to be mowed. All other service standards in RFP apply.
2
.
Acre
Page 6
1.0
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Wooded areas along Utah and Flint River Trail are to be mowed or trimmed, by brush hog or trimmer, if necessary, every time mowing is scheduled to occur. At least a 2 to 5 foot margin is to be mowed along each side of the Flint River Trail. Picnic area along Utah and area behind closed school to be mowed or trimmed, with a weed wacker or trimmer, if necessary, every time mowing is scheduled to occur. Heavily wooded areas along river are not to be mowed. Areas to the north and west of the ball fields are to be mowed every time mowing is scheduled to occur. All fence lines are to be trimmed. Fenced in ball fields are not be mowed by 3900 N Franklin contractor. All other service standards in RFP apply.
42.5
Trail section runs from railroad tracks crossing of W. Boulevard Avenue north of the Flint Water Plant to Carpenter Road (See map). Mow at least a two foot margin on both sides of the Flint River Trail Margins (W Blvd to trail. All open areas should be mowed regularly. All other Carpenter) 2977 Carpenter service standards in RFP apply. Zone3Total
1.8 75.4
Whaley Park
Page 7
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 4 (East) Site
.
Amos Park
Address
Property Specific Instructions
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. All other service standards in 2200 Broadway RFP apply.
1100 S Averill
Delaware Park
All fence lines shall be trimmed every time mowing is 2300 Delaware scheduled to occur. All other service standards in RFP apply.
Longway Park
Fire Station #5
0.5
All wooded areas along Averill are to be mowed or trimmed, with a brush hog or trimmer if necessary, every time mowing is scheduled to occur. All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
Cook Park
Lewis Street Park
Price Per Special Double Cut Mow Event Price Price
Acre•
3100 Lewis
Marked rain garden project is not to be mowed. All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
2400 N Averill
Wooded area with established trees at the north end of the park is to be mowed or trimmed every time mowing is scheduled to occur. Planted seedlings are to be carefully mowed and trimmed around every time mowing is scheduled to occur. Seedlings are part of a school project and the utmost care is to be taken to prevent damage to the marked trees. All other service standards in RFP apply.
3402 Western
All fence lines, parking lots, and building are to be mowed every time mowing is scheduled to occur. All other service standards in RFP apply. Page 8
16.5
0.6
3
-
30.5
0.25
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Polk Park Zone 4 Total
1500 Earlmoor
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
Page 9
0.4 51.8
City of Flint Mowing REP Bid Form Vendors may bid on one or more full zones.
Zone S (East II) Site
Avondale Cemetery
Dayton Park
Price Per Special Mow Event Price
Address
Property Specific Instructions
Acre
132 Geneseret
All fence lines and tombstones shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
15.4
1800 E Boulevard
Heavily wooded areas along the creek are not to be mowed. At least a five toot margin is to be mowed every time mowing is scheduled to occur on the northern edge of trail. All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply.
S
Open park land is mowed regularly. At least a two foot margin is to be mowed on all areas of the trail. Heavily wooded areas along the river are not to be mowed. All fence lines shall be trimmed every time mowing is scheduled to occur. All other service standards in REP apply. Area along the creek is to be mowed or trimmed, at least monthly. Heavily wooded areas along park slopes should not be mowed. Wet or soggy areas are to only be mowed or trimmed as ground conditions permit. All other service standards in REP apply. .
Flint River Trail and Parkway
Kearsley Park Zone 5 Total
2228 Riverside
1200 Kearsley Park blvd
Page 10
13.3
38 71.7
Double Cut Price
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 6 (Southeast)
• Site
Aldrich Park
Atherton Park
Address
Property Specific Instructions
900W Court
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. At. All other service standards in RFP apply. Sidewalk along Court Street to be trimmed every time mowing is scheduled to occur. Heavily wooded area along eastern edge of the park are not to be mowed. All other service standards in RFP apply.
3000 Farley
Price Per Special Mow Event Price
Acre
-
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. Wooded area along the creek is to be mowed or trimmed, with a brush hog or trimmer, if necessary, on a monthly basis starting with the first mow of the season. All other service standards in RFP apply. All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply. Area behind house that connects to Woodlawn Park is to be mowed or trimmed, every time mowing is scheduled to occur. Heavily wooded area along creek is not to
2.3
9.0
.
Burroughs Park
1100 E Court
City Hall
Mowed Weekly. All fence lines and parking areas shall be trimmed every time mowing is scheduled to occur. All other 1101 S Saginaw service standards in RFP apply.
Page 11
11.1
12.3
Double Cut Price
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. Wooded area near school is to be mowed every time mowing is scheduled to occur. All other service standards in RFP apply.
Farnumwood Park
1000 McKinley
Pierce Park
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. All other service standards in RFP apply. Heavily wooded area along the creek are not to be 2300 Brookside mowed. All other service standards in RFP apply.
Windiate Park
Woodlawn Park Fire Station #8
All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. All other service standards in 4000 Pengelly RFP apply. All fence lines and equipment shall be trimmed every time mowing is scheduled to occur. Area behind house that 1600 Woodlawn connects to Burroughs Park is to be mowed or trimmed, every Park time mowing is scheduled to occur. Heavily wooded area along 202 E Atherton All fence lines, parking lots, and building are to be mowed
Zone 6 Total
12.0
2.2
9.5
5.2 0.5 64.1
Page 12
City of Flint Mowing RFP Bid Form Vendors may bid on one or more full zones.
Zone 7 (City Cemetery)
Site
City Cemetery Zone 7Total
Address
Property Specific Instructions
Price Per Special Mow Event Price
Acre
Must be mowed two days before Memorial Day and July 4th. All other mowing to be conducted per City schedule. All fence lines and tombstones are to be trimmed every time mowing is scheduled to occur. Wooded area on Western side of the cemetery are to be mowed or trimmed, with a brush hog, if 2420 N Linden necessary, on a monthly basis starting with the first mow of Rd, Flushing, MI the season. All other service standards in RFP apply.
Page 13
70 70
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description All Curb lines and sidewalks are to be edged every time mowing is scheduled to occur. All Physical objects to be trimmed every time mowing is schedule to occur. Clippings are to be removed. Grass or debris is not to be blown into the street. All other RFP Services standards to apply. -
Location Description
Price Per Mow
Street Triangles
Address
Acre
12th/Grand Traverse
1701 S. Grand Traverse
Four triangles at intersection of S Grand Traverse and W 12th
0.25
8th & 9th Corners and Triangles
1209 Saginaw
Street corners adjacent to highway on 8th and 9th
0.75
Atherton Triangle
3800 Van Slyke
One triangle at intersection of Van Slyke and W Atherton
0.1
Beech/Wellington/Church
207W Wellington
Beecher Triangle Broadway Blvd
3935 Beecher
One triangle at intersection of W Wellington and Beach One triangle at intersection of Beecher and S Ballenger
0.5
1501 Broadway
Olive ending at Broadway and N. Franklin
3.0
Burr Blvd
2050 Burr
Median starting at burr and Lippincott ending at Burr and Pingree
1.5
Cadillac Triangle
901 Gladwyn
One triangle at intersection of Cadillac and Gladwyn
0.1
Chavez/Kearsley Park Triangle
1301 Lewis
Chester Simmons Triangle
5102 Martin Luther King
Cheverolet Medians
Chevrolet Blvd
0.1
One triangle at intersection of Chavez and Kearsley Park Medians starting at MLK and E Pierson ending at MLI< and W Baltimore
2.0
750 N Chevrolet
15 Medians starting at N Chevrolet and N Dupont ending at Chevrolet and Mackin
4.0
1437 N Chevrolet
15 Medians starting at N Chevrolet and Barth ending at N Chevrolet and W Rankin
4.0
-
Page 1
0.1
Special Event Price
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description
.
Address
Chicago Triangles
3322 Chicago
First Chicago triangle at Chicago and Hogarth intersection
3117 Chicago
Second Chicago Triangle at Chicago and Larchmont intersection
2837 Chicago
Third Chicago triangle at Chicago and Herrick intersection
1402 Wiackson
First Civic Park Triangle at W Jackson and Humboldt intersection
1301W Dartmouth
Second Civic Park triangle at W Dartmouth and Eastlawn intersection
3402 Lewis
One triangle at intersection of Lewis and Wyoming
0.1
2101 Montclair
First Commonwealth triangle at Montclair and Commonwealth intersection
1.5
401 Commonwealth
Second Commonwealth triangle at Commonwealth and Glendale intersection
401 Greenfield
Third Commonwealth triangle at Commonwealth and Greenfield intersection
1355 Davison
One Median at Davison and Lewis
0.1
1216 2501 Humboldt
Four Medians starting at Humboldt and W Dayton ending at Proctor and W Dayton
2.0
Civic Park Triangles
Colorado Triangle
Commonwealth Triangles
Davison/Lewis Triangle
Dayton Blvd
Location Description
Price Per Mow
Street Triangles
Page 2
Acre
o.s
0.25
Special Event Price
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description
Price Per Mow
Street Triangles
Address
Location Description
Dayton Triangles
1333W Dayton
One Triangle at intersection of Dayton and Humboldt
0.1
Dort/Leith
3005 Western
One triangle at intersection of Western and Leith
1
Dupont Blvd
1036 Dupont
Five medians starting at Flushing and Dupont ending at N Chevrolet and Dupont
2
F. Court & 5th, Lapper & 5th Triangles
621 F Court
Three Triangles all next to each other
2
East Lawn Triangles
2638 Lawndale
One triangle at intersection of Lawndale and Eastlawn
Fenton/Atherton Triangle
1010W Atherton
Forest Hill Blvd
1901 Forest Hill
One triangle at intersection Atherton and Fenton Eleven Medians starting at Welch and Forrest Hill ending at Humblot and Forrest Hill
Grand Traverse Triangle
1518 church
One triangle at intersection of Church and S Grand Traverse
Hamilton Blvd
702W Hamilton
Hamilton Triangle
1201 Broadway
Six Medians starting at Dupont and W Hamilton ending at Forrest Hill and W Hamilton One triangle at intersection of E Hamilton and Riverside
1901 Miller
One triangle at intersection of Miller and Hammerberg
.
Hammerburg Triangle
James P Cole Blvd
4220 James P Cole
James P Cole Triangle
1227 Garfield
Eight Medians starting at Consumers and James P Cole ending at Garfield and James P Cole One triangle at intersection of James P Cole and Garfield
Page 3
Acre
0.25 0.1
2 1
3 2 0.2
S 0.1
Special Event Price
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description Price Per Mow
Street Triangles
Address
Location Description
Kearsley Park Triangle Linsey Blvd
1601 Kearsley Park 112 E Linsey
One triangle at intersection of Kearsley Park and Iowa Two mediums on E Linsey
Uppincott Blvd
1413 Lippincott
Eight medians starting at Burr and Uppincott ending at Lippincott and
2.4
3846 Robert T Longway
Nine Medians starting at Center and Robert T Longway ending at Chavez and Robert T Longway
10
2842 Robert T Longway
Two triangles at intersection of Robert T Longway and N Dort
1178 Robert T Longway
One triangle at intersection of Robert T Longway and Chavez
Mackin/Dupont Triangle
1420 Dupont
One triangle at intersection of Dupont and Jean
0.1
Mott Park Triangles
1055 Marquette
First triangle at intersection of Marquette and Bagley
0.75
802 Dougherty
Second triangle at intersection of Dougherty and Marquette
702 Dougherty
Third triangle at intersection of Dougherty and Weller
Longway Blvd and Triangles
North Street Medians
765 E Hamilton
North/South Chavez
500 E 5th
Five medians starting at E Hamilton and North ending at Leith and North Areas adjacent to the highway up to the wall Starting 5th and Chavez North Bound ending at Lewis and Chavez
Page 4
Acre
0.1 1
1.5
Special Event Price
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description
Street Triangles
Address
Location Description
613 Dell
Areas adjacent to the highway up to the wail starting at Lewis and Chaves South Bound ending at 5th and Chavez One triangle at intersection of Dell and Circle
Paterson Medians
1214 W Paterson
Six medians start at Forrest Hill and Paterson ending at Dupont and Paterson
Perry Street Triangles
2070 Cartier
First triangle at intersection of Cartier and Perry
1329 Lewis ~ Ogema Triangle
Ramsey Triangle
igio Ramsay
Second Triangle at intersection of Woodbridge and Perry One triangle at intersection of Ramsay and Cambridge
Riverside Triangle
1201 Broadway
One triangle at intersection of Broadway and Riverside
S. Saginaw Median
1801 Saginaw
One Median atE 13th and Saginaw
Saginaw/University
605 N Saginaw
Saginaw/Atherton Triangle
3725 Saginaw
Stevenson/Sth Triangle
715 Woodbridge
Price Per Mow
Acre
i 0.75
0.1 2
0.75
1014 Tuuri
One triangle at intersection of University and Saginaw One triangle at intersection of Saginaw and W Atherton One triangle at intersection of Tuuri and Flushing
0.25
Triangle on Greenway and Welch
1800 Welch
One triangle at intersection of Welch and Greenway
0.5
Victoria Triangle
3108 S Grand Traverse
One triangle at intersection of S Grand Traverse and Victoria
0.1
Page 5
0.1 0.1
Special Event Price
Double Cut Price
City of Flint Mowing RFP Property Addresses and Mowing Description
.
Street Triangles
Address
Location Description
Wyoming Triangle
3406 Lewis
One triangle at intersection of Lewis and Wyoming
918 Stockdale
Four medians and one triangle starting at N Chevrolet and Welch ending at Forrest Hill and Welch
Welch Medians Street Triangle Total
THIS PAGE MUST BE COMPLETED AND INCLUDED WITH SUBMITrAL: The undersigned hereby certifies, on behalf of the respondent named in this Certification (the “Respondent”), that the information provided in this offer submitted to the City of Flint is accurate and complete, and that lam duly authorized to submit same. I hereby certify that the Respondent has reviewed all documents and requirements included in this offer and accept its terms and conditions.
Terms:
Dest:
COMPANY NAME:
________________________________
ADDRESS:
________________________________________
CITY/STATE/ZIP:
_____________________________________
PHONE:
___________________
SIGNED:
_____________________________________
PRINT NAME:
________________________________
EMAIL ADDRESS:
_____________________________________
________________
FAX:
______
Please submit original bid plus one copy.
Page 6
Price Per Mow
Acre
o.i
0.6 61.9
Special Event Price
Double Cut Price
CITY OF
FLINT, MICHIGAN
AFFIDAVIT AFFIDAVIT FOR INDIVIDUAL
STATE OF s.s.
COUNTY OF
being duly
sworn, deposes and says that he is the person making the above bid; and that said bid is genuine and not sham or collusive1 and is not made in the interest of or on behalf of any person not therein named, and
that he has not directly or indirectly induced or solicited any bidder to put in a sham bid; that he has not directly or indirectly induced or solicited any other person or corporation to refrain from bidding, and that he has not in any manner sought by collusion to secure to himself any advantage over other bidders. Subscribed and sworn to before me at this
in said County and State,
dayof
A. D. 20
*Notary Public My Commission expires
County
20
FOR CORPORATION
STATE OF s.s.
COUNTY OF
that he is
of (Official Title) (Name of Corporation) a corporation duly organized and doing business under the laws of the State of the corporation making the within and foregoing bid; that he executed said bid in behalf of said corporation by authority of its Board of Directors; that said bid is genuine and not sham or collusive and is not made in the interests of or on behalf of any person not herein named, and that he has not and said bidder has not directly or indirectly induced or solicited any bidder to put in a sham bid; that he has not and said bidder has not directly or indirectly induced or solicited any other person or corporation to refrain from bidding; that he has not and said bidder has not in any manner sought by collusion to secure to himself or to said corporation an advantage over other bidders. Subscribed and sworn to before me at this
in said County and State,
day of
A. D. 20
*Notary Public My Commission expires
20
County
FOR PARTNERSHIP STATE OF 5.5. COUNTY OF
.
being duly sworn, deposes and says that he is a member of the firm of a co-partnership, making the above bid; that he is duly authorized to make said bid in behalf of said co-partnership; that said bid is genuine and not sham of Collusive and not made in the interests of or on behalf of any person not therein named, and that he has not and said bidder has not directly or indirectly induced or solicited any bidder to put in a sham bid; that he has not and said bidder has not directly or indirectly induced or solicited any other person or corporation to refrain from bidding, and that he has not and said bidder has not in any manner sought by collusion to secure to himself or to said bidder any advantage over other bidders. Subscribed and sworn to before me at this
in said County and State
dayof
A. 0. 20
tNotary Public
County My Commission expires
20 FOR AGENT
STATE OF 5.5.
COUNTY OF
being duly sworn, deposes and says that he executed the within and foregoing bid in behalf of the bidder therein named, he having been theretofore lawfully authorized, as the agent of said bidder, so to do; that said bid is genuine and not sham or collusive and not made in the interests of or on behalf of any person not therein named, and that he has not and said bidder has not directly or indirectly induced or solicited any bidder to put in a sham bid; that he has not and said bidder has not directly or indirectly induced or solicited any other person or corporation to refrain from bidding, and that he has not and said bidder has not in any manner sought by collusion to secure to himself or to said bidder any advantage over other bidders. Subscribed and sworn to before me at this
in said County and State,
day of
My Commission expires NOTE:
If
executed
A. D. 20
Notary Public
20 outside of the
State of Michigan, certificate by Signature
and
County
clerk of the court of Record, authenticating the Notary’s
authority should
be
attached.
APPENDIX C RFP Evaluation Form This form will be used to evaluate each bid received.
APPENDIX C: MOWING RFP EVALUATION FORM In evaluating responses to the REP, the City of Elirit will take into consideration the experience, pricing, location and scheduling that are being proposed by the Respondent. RFP Respondent Name: Mowing Zone:
_____
Total Points:
Maximum Total Acres per Week:______
Location:
REP Checklist: O O O O O O O
Prices for each property in a zone and price for total zone (Proposals may be for as many zones as the contractor desires) List of equipment to be used & proof of ownership Three professional reference from former commercial/public clients Statement that articulates amount of work that can be performed within a week (Mon Documents the total number of acres to be mowed in one week Shows full understanding of City of Flint’s mowing standards & evaluation Includes proof of insurance of at least one million dollars and workers compensation
Evaluation Criteria: The point system is to evaluate the experience and capacity of the Respondent. 1.
2.
Experience in Mowing Five (5) to ten (10) years of experience doing this type of work
15 Pts.
Two (2) to four (4) years of experience doing this type of work
S Pts.
Pricing Proposal Lowest bid amount
75 Pts.
Next lowest bid amount
65 Pts.
Each additional lowest bid amount will be reduced by 10 pts.
3.
Located with the City of Flint ~ Located in Flint
Evaluator:
10 Pts.
—
Fri)
APPENDIX D Performance Evaluation Form This form is an example of the list of performance criterion that the selected vendor(s) will be evaluate on each month.
APPENDIX D: CITY OF FLINT MOWING MONTHLY PERFORMANCE EVALUATION
Contractor:
_______________
Rating:
Unsatisfactory
Needs Improvement
Property: _________________________Date Scheduled for Service:
______
Satisfactory
Date Evaluated:
________
Monthly Mowing Performance Evaluation: Contractor’s performance will be reviewed every month to evaluate their performance based on standards in the RFP and contract. A total of 10 points are available for each property based on the criteria below. Scores of 0 to 5 will result in an Unsatisfactory rating, 6 to 7 means Needs Improvement, and 8 or above is Satisfactory. All property scores will be averaged into one monthly score, which will determine if the contractor’s performance is Unsatisfactory, Needs Improvement or Satisfactory. A monthly average of Unsatisfactory twice over the season or Needs ImprovementS times over the season will result in a formal Notice of Complaint by the City of Flint. Contractors will have 30 days to remedy the poor performance. Failure to do so may be used as cause to terminate the contract with the vender. Property scores of Unsatisfactory for any one single property 3 times in one season will also result a formal Notice of Complaint by the City of Flint. Failure to remedy the poor performance at that property may be used as cause to terminate the contract with the vendor.
Evaluation Criteria: 0 O O O O O O 0
All turf grass areas mowed evenly per schedule and contract standards (3 points) Communication of weekly schedules and monthly invoicing completed as required (1) All turf areas are free of heavy clippings or rolled grass (1) All fence lines, trees, equipment, buildings, picnic areas or other obstructions trimmed/edged (1) All inaccessible areas by mower must be trimmed with no high grass present (1) All parking lots, sidewalks, walkways, basketball/tennis courts, curb lines or other hard surfaces trimmed/edged (1) All clippings or debris removed from streets, sidewalks, courts or other hard surfaces (1) No wheel ruts, turf scrapping, damage to trees or equipment noticed (1)
Notes:
Evaluator:
_______________________________
Further action necessary?
__________________________
