Cabarrus County Schools Facilities Management Department 4425 Old Airport Road, Concord, NC 28025 Phone: 704-793-7849 Fax: 704-262-6211 Contacts Beth Bobrek, Project Manager at [email protected] or (704) 793-7849 James Waldroup, Grounds Manager at [email protected] or (704) 960-9949 January 2021 Cabarrus County Schools Lawn Maintenance Services Specification and Bid Package– Page 1 of 106 TABLE OF CONTENTS SECTION TITLE PAGE TABLE OF CONTENTS 1 NOTICE TO BIDDERS/ADVERTISEMENT FOR BIDS 2 001000 INSTRUCTIONS TO BIDDERS 3 001100 GENERAL CONDITIONS OF THE CONTRACTOR 9 002000 DETAILED SPECIFICATIONS 12 PROPOSAL FOR LAWN SERVICES 43 BID FORM – EAST DISTRICT 44-45 BID FORM – EAST CENTRAL DISTRICT 46-47 BID FORM – NORTH CENTRAL DISTRICT 48-49 BID FORM – NORTHEAST DISTRICT 50-51 BID FORM – NORTHWEST DISTRICT 52-53 BID FORM – SOUTH DISTRICT 54-55 BID FORM - SOUTHEAST DISTRICT 56-57 BID FORM - SOUTHWEST DISTRICT 58-59 BID FORM – WEST DISTRICT 60-62 GROUNDS MAINTENANCE EXPERIENCE 63 REFERENCES 64 MOWING INVENTORY 65 SITE DIAGRAMS ATTACHED East District 66-69 East Central District 70-74 North Central District 75-79 Northeast District 80-81 Northwest District 82-86 South District 87-91 Southeast District 92-95 Southwest District 96-99 West District 100-106 January 2021 Cabarrus County Schools Lawn Maintenance Services Specification and Bid Package– Page 2 of 106 NOTICE TO BIDDERS/ADVERTISEMENT FOR BIDS Cabarrus County Schools (CCS) is accepting sealed bids for “Lawn Maintenance Services” on February 23, 2021, at 2:00 p.m. Companies shall provide appropriate pesticide license, workers compensation and general liability certificates to be included in bid submission documents. The specifications will be available at www.cabarrus.k12.nc.us , go to “ Departments”, “ Facilities Management”, “Upcoming Projects, Bids and RFQ’s” , beginning Thursday January 28 th , 2021 at 9 am and can be picked up at CCS Facilities Management Department, 4425 Old Airport Road, Concord, NC 28025. Please email Beth Bobrek, Project Manager at [email protected] or James Waldroup, Grounds Manager, at [email protected] in the Facilities Management Department to express interest. Mandatory Pre-Bid Conference Location, Date, and Time: • Due to Covid 19 Precautions, this will be a virtual meeting via Microsoft Teams taking place on Tuesday February 2, at 9:30 a.m. Any site visits will need to be conducted 2/2 – 2/5 2021 by reservation arranged through Beth Bobrek. • Any new contractors intending to bid must visit the school sites they will bid on. Any existing contractors must visit any NEW schools that are included in the districts they intend to bid on. Proper Legal ID, masks and temp checks will be required before being admitted to the school site. It is recommended that you bring only the staff that is required for your visit. • Please reserve your virtual meeting space and get your link for the mandatory pre-bid meeting by contacting Beth Bobrek by email at [email protected]. Bid Opening Location, Date and Time: • Sealed bids will be opened beginning at 2:00 p.m. and read publicly at Cabarrus County Schools Facilities Management Department, 4425 Old Airport Road, Concord, NC on Tuesday Feb 23, 2021. No bids will be accepted after 2:00 p.m. Cabarrus County Schools has the right to reject any or all bids. Bidders or their authorized agents are invited to be present virtually on a Microsoft Teams Meeting on February 23, 2021. If you have attended the pre-bid meeting, you will be emailed a link. Information related to this request for bids, including any addenda, will be posted to www.cabarrus.k12.nc.us , go to “ Departments”, “ Facilities Management”, “Upcoming Projects, Bids and RFQ’s”. January 2021 Cabarrus County Schools Lawn Maintenance Services Specification and Bid Package– Page 3 of 106 SECTION 001000 INSTRUCTIONS TO BIDDERS PART 1 - SECURING DOCUMENTS A. Copies of the Specifications and Bid Package are on file at: Cabarrus County Schools Facilities Management Department 4425 Old Airport Road, Concord, NC 28025 Phone: 704-793-7849 Fax: 704-262-6211 Specifications and Bid Package may be obtained by: 1. Cabarrus County Schools Website www.cabarrus.k12.nc.us Departments Facilities Management Upcoming Projects, Bids, and RFQ’s 2. Contacting: Beth Bobrek, Project Manager at [email protected] or (704) 793-7849 James Waldroup, Grounds Manager at [email protected] or (704) 960-9949 PART 2 - EXAMINATION OF SPECIFICATIONS AND BID DOCUMENTS AND SITE OF WORK A. The specifications are intended to describe the complete project including all materials, process, equipment, etc. Therefore, before submitting a bid, each bidder shall carefully examine the specifications, bid documents, and visit and examine the sites of proposed maintenance. There is to be only one bid per district submitted per organization. Your organization may bid on as many districts as you wish, the max to be awarded per organization is 3. B. Each bidder shall do all things necessary to become thoroughly familiar with the Lawn Service requirements, prior to bidding, as to all existing conditions and limitations under which the work is to be performed and shall include in their bid a sum to cover the cost of all items necessary to perform the work as set forth in the Specifications. C. No allowance will be made to any bidder because of lack of such examination or knowledge. The submission of a bid shall be construed as conclusive evidence that the bidder has made such examination. D. Bidders shall contact a Project Manager or Grounds Manager at least five (5) working days prior to bid opening for clarification of any item not fully understood. January 2021 Cabarrus County Schools Lawn Maintenance Services Specification and Bid Package– Page 4 of 106 PART 3 - INTERPRETATION OF SPECIFICATIONS AND BID DOCUMENTS PRIOR TO BIDDING A. If any person contemplating submitting a bid for the consideration of the work is in doubt as to the true meaning of any part of the specifications or bid documents, or finds discrepancies in or omissions from any part of the specifications or bid documents, they may submit to the CCS Facilities Management Department Project Manager or Grounds Manager a written request for an interpretation or correction thereof, no later than five (5) working days prior to bid opening. B. Address all communications regarding this work to: Beth Bobrek, Project Manager ( [email protected] ) James Waldroup, Grounds Manager at [email protected] C. Any interpretation or correction of the contract documents will be made by written addendum and will be emailed to each prime bidder of record. Any addendum issued will be posted on the Cabarrus County Schools website ( www.cabarrus.k12.nc.us , “Departments”, “Facilities Management”, “Upcoming Projects, Bids and RFQ’s”. The Owner will not be responsible for any other explanations or interpretation of the contract documents. D. It is the responsibility of each bidder to verify for themselves that they have received all Addenda before submitting a bid. It is responsibility of all sub-bidders and material suppliers to be familiar with and to include in their price, all Addenda issued up to the time of bid opening. Requests for clarification or additional information shall be accepted from the prime contractor only; sub-bidders and suppliers shall coordinate their requests through the prime contractors only. PART 4 – Section not used. PART 5 – INSURANCE and LICENSE A. The contractor is required to provide liability insurance and proof of license, included with the bid, as indicated below: 1. Proposer/bidders currently providing lawn maintenance services shall submit a Certificate of Insurance for these operations. In the absence of such certification, proposers/bidders may submit a Letter-of-Commitment from an acceptable insurance company, licensed to do business in North Carolina, stating that the required insurance coverage will be available to the proposer at the time/term of contract commencement. LETTERS-OF-INTENT FROM INSURANCE BROKERS WILL NOT BE CONSIDERED ACCEPTABLE. Insurance coverage must reflect the coverage listed in “Section 002000, Detailed Specifications, PART 4-INDEMNITY AND INSURANCE. 2. Proof of License required: NC Dept. of Agriculture Pesticide License, sub-class L. A copy of Pesticide License should be included in the bid submittal. 3. A valid North Carolina Landscape Contractor license, as issued by the NC Landscape Contractors’ Licensing Board, will be required if the cost of mowing, mulching, and trimming per site exceeds $30,000 annually. January 2021 Cabarrus County Schools Lawn Maintenance Services Specification and Bid Package– Page 5 of 106 PART 6 – FAMILIARITY WITH LAWS A. It is assumed that the bidders are familiar with all federal, state and local laws, ordinances and regulations which may in any manner affect those engaged or employed in the work, or the materials or equipment used in or upon the work, or in any way affect the conduct of the work. No plea of misunderstanding or ignorance on the part of the contractor will in any way serve to modify the provisions of the contract. PART 7 - SUBSTITUTIONS A. Each bidder represents that their bid is based upon the service, materials and equipment described in the bidding documents. No substitutions will be accepted. PART 8 - MODIFICATION AND WITHDRAWAL OF BIDS A. Bids may be withdrawn on personal requests received from bidders prior to opening time. B. Withdrawn bids may be resubmitted up to opening time. C. Negligence or error on the part of the bidder in preparing their bid confers no right for withdrawal of the bid after it has been opened. D. No bid may be withdrawn for 30 consecutive calendar days after opening time except as provided by North Carolina G.