NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Sealed proposals for: Landscaping-Lawn Maintenance, Bid #16SC-334
Interested parties must submit a priced proposal, in writing with one (1) original and three (3) copies to the Purchasing Division, New Castle County Government Center, 87 Read’s Way, New Castle, DE 19720 (302/395-5250) by 2:00 p.m. Wednesday, November 4, 2015, so stating their interests and qualifications.
Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the consideration of this award.
INSTRUCTIONS TO BIDDERS
Bid envelopes will carry a clear notation in the lower left quadrant, Landscaping-Lawn Maintenance, Bid #16SC-334.
Any questions concerning the bid(s) should be directed to the Purchasing Division at (302) 395-5250.
Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at www.nccde.org/purchasing.
Fax bids will not be accepted.
Bid security is waived.
Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69, Title29; and the New Castle County Code.
NOTE: If required by State of Federal regulations, vendors will provide the M.S.D.S. sheets for the above projects.
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Pursuant to County Ordinance 83-172, 87-105, and Delaware State Law, no contract will be awarded to any vendor unless before or in conjunction with the actual award of the contract to such vendor, has submitted proof satisfactory to the County or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract.
Mailing address: Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720
GENERAL
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
New Castle County is seeking competitive sealed priced proposals for landscaping /lawn maintenance at various County buildings as specified. Vendor shall submit a priced proposal based on the bid specifications including information which shall allow for proposal ranking according to the evaluation criteria referenced herein.
LENGTH OF CONTRACT
From January 1, 2016 through December 31, 2016. Actual services will generally be performed during the months of March through December. Mowing will begin in April. Clean-up services may be required in March.
This contract may be extended for a period of three (3) years, one (1) year at a time, by mutual agreement of both parties.
MANDATORY PRE-BID MEETING
A mandatory pre-bid meeting will be held on Wednesday, October 21, 2015 at 10:00 a.m. at the Government Center located at 87 Read’s Way, New Castle, DE 19720.
Failure to attend this meeting will result in the rejection of your proposal.
PAYMENT PLAN
New Castle County will make 10 equal monthly payments based on the annual price, beginning with March.
INSURANCE
Workers’ Compensation & Employer’s Liability Insurance
Vendor shall purchase and keep in force and effect workers’ compensation insurance that will provide the applicable statutory benefits for all of the vendor’s employees who may or do suffer covered injuries or diseases while involved in the performance of their work for the Vendor; and, even if permitted to do so by statute, Vendor shall not reject any workers’s compensation insurance option that, in the absence of such a rejection, would be applicable to any of the said employees. The policy providing the workers’ 10/5/15 Bid #16SC-334 Page 3 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
compensation insurance shall include: (1) broad form all-states coverage; (2) an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees.
Vendor shall purchase, and keep in force and effect, Employers’ Liability insurance with maximum limits for each employee of $1,000,000 for each bodily injury by accident, or occupational disease, and $1,000,000 aggregate maximum limits for all bodily injuries by accidents and occupational diseases within the coverage period, regardless of the number of employees who may sustain bodily injuries by accident or occupational disease.
Automobile and General Liability Insurance
Vendor shall purchase: (1) motor vehicle liability coverage, for owned, hired and non- owned vehicles, covering any and all claims for bodily injury and property damage that arise out of Vendor’s performance of work for New Castle County, (2) comprehensive Commercial General Liability (CGL) insurance with limits of no less than $1,000,000 each occurrence and $2,000,000 annual aggregate. The CGL policy shall be extended by endorsement or otherwise to also include (a) coverage for Contractual Liability assumed by Vendor, with defense provided in addition to and separate from policy limits for indemnities of the named insured, (b) coverage for Independent Contractor Liability providing coverage in connection with such portion of the Services being subcontracted prior to any of the Services being subcontracted, in accordance with the terms and conditions of this Agreement, (c) coverage for Broad Form Property Damage Liability, (d) coverage for Personal Injury and Advertisers Liability, (e) products and completed operations.
( ) Professional Liability Insurance (applicable if checked)
Each vendor of professional services for whom this provision is applicable shall provide professional liability insurance with limits of at least $1,000,000 per occurrence and $3,000,000 annual aggregate.
All insurance required under this contract except workers’ compensation, employers liability, and professional liability (if applicable) shall be provided on a policy(s) that
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
specifically names New Castle County, its officials and employees as additional insureds.
Each policy shall provide an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees.
Each policy shall be endorsed to require the insurer to give New Castle County at least thirty (30) days’ advance written notice of the insurer’s intention to cancel, refuse to renew, or otherwise terminate the policy, suspend or terminate any coverage under the policy, or reduce any policy limits, increase any policy deductibles, or otherwise modify or alter any terms or conditions of the policy or renewal issued by the same insurer.
Each policy shall be written by a carrier licensed by the State of Delaware to do insurance business of the type involved in the State of Delaware, and which has, and maintains for the life of this contract, at least an “A” rating from the A.M. Best Agency with “Stable” outlook.
Any change in this rating or outlook must be related to New Castle County by the Vendor or insurance carrier as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same.
All insurance required under this contract except workers’ compensation, employer’s liability and professional liability shall expressly provide that such insurance shall be primary insurance; and any similar insurance in the name of Vendor shall be excess and non-contributing.
Deductibles for insurance provided under this contract shall not exceed five percent (5%) of policy limits.
BASIS OF AWARD
The award will be made to the bidder who, in the County’s sole judgment, submits a proposal which best meets the terms, conditions, and required evaluation criteria set forth 10/5/15 Bid #16SC-334 Page 5 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
herein. New Castle County reserves the right to make multiple awards, partial awards, award by types, award by sections, item by item, or lump sum total whichever may be most advantageous to New Castle County.
AWARD
Only one award will be made as a result of this solicitation. Bidders must quote prices for all sites to be considered.
The County reserves the right to add additional sites, not listed herein, during the period of the contract. Such sites will be added at prices to be mutually agreed upon between the parties, consistent with the prices bid for the listed sites. The County reserves the right to contract for such additional sites elsewhere if satisfactory pricing cannot be agreed upon. New Castle County reserves the right to delete locations during the period of the contract.
ADDITIONS
New Castle County may require other related services, products, and/or equipment not specifically listed, including, but not limited to, mowing, landscaping, trees, plants, shrubs, planting, mulching, property clearing, tree trimming, etc. Vendor may be given the opportunity to provide a quote. Should New Castle County deem the quote to be non- competitive, New Castle County reserves the right to seek proposals from other vendors.
FORM OF PROPOSAL
The attached pricing sheets shall be used and inserted as part of your proposal. Vendors shall quote on the attached form quoting total annual price per location. Bidders should refer to PAYMENT PLAN for the intended payment schedule and price their bids accordingly.
Bidders shall have a minimum of two (2) years’ experience in maintaining commercial properties. A list of three (3) comparable sites maintained by the bidder, with dates of
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
service, and names and phone numbers of a contact person at each site, shall be submitted with your proposal.
NOTE
Pursuant to County Code, New Castle County reserves the right to purchase goods, contractual, and professional services from other governments and cooperative purchasing agreements when it is determined by the Office of Administrative Services to be in the best interest of the County.
INDEMNITY
Vendor shall indemnify, defend and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products and/or equipment purchased hereunder, or sustained in or upon the premises of the County.
DELAWARE LABOR
New Castle County encourages the use of Delaware Labor.
SUPPLIER DIVERSITY
New Castle County encourages supplier diversity among firms. Please provide information on your firm’s effort to encourage supplier diversity in your workforce and in the selection of sub-contractors.
FUNDING OUT
The continuation of this contract is contingent upon funding appropriated by County Council.
STATE OF DELAWARE BUSINESS LICENSE
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Within seven (7) days from receiving a notice of award, the successful vendor shall either furnish the County with proof of a Delaware Business Licensure or initiate the process of application where required. An application may be requested in writing to: Division of Revenue, Carvel State Building, PO Box 8750, 820 N. French Street, Wilmington, DE 19899 or by telephone to (302) 577-8200.
CONTRACT ACCESSIBILITY
This contract shall be accessible to State agencies, political subdivisions, school districts, and volunteer fire companies.
CONFIDENTIALITY
All documents submitted as part of the vendor’s bid/proposal will be deemed confidential during the evaluation process. Vendor proposals will not be available for review by anyone other than New Castle County’s Evaluation Committee or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract.
New Castle County is a public agency and is subject to the Freedom of Information Act (FOIA). Firms must designate those items that are considered “trade secrets” as defined in the Delaware State Code Title 29, Chapter 100. Vendor(s) are advised that once a proposal/bid is received by NCCo and a decision on contract award is made, its contents will become public record and nothing contained in the proposal will be deemed to be confidential except those proprietary items marked as “trade secrets”.
LOCATIONS
1. Newark Library, Newark, DE 2. Southern Patrol Headquarters, Middletown, DE 3. Public Safety Building, New Castle, DE 4. Government Center, New Castle, DE 5. Bear Library, Bear, DE 6. Hockessin Library, Hockessin, DE 7. Kirkwood Highway Library, Wilmington, DE 8. Rockwood Museum, Wilmington, DE 9. Pal-Hockessin, Hockessin, DE 10. Gilliam Building, New Castle, DE 10/5/15 Bid #16SC-334 Page 8 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
11. Woodlawn Library, Wilmington, DE 12. Claymont Library
SITE INSPECTIONS
Please contact Paul Johnson at (302) 395-5720 to arrange for site inspections if needed after the pre-bid meeting.
ADDITIONAL PROVISIONS
Vendor must supply all equipment, supplies and personnel to perform the work required in this contract. All work shall be properly supervised by qualified personnel. Spray applications will be supervised by state licensed applicators.
Work must be accomplished during daylight hours, Monday through Saturday. Vendor shall provide clean up and removal of landscape debris generated by their operations.
Vendor will be liable for reimbursement to New Castle County for the cost of repairing any damage to New Castle County property.
Successful bidder must furnish New Castle County with certificates of insurance, workmen's compensation insurance, and other appropriate coverage to protect New Castle County from any liability.
Invoices shall be submitted approximately the 30th of each month, and must be accompanied by hand receipts or notes signed by a County employee for each location to show proof that the work has been satisfactorily performed.
After award, any questions regarding contract scope or performance should be referred to Paul Johnson at 302-395-5720. Contractor shall not perform any work at any site for which it feels additional compensation would be due without express direction in writing in the form of a purchase order modification. Requests for additional work at a site should be referred first to Paul Johnson.
SCOPE OF WORK
Section I - Lawn Care 10/5/15 Bid #16SC-334 Page 9 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Mowing, trimming and cleanup of all finished turf areas with power equipment and trimmers. Approximately 30 cuttings per season are anticipated in order to present a neat and well maintained appearance. At a minimum, all sites will be mowed once per week.
Power edging of all curbs and walks adjacent to lawn areas, one time per month.
Policing of debris prior to mowing.
Applications on finished lawn areas at manufacturer’s recommended rates:
Spring (April 15th - May 20th):
Broad leaf weed control Pre-emergent crabgrass control
Late Fall (November 15th - December 15th):
Balanced fertilization at 1 lb. nitrogen per 1,000 square feet
Section II – Shrubbery and Trees up to 6" Caliber (within lawn areas)
Pruning of deciduous and evergreen shrubs, as needed throughout the season, to control growth and maintain the natural shape of the plant material.
All trees shall be pruned one time during the season to remove deadwood and control excessive growth.
One dormant oil spray will be applied in the spring to applicable plant material according to the manufacturer’s recommendations. This is done in order to help control wintering insects on plant material.
Appropriate chemicals will be applied as needed to applicable plant material in order to control insects. Time applications will depend on insects present. Chemicals normally used are: Orthene, Malathion, Sevin, and Diazinon.
Fungus and borers are specifically excluded due to their unpredictable nature. 10/5/15 Bid #16SC-334 Page 10 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Fertilization of shrubs, ground cover and tree rings using a quality slow-release nitrogen material.
Section III - Mulch Areas
Chemical pre-emergency of all bed areas two times per season. This is done to help prevent the germination of new weed seeds in the soil.
Edging of planting beds adjacent to lawn areas will occur in the Spring.
Weeding of all beds and mulched areas by manual and chemical means. This is to be performed as necessary throughout the season in order to maintain a neat appearance.
Re-ground hardwood mulch will be applied one time in the spring to all bed areas and tree saucers. Mulch is not to be mounded against the trunk of any trees.
Mulch will be installed in a dish configuration. The height of mulch around trees shall not exceed 6”, and no mulch shall be around the trunk of the tree.
Section IV - Site Operations
Landscaping supervisor will report in at the beginning of all service days, and will leave a work voucher at the end of the day where applicable.
Curb lines, sidewalk cracks and stone areas will be sprayed as needed to control weeds and maintain a neat appearance.
Watering is to be handled as an extra based on our recommendations and at the owner’s request.
A general Spring clean-up will be provided. This shall include removal of accumulated leaves and debris in planting area and removal of broken branches.
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Leaf removal will occur one time in the fall after substantial leaf droppage. Small problem areas will be assessed weekly.
EVALUATION AND SELECTION PROCESS
Based on the criteria established pursuant to the New Castle County Code , an evaluation committee will be selected to read, screen and rank in writing all proposals. The New Castle County Chief of Administrative Services and requesting agency shall have the right to negotiate with individual offerors after their proposals are ranked. The Chief of Administrative Services shall establish procedures and schedules for conducting negotiations. Disclosure of an offeror’s price(s) to another and any information derived from competing proposals is prohibited. The Chief of Administrative Services shall issue a written request for best and final offer. The request shall set forth the date, time and place for the submission of best and final offer.
At any point in the negotiation process, the Chief of Administrative Services and the requesting agency may, at his or her discretion, terminate negotiations with any and all offerors.
Submitted proposals will be evaluated on the following criteria. A weighted average formula will be utilized.
EVALUATION CRITERIA
The criteria for this proposal will be as follows:
1) Experience and reputation (0-20)
2) Capacity to perform the services and to meet requirements (0-20) of the project, i.e., adequacy of personnel financial responsibility and creditworthiness
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
3) Location of firm (0-10)
4) Record of performance or demonstrated ability to handle similar projects (0-15)
5) Familiarity with public work, its requirements, systems and problems (0-10)
6) Distribution of work among firms; list current work performed (0-05) for the County over the past five (5) years. Firms who have had no work will be afforded the full value of points.
7) Price (0-20)
FORM OF PROPOSAL/PRICING PAGES
SITE 1 - NEWARK LIBRARY, NEWARK, DE
Annual Rate $______Extra cuttings, each $______
SITE 2 - SOUTHERN PATROL HEADQUARTERS, MIDDLETOWN, DE 10/5/15 Bid #16SC-334 Page 13 of 17 NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read’s Way New Castle, DE 19720 (302) 395-5250
LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Annual Rate $______Extra cuttings, each $______
SITE 3 - PUBLIC SAFETY BUILDING, NEW CASTLE, DE
Annual Rate $______Extra cuttings, each $______
SITE 4 - GOVERNMENT CENTER, NEW CASTLE, DE
Annual Rate $______Extra cuttings, each $______
SITE 5 – BEAR LIBRARY, BEAR, DE
Annual Rate $______Extra cuttings, each $______
SITE 6 - HOCKESSIN LIBRARY, HOCKESSIN, DE
Annual Rate $______Extra cuttings, each $______
SITE 7- KIRKWOOD HIGHWAY LIBRARY, WILMINGTON, DE
Annual Rate $______Extra cuttings, each $______
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
SITE 8 – ROCKWOOD MUSEUM, WILMINGTON, DE
Annual Rate $______Extra cuttings, each $______
SITE 9 – HOCKESSIN PAL, HOCKESSIN, DE
Annual Rate $______Extra cuttings, each $______
SITE 10 – GILLIAM BUILDING, NEW CASTLE, DE
Annual Rate $______Extra cuttings, each $______
SITE 11 – WOODLAWN LIBRARY, WILMINGTON, DE
Annual Rate $______Extra cuttings, each $______
SITE 12 – CLAYMONT LIBRARY, CLAYMONT, DE
Annual Rate $______Extra cuttings, each $______
SIGNATURE PAGE
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
Name of Company
Address
Telephone No. Fax No.
Signature Federal Tax I.D. No.
Printed Name Email (REQUIRED) Date
NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT
AUTHORIZED REPRESENTATIVE
I HEREBY AFFIRM THAT:
I am the (title______and I am duly authorized to represent and bind (business)______(the “Business”), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting.
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LANDSCAPING-LAWN MAINTENANCE Bid #16SC-334
I FURTHER AFFIRM THAT:
Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR 9.404, and each agency’s codification of the Common Rule for non-procurement suspension and debarment.
I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY.
Date: ______By:______Name:
Title: ______(Authorized Representative and Affiant)
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