HomeMy WebLinkAbout1 - Original Submission_ Exhibit A - SOW atworkExhibit A - 1
Exhibit A
SCOPE OF WORK AND DUTIES FOR
LANDSCAPE MAINTENANCE AND SERVICES
The contractor shall provide the following services where applicable
1. Lawn care, mowing and trimming
2. Edging
3. Fertilization
4. Weed control
5. Insect control
6. Pruning
7. Bed raking and beauty bark additions
8. Leaf collection
9. Litter control and inspection
10. Irrigation system operation
11. Special site requirements
Locations:
A. Waste Water lift stations: Six (6) different locations
a. CE-1, 1750 Park Avenue.
b. SB-3, 3481 West Belfair Valley Road.
c. CW-1, 2304 19th Street.
d. KL-3, 1457 Cedarwood Drive.
e. OB-2, 1429 Madrona Pt. Drive.
f. EB-2, 99 Lower Shore Drive.
B. East Side Treatment Plant, 2475 Stephenson Avenue.
C. Police Facility: Two (2) different locations
a. Police Department Building, 1025 Burwell Street.
b. Police Department employee parking lot, 1028 Burwell Street.
D. Down Town Parking Facility, 405 Washington Ave.
E. Library Building, 612 5th Street.
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Exhibit A - 2
F. Fire Station #1, 911 Park Avenue.
G. UV Treatment Facility, 8601 W. Belfair Valley Road.
H. Public Works and Utilities Operations, 100 Oyster Bay Ave. N.
I. Lillian Walker Storm Water Park, 1914 Taft Ave.
J. Municipal Court Facility, 550 Park Ave.
K. Lebo Blvd. Three (3) Sites
a. Lebo Blvd. from Wheaton Way west to Campbell Way.
b. 550 Lebo Blvd, 2 planter strips in ROW.
c. Lebo Blvd. at Sheridan Road grass area at NE corner of intersection.
L. Lower Wheaton Way: Three (3) different locations.
a. East 18th Street, Marlow Street at Wheaton Way. Both sides of the street.
b. Lower Marlow Street at Wheaton Way.
c. Winfield Street at Wheaton Way Both sides of the street.
M. Manette Bridge: Two (2) different locations.
a. West Side Bridge.
b. East Side Bridge, upper and lower.
N. Adele Avenue at Kitsap Way, both sides of the street.
O. Warren Avenue at 11th Street and 12th Street both areas on west side of Warren Avenue.
P. Naval Station Kitsap, intersection of Farragut Ave. and Charleston Blvd. landscape area
on all four corners and intersection/crosswalk landscape islands.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 3
SPECIFICATIONS
General:
A. All interested bidders are strongly encouraged to attend a site visit to ALL locations to
familiarize themselves with the scope of work, service specifications and extent of the
area to be maintained by this contract. Some of these are secure and restricted access
areas. Please call the City’s Representative to set up an appointment to view these
locations and service areas as needed for landscape maintenance.
B. Washington State prevailing wage rates may apply to this service contract. For more
information, and State determinations go to: http://www.lni.wa.gov/pervailingwage. By
responding to this ITB, bidders agree to comply with Chapters 39.08 and 39.12 of the
Revised Code of Washington, as well as any other applicable prevailing wage rate
provisions.
C. Executing the Contract: The successful contractor shall be required to execute a Goods
and Services Agreement. The terms, conditions, requirements, and specifications
included in the Requests for Bids are included as part of the Agreement.
D. City key assignment and site access:
1. City provided keys will be issued and become the responsibility of the landscape
contractor. No duplication of city keys is permitted. Transfer or loan of assigned city
keys by authorized key holders to individuals not authorized to hold such keys is not
permitted. Improper use of keys, loss of keys, leaving secure areas open and
unattended or allowing unauthorized access to restricted/secure sites may result in
loss of key privileges, and possible loss of contract.
2. Site access is allowed only for the purpose of landscape maintenance and services and
is only for the contractor and assigned employees. Secure and restricted sites must be
protected from unauthorized access and trespassing when serviced by contractor.
Report any suspicious persons or activities immediately to the City’s Representative.
Any violation of the above will result in termination of contract.
3. Sensitive areas: Some of the locations are of sensitive nature due to the operations
and workings of The City of Bremerton Utilities Department. Report any damages
that may occur to any structure, piping, fencing or other infrastructure of the locations
to the city representative immediately.
E. Insurance Requirements:
a. Before beginning work the contractor shall provide a certificate of insurance
evidencing: All insurance as required, per the Goods and Services Agreement.
b. Additional information on the insurance requirements and coverage limits, can be
obtained by contacting the City’s Representative.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 4
F. If any terms of this contract are not met, the City of Bremerton will notify the contractor
by e-mail of unsatisfactory service and request an in person meeting. If there is no
improvement within one week of the meeting, a letter will be sent by certified mail
outlining the issues with service and steps that need to be taken to correct performance in
order to meet City standards. If it is determined that there is still not satisfactory
improvement and/or City standards are not met within one week of the contractor
receiving the certified letter steps will be taken to terminate the Landscape Maintenance
and Services contract.
G. Termination of Agreement for Convenience
The City shall have the right upon ninety (90) days written notice to the other party to
terminate the Agreement without cause. If the Agreement is so terminated, the parties
shall be liable only for performance rendered or costs incurred in accordance with the
terms of the Agreement prior to the effective date of termination.
H. Safety Requirements: By responding to the ITB you are agreeing to comply with all state
and local safety requirements. Respondents agree to submit their current and 3-year
average Experience Factor and that they have an Experience Factor as recorded by
Department of Labor of less than .90.
I. The City of Bremerton follows Bid Protest procedures as outlined in RCW 39.04.105.
1. Protesting bidder submits notice in writing of its protest no later than two full business
days following bid opening. Intermediate Saturdays, Sundays, and legal holidays are not
counted.
2. Only bidders who submitted a response can protest and it must be in writing.
3. Protests are limited to bid opening evaluation and bid responses.
4. Protests regarding acceptance and opening of proposals must be within 24 hours of
opening.
5. Protests regarding evaluation of proposals may be made following award.
SPECIFICATIONS
Maintenance Services:
1. Lawn Care (Mowing and Trimming)
Lawns shall be maintained in a healthy growing condition by furnishing necessary services
including the following:
1. Mow all turf grass areas as often as needed to maintain a desired length of 2 inches
March 1 through October 31. All litter is removed prior to mowing to avoid shredding.
2. Mow all sites “as needed” between November 1 to February 28, depending on weather
during winter months.
3. General turf areas will be mowed at a height of two inches. Aeration to be provided
annually or as needed.
4. Clippings will be swept or blown free from sidewalks, porches, and pathways after
each mowing.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 5
5. Trimming around trees and shrubs shall be performed using herbicides, hand labor, or
edger as needed.
6. Take necessary precautions while operating around trees and plantings with equipment
and hand tools to prevent tree and plant damages.
7. Leaves and storm debris will be blown bi-monthly during winter months.
8. Sidewalks and entryways are to be blown off on same schedule as mowing. Taking
special care not to blow dirt and debris onto Streets, buildings, or into storm water
drains.
2. Edging
1. Edging of all accessible sidewalks, pathways, and concrete/asphalt edges will be done
every week and bed edges every other week. Edging will be done on an “as-needed”
schedule during winter months.
2. Dirt and debris from edging operations shall be removed and areas swept or blown
clean, taking special care not to blow debris or dirt onto buildings.
3. Fertilization
1. Turf fertilization will provide the equivalent of four to six pounds of nitrogen per 1000
square feet per year in no less than four applications.
2. Trees and shrubs will be fertilized twice yearly using granular fertilizer for bed plants
and plant tabs for trees growing in turf. All fertilizers to be E.P.A. approved and
applications to be done during spring and fall seasons.
3. Apply a minimum of four (4) fertilizer applications annually. Contractor to provide the
City with a fertilizer program annually including type, amount, location of application
and date applied.
4. Weed Control
1. Broad leaf weeds may be controlled with herbicides provided the product used is E.P.A.
approved and applied by a licensed applicator. All applications shall be posted and
recorded in compliance with all regulatory requirements. Herbicides to be E.P.A.
approved and consistent with the City’s vegetation management plan.
2. Keep beds weed free on a rotations parcel basis by hand weeding with supplemental
contact and pre-emergent herbicides applied per manufacturer’s recommendation as
conditions permit. Herbicides to be E.P.A. approved.
3. Hand weed, till and rake planting beds each time contractor is on premises and will
keep to a bed rotation schedule.
4. Contractor shall provide proof of appropriate applicator licensing along with a copy of
all required application records to the City’s Representative for review.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 6
5. Insect Control
1. Report any significant insect infestations to the City’s Representative immediately
upon discovery.
2. All approved and agreed upon insect control actions will be considered as “extra
services” and planned accordingly.
6. Pruning
1. Prune trees to maintain desired shape, balance, and space limitations.
2. Prune deciduous trees during winter dormancy. Prune evergreen trees in early summer
or as needed.
3. Trim shrubs to maintain desired shape and function as needed to provide a neat, trim
appearance.
4. Clear Ivy off of buildings, walkways and sidewalks.
5. Trim tree bases of sucker shoots and saplings as needed.
7. Bed Raking
Beds will be raked where no ground cover exists to maintain a fresh appearance. Beauty
Bark or rock shall be replaced as needed. Replacements and additions of product to be
considered as “extra services” and planned accordingly.
8. Leaf Collection
Leaves shall be removed from the site to maintain a neat and clean appearance.
9. Litter Control and Inspection
During each visit all areas will be inspected and all litter and debris and all improprieties
will be reported to the City Representative.
10. Irrigation Operation
1. All irrigation will be turned on no later than May 1st and be shut off and winterized no
later than October 1st unless otherwise instructed.
2. All automatic irrigation controllers will be set to operate when most convenient. All
controllers will also be adjusted for proper watering time to insure maximum turf and
plant development.
3. Sprinkler heads will be checked regularly during the growing season to maintain
proper coverage and operation.
4. Valves and valve boxes will be maintained for proper operation and accessibility.
5. Systems will be checked monthly to ensure watering efficiency until in rhythm with
summer.
6. Irrigation rates to be minimal to prevent water waste.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 7
11. Special Site Requirements
1. At location I. there are storm water collection structures that require special
attention when performing landscape maintenance and services.
a. Remove any litter or trash from detention areas and rain gardens.
b. Lightly trim vegetation within these areas only when required for maintenance
access or encroachment into lawn or sidewalk areas.
c. Report any abnormal storm water puddling or discharges to City’s
representative.
d. For additional information on the City’s storm water management plan or
maintenance of these structures contact the City’s Representative.
Extra Services
1. Extra services, other than those services listed, may be required at various locations. An
estimate will be requested of the landscape services contractor to provide material and labor
pricing for the additional services. All extra services will be negotiated and approved by
the City’s Representatives or his/her designee, before additional work begins. All extra
services will be charged to the City of Bremerton separately from the regular landscape
maintenance and services billing.
2. Extra services may include but are not limited to.
a. Irrigation repair.
b. Removal and/or replacement of dead plants and tree plantings to be consistent with
the City’s standards.
c. Removal of major storm debris.
d. Power raking or thatching.
e. Additional fertilization.
f. Insect infestation control.
g. Pressure cleaning of landscape rocks, and gravel areas.
h. Shrub and tree replacements.
i. Landscape design, tree planting design services. To be consistent with the City’s
standards.
j. Irrigation system installations.
k. Bark and/rock additions.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 8
Service Requirements:
1. Each location will be maintained and serviced as specified in the Scope of Work and
Duties, frequency will be decided by contractor to maintain City Standards.
NOTE: “Per Month” is based on contractor estimate of visits per month over a year’s time.
2. Landscape maintenance and services billing will be monthly and statements will be for
individual locations A. through P. received by the City no later than the last day of the
month being billed for.
3. The City of Bremerton will have the option to add other locations to this contract, if needed,
pending a negotiated addendum and contractor’s consent and ability to provide additional
services. Deletion of sites and services may also occur at the City’s discrection.
4. Supervisory duties are required quarterly to ensure control, employee performance and to
advise owner of additional required landscape services, changes or alterations.
5. All landscape maintenance and services will be performed during normal work days and
between the hours of 7:00 am to 6:00 pm. Weekend work, holiday or extended hours of
work will be allowed only by authorization of the City’s Representative.
6. All landscape maintenance and services will be performed to the level of industry standards
and generally accepted landscape practices and procedures. Failure to do so may result in
contract termination.
7. The landscape contractor shall take precautions to prevent the possibility of injury or
damage to any City employee personal property and City property located at the service
sites.
8. All requested estimates/invoices for any extra services will be at no additional charge to
the City of Bremerton.
9. It will be the service contractor’s responsibility to ensure that all locations are secure at the
end of work or at any time the site is left unattended by the contractor.
10. Service contractor will perform monthly maintenance checks to insure sites are being
tended to per contract specifications. Failure to do so may result in contract termination.
11. Any person working for service contractor at a City site will be clearly identified both by
markings on service vehicle as well as a uniform or badge baring the service contractors
name and or logo.
Site Service Frequencies
1. Landscape maintenance and service frequencies will be determined by the contractor based
on weather, grow season and location. It is the contractor’s responsibility to check sites
frequently to determine whether a service is required to maintain City of Bremerton
Standards outlined in the maintenance and services specifications (exhibit A – 4). Failure
to do so will result in termination of contract.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D
Exhibit A - 9
City Contact List:
A. Chris Mottner, Inventory/Facilities Supervisor-City Representative
Phone: (360) 473-2316 Email: chris.mottner@ci.bremerton.wa.us
B. Joe Stansbery, Lead Facilities Service Specialist-City Representative
Phone: (360) 473-5335 Email: joe.stansbery@ci.bremerton.wa.us
C. Customer Response Dispatcher (24 hour message phone)
Phone: (360) 473-5920
Term:
A. Services will be for a five (5) year period, beginning upon formal award of contract.
B. An additional two (2), two (2) year extensions may be offered and negotiated by both
parties, with rates adjusted to compensate for increases to cost of living rates.
C. All service contract extensions are to be approved by the Public Works & Utilities
Director, after annual reviews and performance evaluation.
Additional Sites Requiring Landscape Maintenance and Services
A. Additional landscape areas and locations may be added to this service contract. All new
additions will be reviewed, scope of services determined, and increases negotiated by
contractor and The City Representative.
B. Any and all additional services that become routine landscape maintenance and services
will be added to the City’s existing contract by amendments, and all specifications that
apply to the new location will become effective on date of agreed upon start of service.
DocuSign Envelope ID: 9A52C76A-BC82-44A3-B34C-4DFD61E53F8D