Lee College District Purchasing Dept. Sealed Solicitation

Title: Lee College Lawn Care

Deadline: 5/19/2022 2:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Awarded

Solicitation Number: 220519-01

Description: The Lee College District (“Lee College” or the “College”) is requesting Sealed Proposals for the Lawn Care project. The Proposer shall furnish all labor, materials, and equipment when performing all work.

LC will accept proposals submitted in response to this RFP until 2:00 PM, Central Time on Thursday, May 19, 2022 (the “Submittal Deadline”). All proposals shall be submitted to
Vendor Registry. An original or digital signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. APPENDIX A) of the submitted Proposal. 

In addition to your submittal on Vendor Registry, one (1) sealed proposal shall be physically delivered.

The goal of this project is to select qualified contractors to perform lawn care maintenance for the Lee College Main and McNair Campus.

Upon recommendation of the proposal(s), the College Board of Regents plans to award a Contract; however, the College reserves the right to reject any and all proposals, to waive any and all irregularities and technicalities, and to accept any proposal(s) which it deems beneficial to it. Each proposer agrees to waive any claim it has or may have against the Owner, the Engineer, and their respective employees, arising out of or in connection, with the administration, evaluation, or recommendation of any bid.



Pre-Bid Meeting Date: 5/4/2022 2:00 PM

Pre-Bid Meeting Details: Please sign up if you plan to attend the Mandatory pre-bid meeting. 501 S. Pruett St. Baytown Texas, 77520 Please Bring - Appendix M: Agreement Regarding Pre-Site Visit

Documents:

Documents as of 5/5/2022
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PLANHOLDERS:

Date Company Name
4/22/2022 8:54:00 AM Merriam Group LLC
4/23/2022 4:33:15 AM School Wholesale Supplies LLC
4/26/2022 2:58:44 PM PJS
4/27/2022 2:24:45 PM Dodge Data & Analytics
4/27/2022 5:10:51 PM Texan Shine Services
5/2/2022 9:05:06 AM JBM Landscape & Irrigation, LLC
5/2/2022 9:21:47 AM We Mow It All, LLC
5/2/2022 1:01:56 PM Yellowstone Landscape - Central, Inc.
5/5/2022 9:42:59 AM North America Procurement Council Inc., PBC
5/11/2022 2:23:40 PM ConstructConnect
5/13/2022 9:16:30 AM J and A Landscaping Management
5/20/2022 8:53:20 AM Hydrozone Landscape Corporation
5/20/2022 10:28:48 AM Intermodal Facility & Maintenance, Inc
5/20/2022 12:29:44 PM Dodge Data
5/20/2022 1:17:51 PM AMBASSADOR, LLC
6/21/2022 6:23:49 PM BrightView Landscape Services
6/24/2022 10:27:25 AM Ambassador Services, LLC
7/27/2022 8:40:17 AM Rotolo Consultants Inc.
10/30/2023 1:01:25 PM Baytown
12/22/2023 1:16:47 AM PWXPress
Addition 1

Posted: 5/11/2022

Type of Addition: Addendum 1

Overview: Addendum one (1) includes:


  • Revisions to the pricing sheet
  • Additions to the allowance 

Deadline: 5/19/2022 2:00 PM

Solicitation #: 220519-01

Documents:

Addition 2

Posted: 5/19/2022

Type of Addition: In Review

Overview: Lee College would like to thank all proposers for their submissions today. This project is currently in the evaluation stage. Please allow up to 30 days for an award notice. The sign-in sheet in reference to the Conference Opening and bid tabulation is now available. See attached. Webex meeting recording: lcsolicitations's Personal Room-20220519 1859-1 Recording link: https://leecollege.webex.com/leecollege/ldr.php?RCID=1ab88ef37b237b6830f7f59856a7d7dd

Documents:

Addition 3

Posted: 7/11/2022

Type of Addition: Award Information

Overview: Based on a thorough review and analysis of the submitted proposals, qualifications and references; Rotolo Consultants, Inc. has been awarded this contract.

Amount: $393,987.97

Documents:

Question 1

Posted: 5/9/2022

Question: 1. At the pre bid conference, contractors were required to bring a signed Appendix M form. Are the contractors required to submit that signed form with the bid? a. If so, they were not handed back to the contractors. Can the signed versions be sent to the contractors? 2. Can you please specify the number of irrigation zones for the Main Campus and the McNair Campus? 3. On the pricing page line item 13 (Mulching) it states that the contractor is to bid 200 yards, but in the specifications in section 5.4.5 it states that we are to bid 120 yards. Could you please specify which yardage the contractors are supposed to bid? 4. On the pricing page line item 10 (Core Aeration) states that we are to aerate 1 time per year, but the specification in section 5.4.5 states that we are to bid 2 aerations per year. Could you please specify? 5. In Exhibit A1 and A2 of the pricing sheet, is this for mowing only, or is the contractor to bid all scopes in exhibits A1 and A2? 6. In exhibit A3 on the pricing sheet, it has a blowing and clean up line item several different times and all with different frequencies. Could you please clarify what the expectations are for these line items? 7. Can the weekly employee, that does daily bed/property maintenance, perform other duties that fall in line with a full-time employee? 8. Does the contractor need to provide a full-time employee for the main campus only or for the McNair Campus as well? 9. Can you please specify how many fountains are on the main campus and the McNair campus? 10. Can you please clarify line-item number 30 (Soil/Water Sampling 6 zone) on exhibit A3? What is the expectation for this? 11. Can you please provide a current contract for this bid? 12. What is the expectation for the retention pond at the McNair Campus? Is the contractor supposed to mow the bottom of the retention pond every visit? 13. Can the contractor spray fence lines instead of string trimming? During the site visit it looked as if the current contractor were spraying fence lines. 14. In section 5.4.9 of the specifications state, “The vendor will provide one person five days a week to empty all waste containers and blow the leaves off the sidewalks and parking lot areas.”, but on the pricing sheet states “Daily bed/property maintenance” and asks for a separate line item for Blowing sidewalks, parking lots and remove leaves from parking lots. Could you please specify which line item the contractors are supposed to bid? The pricing sheet has a lot of double line items that will drive the bid price up. 15. Can the contract sub out an arborist, or does the contractor need to have an arborist on staff? 16. Can you provide a map for all the separate line items for Exhibit A1? This way no contractors over bid or under bid any of the locations. 17. What is the expectation for the vacant lot at the main campus? This area has a lot of gravel and can be sprayed, do you want the contractor to mow this area or spray it?

Response: We have already responded to this question. Please see the public solicitation.

Question 2

Posted: 5/9/2022

Question: At the pre bid conference, contractors were required to bring a signed Appendix M form. Are the contractors required to submit that signed form with the bid? If so, they were not handed back to the contractors. Can the signed versions be sent to the contractors?

Response: The signed Appendix M (Site Waiver) will be kept on file with the purchasing office. If you require a copy, please email the purchasing office to receive your copy.

Question 3

Posted: 5/9/2022

Question: Can you please specify the number of irrigation zones for the Main Campus and the McNair Campus?

Response: We have already responded to this question. Please see the public solicitation.

Question 4

Posted: 5/9/2022

Question: On the pricing page line item 13 (Mulching) it states that the contractor is to bid 200 yards, but in the specifications in section 5.4.5 it states that we are to bid 120 yards. Could you please specify which yardage the contractors are supposed to bid?

Response: The pricing sheet is correct. Please bid on 200 yards.

Question 5

Posted: 5/9/2022

Question: On the pricing page line item 10 (Core Aeration) states that we are to aerate 1 time per year, but the specification in section 5.4.5 states that we are to bid 2 aerations per year. Could you please specify?

Response: Please, bid twice a year aeration spring and fall.

Question 6

Posted: 5/9/2022

Question: In Exhibit A1 and A2 of the pricing sheet, is this for mowing only, or is the contractor to bid all scopes in exhibits A1 and A2?

Response: Yes, A1 and A2 are for mowing. A3 includes the landscaping scope for both, the Main and McNair location.

Question 7

Posted: 5/9/2022

Question: In exhibit A3 on the pricing sheet, it has a blowing and clean up line item several different times and all with different frequencies. Could you please clarify what the expectations are for these line items?

Response: One person shall be provided for five (5) eight-hour days to blow leaves and debris off sidewalks and they will do other task during the day as requested by Lee College.

Question 8

Posted: 5/9/2022

Question: Can the weekly employee, that does daily bed/property maintenance, perform other duties that fall in line with a full-time employee?

Response: Yes.

Question 9

Posted: 5/9/2022

Question: Does the contractor need to provide a full-time employee for the main campus only or for the McNair Campus as well?

Response: Main campus only.

Question 10

Posted: 5/9/2022

Question: Can you please specify how many fountains are on the main campus and the McNair campus?

Response: One (1) on main campus.

Question 11

Posted: 5/9/2022

Question: Can you please clarify line-item number 30 (Soil/Water Sampling 6 zone) on exhibit A3? What is the expectation for this?

Response: Soil samples will be required occasionally as needed. Line item #30 has been removed.

Question 12

Posted: 5/9/2022

Question: Can you please provide a current contract for this bid?

Response: No previous contract will be provided. An open records request can be submitted through the Lee College’s website.

Question 13

Posted: 5/9/2022

Question: What is the expectation for the retention pond at the McNair Campus? Is the contractor supposed to mow the bottom of the retention pond every visit?

Response: Mow retention pond six (6) times a year along with cleaning out the drain or pilot channels. The top of the retention pond shall be done weekly. No, just mow the retention pond six (6) times a year.

Question 14

Posted: 5/9/2022

Question: Can the contractor spray fence lines instead of string trimming?

Response: Yes, the contractor can spray fence lines instead of string trimming.

Question 15

Posted: 5/9/2022

Question: In section 5.4.9 of the specifications state, “The vendor will provide one person five days a week to empty all waste containers and blow the leaves off the sidewalks and parking lot areas.”, but on the pricing sheet states “Daily bed/property maintenance” and asks for a separate line item for Blowing sidewalks, parking lots and remove leaves from parking lots. Could you please specify which line item the contractors are supposed to bid? The pricing sheet has a lot of double line items that will drive the bid price up.

Response: The price sheet has been updated in addendum one (1). Thank you.

Question 16

Posted: 5/9/2022

Question: Can the contract sub out an arborist, or does the contractor need to have an arborist on staff?

Response: Yes, the Arborist can be subcontracted.

Question 17

Posted: 5/9/2022

Question: Can you provide a map for all the separate line items for Exhibit A1? This way no contractors over bid or under bid any of the locations.

Response: All campus areas were provided to users in the RFP.

Question 18

Posted: 5/9/2022

Question: What is the expectation for the vacant lot at the main campus? This area has a lot of gravel and can be sprayed, do you want the contractor to mow this area or spray it?

Response: Currently Lee College plans to use for overflow parking and some of this area may just be sprayed and other portions may need to be mowed.

Question 19

Posted: 5/9/2022

Question: Q1) in section the RFP mentions that multiple awards of contract are possible. How would the contract be divided or parsed ?

Response: Multiple lawncare contracts will not set up. However, if the Lawncare company wants to subcontract out some of its work they can do so, with prior approval from Lee College. An example of this would be having the irrigation repairs, fertilization or pest control done by another contractor.

Question 20

Posted: 5/9/2022

Question: Q2) is the term expected to be three years with two one year extensions or one year with four one year extensions?

Response: For this contract, the term will be three (3) years with two (2) 1-year extensions.

Question 21

Posted: 5/9/2022

Question: Q3) “The schedule may have to be adjusted for special events as requested by Lee College.” How many special events are anticipated per contract year? How much notice will contractor have of these schedule changes? If these results in additional costs will the contractor be compensated?

Response: The day of the week for lawncare may change once in a while for special activities such as graduation. Those changes will be worked out as they arise with Lee College.

Question 22

Posted: 5/9/2022

Question: Q4) Section 5.4.7 Mentions weekly mowing around buildings, the monthly schedule has 43 weekly mowings, and the price sheet lists 52 mowings. Which is the correct number?

Response: 52-mowings or weekly-mowing's are required for each year. However, during winters that task may be changed to do leaf removal, bed cleaning, etc.

Question 23

Posted: 5/9/2022

Question: Q5) Section 5.4.8 the arborist is listed for a winter and a spring/early summer visit for evaluation four are on the price

Response: We have an arborist four (4) times a year per the schedule and as needed at additional cost.

Question 24

Posted: 5/9/2022

Question: Q6) Section 5.4.9 “Leaves and debris will be removed from all areas every two months.” Then another area “provide one person five days (Monday thru Friday)blowing leaves off sidewalks and parking lots”, and the monthly schedule has twenty leaf removals listed over a six specific month period. Please explain if these are separate and cumulative and the differences. During the mandatory prebid meeting a college representative answered a question about the porter being used for leaf removal. Does this apply to a specific removal task or all tasks This infers that the porter can handle the total leaf removal. Is this correct? Does the college have an estimate of the volume or times required for leaf removal?

Response: Leaves and Debris removal is referring to leaves and fallen limbs, pine combs etc. The Lawncare contractor shall provide Lee College one person 40 hours a week to blow leaves and debris off the sidewalks and to do miscellaneous task that Lee College may request such as pull weeds, plant flowers, etc. Much of the work that is mentioned can be done by the one 40 a week person provided by the Lawncare Contractor.

Question 25

Posted: 5/9/2022

Question: Q7) the representative stated that the equipment used at the college should only be used at the college. How does the college monitor or enforce this?

Response: Equipment used at Lee College is monitored on an honor system. The idea is to not use it on other lawns and risk bringing a fungus or decease to the campus.

Question 26

Posted: 5/9/2022

Question: Q8) How many trash receptacles are to be emptied and what are the locations?

Response: We have already responded to this question. Please see the public solicitation.

Question 27

Posted: 5/9/2022

Question: Q9) In the Standard Terms and Conditions 3. “Pricing shall not increase more than 5% for the duration of the contract” Is this for the original one year periods or for all of the five years?

Response: The 5% increase is for the two (2) 1-year extensions. Any rate increase during this period requires a 90-day advanced written notice, accompanied with acceptable documentation to support such increase to be considered.

Question 28

Posted: 5/9/2022

Question: Q10) EDGAR CERTIFICATIONS: How are these to be acknowledged, signed or included in the contract? Will this be individually prior to the contract or as part of the contract? We have had to acknowledge, sign, or initial these as part of the RFP process and don’t want to overlook this in the submittal process if necessary.

Response: To acknowledge the Edgar certification, please fill out Appendix I-5. All Appendices should be submitted with your proposal.

Question 29

Posted: 5/9/2022

Question: Q8) How many trash receptacles are to be emptied and what are the locations? How much volume does the college anticipate from this activity? Who is to supply the bags and if the contractor is to supply what sizes are required?

Response: We have 25 exterior main campus trash receptacles and 6 trash receptacles at McNair Campus. The trash cans are emptied daily Monday through Friday. Lee College will provide trash bags.

Question 30

Posted: 5/9/2022

Question: What specific Tree Fungus/Disease is commonly treated?

Response: We have occasional fungus problems and they are treated as they come up.

Question 31

Posted: 5/9/2022

Question: Is the Horticultural Oil used only Crepe Myrtles?

Response: Yes.

Question 32

Posted: 5/9/2022

Question: Does the McNair campus turf program(Chemicals/Fertilizer/Core Aeration) mirror the Main Campus?

Response: Yes.

Question 33

Posted: 5/9/2022

Question: Is the irrigation currently working at the McNair Campus?

Response: Yes.

Question 34

Posted: 5/9/2022

Question: Numbers of controllers and zones for irrigation?

Response: Our irrigation plans will be provided to the awarded contractor. They will have these plans to use for reference. As items are found that need repair the $50K yearly allowance will be used to make those repairs, after it is approved by Lee College.

Question 35

Posted: 5/9/2022

Question: Any incentive for all electric equipment to be used for maintenance?

Response: At this time, Lee College does not offer an incentive for electric equipment to be used for lawn care maintenance. The College does allow the use of any/all electric equipment. In the future, the purchasing office will look into offering a range of incentives designed to promote economic development.

Question 36

Posted: 5/9/2022

Question: How many personnel does the current incumbent typically have onsite during maintenance?

Response: The number of staff members cutting the lawn and maintaining the lawncare ranges from 5-8 staff depending on how fast they plan to take on that week’s scope of work.

Question 37

Posted: 5/9/2022

Question: What is the expectation of the quarterly arborist evaluation?

Response: The Arborist evaluation will include walking the campus with Lee College Facilities Director to review status of trees, shrubs and landscape to determine what needs to be done to properly take care of these things. It will also include recommendations to cut down trees and shrubs and plant new ones as needed. The Arborist will also check for fungus, insects, pest and any other concerns.

Question 38

Posted: 5/9/2022

Question: What is the expectation of the Fountain Maintenance?

Response: The Fountain will require weekly cleaning that includes cleaning filter, clean fountain pool with net, check chlorine for proper quantity, make sure it functions properly and turned off for school holidays and breaks. Chlorine will be furnished by the college. When it breaks down they will get plumbing quotes to make repairs that get refunded by Lee College. Lee College will train the lawncare staff on how to do these items.

Question 39

Posted: 5/9/2022

Question: How does the $50k irrigation allotment work?

Response: Lee College will request repairs to irrigation lines and system for the contractor to price. Once pricing is reviewed and approved then an approval email will be issued. Lawncare will do an audit on a monthly basis and submit to Lee College for any repairs that are needed to the irrigation system.

Posted: 5/11/2022

Type of Addition: Addendum 1

Overview: Addendum one (1) includes:


  • Revisions to the pricing sheet
  • Additions to the allowance 

Deadline: 5/19/2022 2:00 PM

Solicitation #: 220519-01

Documents:

Posted: 5/19/2022

Type of Addition: In Review

Overview: Lee College would like to thank all proposers for their submissions today. This project is currently in the evaluation stage. Please allow up to 30 days for an award notice. The sign-in sheet in reference to the Conference Opening and bid tabulation is now available. See attached. Webex meeting recording: lcsolicitations's Personal Room-20220519 1859-1 Recording link: https://leecollege.webex.com/leecollege/ldr.php?RCID=1ab88ef37b237b6830f7f59856a7d7dd

Documents:

Posted: 7/11/2022

Type of Addition: Award Information

Overview: Based on a thorough review and analysis of the submitted proposals, qualifications and references; Rotolo Consultants, Inc. has been awarded this contract.

Amount: $393,987.97

Documents:

Posted: 5/9/2022

Question: 1. At the pre bid conference, contractors were required to bring a signed Appendix M form. Are the contractors required to submit that signed form with the bid? a. If so, they were not handed back to the contractors. Can the signed versions be sent to the contractors? 2. Can you please specify the number of irrigation zones for the Main Campus and the McNair Campus? 3. On the pricing page line item 13 (Mulching) it states that the contractor is to bid 200 yards, but in the specifications in section 5.4.5 it states that we are to bid 120 yards. Could you please specify which yardage the contractors are supposed to bid? 4. On the pricing page line item 10 (Core Aeration) states that we are to aerate 1 time per year, but the specification in section 5.4.5 states that we are to bid 2 aerations per year. Could you please specify? 5. In Exhibit A1 and A2 of the pricing sheet, is this for mowing only, or is the contractor to bid all scopes in exhibits A1 and A2? 6. In exhibit A3 on the pricing sheet, it has a blowing and clean up line item several different times and all with different frequencies. Could you please clarify what the expectations are for these line items? 7. Can the weekly employee, that does daily bed/property maintenance, perform other duties that fall in line with a full-time employee? 8. Does the contractor need to provide a full-time employee for the main campus only or for the McNair Campus as well? 9. Can you please specify how many fountains are on the main campus and the McNair campus? 10. Can you please clarify line-item number 30 (Soil/Water Sampling 6 zone) on exhibit A3? What is the expectation for this? 11. Can you please provide a current contract for this bid? 12. What is the expectation for the retention pond at the McNair Campus? Is the contractor supposed to mow the bottom of the retention pond every visit? 13. Can the contractor spray fence lines instead of string trimming? During the site visit it looked as if the current contractor were spraying fence lines. 14. In section 5.4.9 of the specifications state, “The vendor will provide one person five days a week to empty all waste containers and blow the leaves off the sidewalks and parking lot areas.”, but on the pricing sheet states “Daily bed/property maintenance” and asks for a separate line item for Blowing sidewalks, parking lots and remove leaves from parking lots. Could you please specify which line item the contractors are supposed to bid? The pricing sheet has a lot of double line items that will drive the bid price up. 15. Can the contract sub out an arborist, or does the contractor need to have an arborist on staff? 16. Can you provide a map for all the separate line items for Exhibit A1? This way no contractors over bid or under bid any of the locations. 17. What is the expectation for the vacant lot at the main campus? This area has a lot of gravel and can be sprayed, do you want the contractor to mow this area or spray it?

Response: We have already responded to this question. Please see the public solicitation.

Posted: 5/9/2022

Question: At the pre bid conference, contractors were required to bring a signed Appendix M form. Are the contractors required to submit that signed form with the bid? If so, they were not handed back to the contractors. Can the signed versions be sent to the contractors?

Response: The signed Appendix M (Site Waiver) will be kept on file with the purchasing office. If you require a copy, please email the purchasing office to receive your copy.

Posted: 5/9/2022

Question: Can you please specify the number of irrigation zones for the Main Campus and the McNair Campus?

Response: We have already responded to this question. Please see the public solicitation.

Posted: 5/9/2022

Question: On the pricing page line item 13 (Mulching) it states that the contractor is to bid 200 yards, but in the specifications in section 5.4.5 it states that we are to bid 120 yards. Could you please specify which yardage the contractors are supposed to bid?

Response: The pricing sheet is correct. Please bid on 200 yards.

Posted: 5/9/2022

Question: On the pricing page line item 10 (Core Aeration) states that we are to aerate 1 time per year, but the specification in section 5.4.5 states that we are to bid 2 aerations per year. Could you please specify?

Response: Please, bid twice a year aeration spring and fall.

Posted: 5/9/2022

Question: In Exhibit A1 and A2 of the pricing sheet, is this for mowing only, or is the contractor to bid all scopes in exhibits A1 and A2?

Response: Yes, A1 and A2 are for mowing. A3 includes the landscaping scope for both, the Main and McNair location.

Posted: 5/9/2022

Question: In exhibit A3 on the pricing sheet, it has a blowing and clean up line item several different times and all with different frequencies. Could you please clarify what the expectations are for these line items?

Response: One person shall be provided for five (5) eight-hour days to blow leaves and debris off sidewalks and they will do other task during the day as requested by Lee College.

Posted: 5/9/2022

Question: Can the weekly employee, that does daily bed/property maintenance, perform other duties that fall in line with a full-time employee?

Response: Yes.

Posted: 5/9/2022

Question: Does the contractor need to provide a full-time employee for the main campus only or for the McNair Campus as well?

Response: Main campus only.

Posted: 5/9/2022

Question: Can you please specify how many fountains are on the main campus and the McNair campus?

Response: One (1) on main campus.

Posted: 5/9/2022

Question: Can you please clarify line-item number 30 (Soil/Water Sampling 6 zone) on exhibit A3? What is the expectation for this?

Response: Soil samples will be required occasionally as needed. Line item #30 has been removed.

Posted: 5/9/2022

Question: Can you please provide a current contract for this bid?

Response: No previous contract will be provided. An open records request can be submitted through the Lee College’s website.

Posted: 5/9/2022

Question: What is the expectation for the retention pond at the McNair Campus? Is the contractor supposed to mow the bottom of the retention pond every visit?

Response: Mow retention pond six (6) times a year along with cleaning out the drain or pilot channels. The top of the retention pond shall be done weekly. No, just mow the retention pond six (6) times a year.

Posted: 5/9/2022

Question: Can the contractor spray fence lines instead of string trimming?

Response: Yes, the contractor can spray fence lines instead of string trimming.

Posted: 5/9/2022

Question: In section 5.4.9 of the specifications state, “The vendor will provide one person five days a week to empty all waste containers and blow the leaves off the sidewalks and parking lot areas.”, but on the pricing sheet states “Daily bed/property maintenance” and asks for a separate line item for Blowing sidewalks, parking lots and remove leaves from parking lots. Could you please specify which line item the contractors are supposed to bid? The pricing sheet has a lot of double line items that will drive the bid price up.

Response: The price sheet has been updated in addendum one (1). Thank you.

Posted: 5/9/2022

Question: Can the contract sub out an arborist, or does the contractor need to have an arborist on staff?

Response: Yes, the Arborist can be subcontracted.

Posted: 5/9/2022

Question: Can you provide a map for all the separate line items for Exhibit A1? This way no contractors over bid or under bid any of the locations.

Response: All campus areas were provided to users in the RFP.

Posted: 5/9/2022

Question: What is the expectation for the vacant lot at the main campus? This area has a lot of gravel and can be sprayed, do you want the contractor to mow this area or spray it?

Response: Currently Lee College plans to use for overflow parking and some of this area may just be sprayed and other portions may need to be mowed.

Posted: 5/9/2022

Question: Q1) in section the RFP mentions that multiple awards of contract are possible. How would the contract be divided or parsed ?

Response: Multiple lawncare contracts will not set up. However, if the Lawncare company wants to subcontract out some of its work they can do so, with prior approval from Lee College. An example of this would be having the irrigation repairs, fertilization or pest control done by another contractor.

Posted: 5/9/2022

Question: Q2) is the term expected to be three years with two one year extensions or one year with four one year extensions?

Response: For this contract, the term will be three (3) years with two (2) 1-year extensions.

Posted: 5/9/2022

Question: Q3) “The schedule may have to be adjusted for special events as requested by Lee College.” How many special events are anticipated per contract year? How much notice will contractor have of these schedule changes? If these results in additional costs will the contractor be compensated?

Response: The day of the week for lawncare may change once in a while for special activities such as graduation. Those changes will be worked out as they arise with Lee College.

Posted: 5/9/2022

Question: Q4) Section 5.4.7 Mentions weekly mowing around buildings, the monthly schedule has 43 weekly mowings, and the price sheet lists 52 mowings. Which is the correct number?

Response: 52-mowings or weekly-mowing's are required for each year. However, during winters that task may be changed to do leaf removal, bed cleaning, etc.

Posted: 5/9/2022

Question: Q5) Section 5.4.8 the arborist is listed for a winter and a spring/early summer visit for evaluation four are on the price

Response: We have an arborist four (4) times a year per the schedule and as needed at additional cost.

Posted: 5/9/2022

Question: Q6) Section 5.4.9 “Leaves and debris will be removed from all areas every two months.” Then another area “provide one person five days (Monday thru Friday)blowing leaves off sidewalks and parking lots”, and the monthly schedule has twenty leaf removals listed over a six specific month period. Please explain if these are separate and cumulative and the differences. During the mandatory prebid meeting a college representative answered a question about the porter being used for leaf removal. Does this apply to a specific removal task or all tasks This infers that the porter can handle the total leaf removal. Is this correct? Does the college have an estimate of the volume or times required for leaf removal?

Response: Leaves and Debris removal is referring to leaves and fallen limbs, pine combs etc. The Lawncare contractor shall provide Lee College one person 40 hours a week to blow leaves and debris off the sidewalks and to do miscellaneous task that Lee College may request such as pull weeds, plant flowers, etc. Much of the work that is mentioned can be done by the one 40 a week person provided by the Lawncare Contractor.

Posted: 5/9/2022

Question: Q7) the representative stated that the equipment used at the college should only be used at the college. How does the college monitor or enforce this?

Response: Equipment used at Lee College is monitored on an honor system. The idea is to not use it on other lawns and risk bringing a fungus or decease to the campus.

Posted: 5/9/2022

Question: Q8) How many trash receptacles are to be emptied and what are the locations?

Response: We have already responded to this question. Please see the public solicitation.

Posted: 5/9/2022

Question: Q9) In the Standard Terms and Conditions 3. “Pricing shall not increase more than 5% for the duration of the contract” Is this for the original one year periods or for all of the five years?

Response: The 5% increase is for the two (2) 1-year extensions. Any rate increase during this period requires a 90-day advanced written notice, accompanied with acceptable documentation to support such increase to be considered.

Posted: 5/9/2022

Question: Q10) EDGAR CERTIFICATIONS: How are these to be acknowledged, signed or included in the contract? Will this be individually prior to the contract or as part of the contract? We have had to acknowledge, sign, or initial these as part of the RFP process and don’t want to overlook this in the submittal process if necessary.

Response: To acknowledge the Edgar certification, please fill out Appendix I-5. All Appendices should be submitted with your proposal.

Posted: 5/9/2022

Question: Q8) How many trash receptacles are to be emptied and what are the locations? How much volume does the college anticipate from this activity? Who is to supply the bags and if the contractor is to supply what sizes are required?

Response: We have 25 exterior main campus trash receptacles and 6 trash receptacles at McNair Campus. The trash cans are emptied daily Monday through Friday. Lee College will provide trash bags.

Posted: 5/9/2022

Question: What specific Tree Fungus/Disease is commonly treated?

Response: We have occasional fungus problems and they are treated as they come up.

Posted: 5/9/2022

Question: Is the Horticultural Oil used only Crepe Myrtles?

Response: Yes.

Posted: 5/9/2022

Question: Does the McNair campus turf program(Chemicals/Fertilizer/Core Aeration) mirror the Main Campus?

Response: Yes.

Posted: 5/9/2022

Question: Is the irrigation currently working at the McNair Campus?

Response: Yes.

Posted: 5/9/2022

Question: Numbers of controllers and zones for irrigation?

Response: Our irrigation plans will be provided to the awarded contractor. They will have these plans to use for reference. As items are found that need repair the $50K yearly allowance will be used to make those repairs, after it is approved by Lee College.

Posted: 5/9/2022

Question: Any incentive for all electric equipment to be used for maintenance?

Response: At this time, Lee College does not offer an incentive for electric equipment to be used for lawn care maintenance. The College does allow the use of any/all electric equipment. In the future, the purchasing office will look into offering a range of incentives designed to promote economic development.

Posted: 5/9/2022

Question: How many personnel does the current incumbent typically have onsite during maintenance?

Response: The number of staff members cutting the lawn and maintaining the lawncare ranges from 5-8 staff depending on how fast they plan to take on that week’s scope of work.

Posted: 5/9/2022

Question: What is the expectation of the quarterly arborist evaluation?

Response: The Arborist evaluation will include walking the campus with Lee College Facilities Director to review status of trees, shrubs and landscape to determine what needs to be done to properly take care of these things. It will also include recommendations to cut down trees and shrubs and plant new ones as needed. The Arborist will also check for fungus, insects, pest and any other concerns.

Posted: 5/9/2022

Question: What is the expectation of the Fountain Maintenance?

Response: The Fountain will require weekly cleaning that includes cleaning filter, clean fountain pool with net, check chlorine for proper quantity, make sure it functions properly and turned off for school holidays and breaks. Chlorine will be furnished by the college. When it breaks down they will get plumbing quotes to make repairs that get refunded by Lee College. Lee College will train the lawncare staff on how to do these items.

Posted: 5/9/2022

Question: How does the $50k irrigation allotment work?

Response: Lee College will request repairs to irrigation lines and system for the contractor to price. Once pricing is reviewed and approved then an approval email will be issued. Lawncare will do an audit on a monthly basis and submit to Lee College for any repairs that are needed to the irrigation system.