Okaloosa County Sealed Solicitation
Title: Groundskeeping Services for Facilities and Parks Maintenance
Deadline: 9/11/2024 3:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Awarded
Solicitation Number: ITQ FM 73-24
Description: Groundskeeping Services for Facilities and Parks Maintenance
ITQ FM 73-24
SCOPE OF SERVICES:
The scope of services for this Invitation to Quote (ITQ) should include the labor, equipment, and material. Vendors are encouraged to quote on the complete project or partial project depending on the abilities/capacity of their company. The services should be quoted for routine mowing, edging, and trimming of the landscape for the listed locations per month. The frequency of services will change per site and should be quoted accordingly on Response Document #16: Bid Response Sheet.
Every month the following services must be completed described on Response Document #16: Bid Response Sheet:
1. Mowing. Lawn/Grass will be mowed on a scheduled basis, with mowing intervals not exceeding thirty (30) calendar days unless otherwise specified in the schedule of activities. Clippings shall be either vacuumed or blown off walks, roadways and curbs. All turf is to be mowed at intervals as required by growth rate to maintain a manicured appearance. At no time shall weeds be allowed to mature to seed. Fences shall be kept clear of vines and other growth.
• Pruning/weeding of flowers/groundcover/shrubs/ornamental grasses shall occur with each mow.
2. Edging. The Contractor shall edge walks, patios and parking areas, etc., by mechanical means once per month during the growing season. Streets and roadways shall be mechanically edged quarterly to maintain a clean, neat appearance. All debris shall be swept, vacuumed or blown off walkways, curbs and other hard surfaces.
3. Rubbish Disposal. Disposal of debris removed from the site, such as grass clippings, pruning clippings, trash, etc., will be done in the most economical way; costs of which are to be specifically included in this agreement. Contactor will dispose of all debris in accordance with Federal, State and County laws. Contractor is encouraged to shred clean debris, generated on site, for mulch to be utilized on site, to reduce disposal costs.
4. Dormant Months. Deep pruning shall be performed once a year during the dormant months to maintain proper proportions, promote interior growth, and an aesthetically pleasing appearance
(once plants begin to "shatter" or fall apart, approximately January). Removal of up to 50% of the height and foliage of plants shall take place. All ornamental grasses shall be pruned to an approximate 12 to 18-inch height removing previous year's growth and drying and declining foliage.
5. Invoice Requirements:
Invoicing must include:
1) Name and address of Contractor
2) Invoice date
3) Invoice #
4) Contract # and location
5) Name and address of official to whom payment is to be sent
1 Dorcas Fire Station 4418 Poverty Creek Rd Crestview, FL FM Entire footprint, including parking area and building perimeter. April - September (Twice a Month) October - March (Once a Month)
2 Dorcas Fire Station 5232 Deer Springs Rd, Crestview, FL FM Entire footprint, including parking area and building perimeter. April - September (Twice a Month) October - March (Once a Month)
3 Okaloosa County North Property 5929 Broken D Lane, Crestview, FL FM Entire footprint, surrounding house (3 acres) April - September (Twice a Month) October - March (Once a Month)
4 Beasley Park 1550 Miracle Strip Pkwy, Fort Walton Beach TDD Entire parking area April - September (Twice a Month) October - March (Once a Month)
5 Welcome Center 1540 Miracle Strip Pkwy, Fort Walton Beach TDD Entire footprint, including parking area and building perimeter. April - September (Twice a Month) October - March (Once a Month)
6 Sound Side 9th Beach Freeway 1329 Miracle Strip Pkwy, Fort Walton Beach TDD Entranceway, western & northern green areas, 9 western parking spaces April - September (Twice a Month) October - March (Once a Month)
7 Destin-Fort Walton Beach Convention Center 1250 Miracle Strip Pkwy, Fort Walton Beach TDD Entire footprint, including parking area and building perimeter. April - September (Twice a Month) October - March (Once a Month)
8 Marler Park 1275 Santa Rosa Blvd, Fort Walton Beach TDD Entire park footprint, including northern pond, parking areas. Fenced play area to be mowed extra short. April - September (Twice a Month) October - March (Once a Month)
9 Santa Rosa Blvd Santa Rosa Blvd, Okaloosa Island TDD medians and rights-of-way; Medians; extending eastward from intersection to Marler Park, including roundabouts. April - September (Twice a Month) October - March (Once a Month)
10 Shalimar Gateway W. Eglin Pkwy, Shalimar TDD Rights of way on northbound and southbound lanes of Hwy 85 in Shalimar; approx. 65,000 sqft April - September (Twice a Month) October - March (Once a Month)
11 Destin Gateway Emerald Coast Pkwy, Destin TDD Rights of way on northbound and southbound lanes of Mid Bay Bridge Road in Destin April - September (Twice a Month) October - March (Once a Month)
12 Mary Esther Gateway W. Miracle Strip Pkwy, Mary Esther TDD Rights of way on eastbound and westbound lanes of Hwy 98 in Mary Esther April - September (Twice a Month) October - March (Once a Month)
The term of the Agreement shall begin when all parties have signed, and shall continue for one (1) year.
The Agreement may be renewed upon mutual written agreement of the parties up to four (4), one (1) year renewals.
INSURANCE REQUIREMENTS
Insurance Requirements are found in Attachment “B” of the Draft Agreement furnished with this Invitation to Quote (ITQ). Respondents should review these requirements prior to submitting a proposal.
Documents:
| Documents as of 8/15/2024 |
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Addition 1
Posted: 9/4/2024
Type of Addition: Addendum 1
Overview: ADDENDUM 1
September 4, 2024
ITQ FM 73-24
Groundskeeping Services for Facilities and Parks Maintenance
Please find the attached document and information below, for the above referenced Addendum 1. This Addendum is hereby made a part of the Contract Documents and Specifications of the above referenced project. All other requirements of the original Contract Documents and Specifications shall remain effective in their respective order.
The purpose of Addendum 1 is to address vendor questions submitted prior to the last day for questions date.
I. Questions / Answers
See Next Page Attachment “A”
III. Attachment “B” is the maps requested in Question #5.
The solicitation opening date remains September 11, 2024 at 3:00 p.m. (CST).
Deadline: 9/11/2024 3:00 PM
Solicitation #: ITQ FM 73-24
Documents:
Addition 2
Posted: 9/5/2024
Type of Addition: Addendum 2
Overview: ADDENDUM 2
September 5, 2024
ITQ FM 73-24
Groundskeeping Services for Facilities and Parks Maintenance
Please find the attached document and information below, for the above referenced Addendum 2.
This Addendum is hereby made a part of the Contract Documents and Specifications of the above referenced project. All other requirements of the original Contract Documents and Specifications shall remain effective in their respective order.
The purpose of Addendum 2 is to update the original Scope of Services.
I. The following will be added to the Scope of Services on the ITQ FM 73-24.
Trees. Tree surgery, major tree pruning, spraying of trees for insects or disease and tree removal will be done at the expense of the county. Such work will not be undertaken without the approval of the County. Pruning of trees will only be done to a height reachable for the ground. Pruning shall also include cutting back of old growth vegetation. Trimming of small trees and hedges/bushes to be completed twice annually. Landscape trees shall be fertilized twice annually with a slow release fertilizer. The fertilization of pine trees and original site trees is excluded from this contract. If fertilization is required, it shall be on a negotiated basis.
Special attention will be given to shrubs and trees that pose a potential for damage to siding, trim and rooflines due to proximity or overcrowding. Pruning shall provide safe clearance from the buildings and access to utility meters.
Irrigation. Any damage done by Contractor’s maintenance operations will be repaired at not cost to the County, and inspected by the county after completion. Major system repairs shall be done with County concurrence and approval.
Erosion Control. The Contractor shall take all measures necessary to control erosion caused by rainfall or other conditions and notify the County of such areas.
The solicitation opening date remains September 11, 2024 at 3:00 p.m. (CST).
Deadline: 9/11/2024 3:00 PM
Solicitation #: ITQ FM 73-24
Documents:
Addition 3
Posted: 10/11/2024
Type of Addition: Award Information
Documents:
Question 1
Posted: 8/26/2024
Question: Please provide a copy of the current contract.
Response: There is not a current contract.
Question 2
Posted: 8/26/2024
Question: Please provide the previous bid tab.
Response: There is not a previous bid tab.
Question 3
Posted: 8/26/2024
Question: Mechanical edging is generally done in conjunction with regularly scheduled mowing services. However, quarterly visits for edging are requested. Should this be done quarterly or with every mowing visit?
Response: Done with every mowing visit.
Question 4
Posted: 8/26/2024
Question: For roadway mowing, please indicate the width out from the edge of roadway or curb that mowing should be performed.
Response: 6’ out from the edge of roadway or curb that mowing should be performed.
Question 5
Posted: 8/26/2024
Question: Please provide maps for all locations to receive maintenance.
Response: See Attachment “B” of Addendum 1.
Question 6
Posted: 8/26/2024
Question: Will price escalations be allowed between each of the 4 renewal years?
Response: The amount will be agreed upon the renewal dates.
Question 7
Posted: 8/26/2024
Question: Will a location be provided for on-site rubbish disposal? If so, please provide this location.
Response: No. Disposal of debris (grass clippings, pruning clippings, trash, etc.) should be removed from the site and disposed of in accordance with Federal, State and County laws.
Question 8
Posted: 8/26/2024
Question: Please confirm that the "Dormant Months" will fall from October to March of each year.
Response: Dormant months will fall from October thru March of each year.
Question 9
Posted: 8/26/2024
Question: Please indicate all licenses to be provided beyond the state contractor's license for the state of Florida.
Response: The vendor must meet all of the required certifications specified in the Invitation to Quote (Example - contractor meets the County’s requirements for Sunbiz, Insurance coverage, etc.). No other licenses are required.
Question 10
Posted: 8/26/2024
Question: Please provide the factors to be used when considering identical tie quotes.
Response: See the “Revised Response Document” attached. See SECTION 25- IDENTICAL (TIE) PROCUREMENT RESPONSES of the Purchasing Manual on the Purchasing Website, https://myokaloosa.com/purchasing/home.
Posted: 9/4/2024
Type of Addition: Addendum 1
Overview: ADDENDUM 1
September 4, 2024
ITQ FM 73-24
Groundskeeping Services for Facilities and Parks Maintenance
Please find the attached document and information below, for the above referenced Addendum 1. This Addendum is hereby made a part of the Contract Documents and Specifications of the above referenced project. All other requirements of the original Contract Documents and Specifications shall remain effective in their respective order.
The purpose of Addendum 1 is to address vendor questions submitted prior to the last day for questions date.
I. Questions / Answers
See Next Page Attachment “A”
III. Attachment “B” is the maps requested in Question #5.
The solicitation opening date remains September 11, 2024 at 3:00 p.m. (CST).
Deadline: 9/11/2024 3:00 PM
Solicitation #: ITQ FM 73-24
Documents:
Posted: 9/5/2024
Type of Addition: Addendum 2
Overview: ADDENDUM 2
September 5, 2024
ITQ FM 73-24
Groundskeeping Services for Facilities and Parks Maintenance
Please find the attached document and information below, for the above referenced Addendum 2.
This Addendum is hereby made a part of the Contract Documents and Specifications of the above referenced project. All other requirements of the original Contract Documents and Specifications shall remain effective in their respective order.
The purpose of Addendum 2 is to update the original Scope of Services.
I. The following will be added to the Scope of Services on the ITQ FM 73-24.
Trees. Tree surgery, major tree pruning, spraying of trees for insects or disease and tree removal will be done at the expense of the county. Such work will not be undertaken without the approval of the County. Pruning of trees will only be done to a height reachable for the ground. Pruning shall also include cutting back of old growth vegetation. Trimming of small trees and hedges/bushes to be completed twice annually. Landscape trees shall be fertilized twice annually with a slow release fertilizer. The fertilization of pine trees and original site trees is excluded from this contract. If fertilization is required, it shall be on a negotiated basis.
Special attention will be given to shrubs and trees that pose a potential for damage to siding, trim and rooflines due to proximity or overcrowding. Pruning shall provide safe clearance from the buildings and access to utility meters.
Irrigation. Any damage done by Contractor’s maintenance operations will be repaired at not cost to the County, and inspected by the county after completion. Major system repairs shall be done with County concurrence and approval.
Erosion Control. The Contractor shall take all measures necessary to control erosion caused by rainfall or other conditions and notify the County of such areas.
The solicitation opening date remains September 11, 2024 at 3:00 p.m. (CST).
Deadline: 9/11/2024 3:00 PM
Solicitation #: ITQ FM 73-24
Documents:
Posted: 8/26/2024
Question: Please provide a copy of the current contract.
Response: There is not a current contract.
Posted: 8/26/2024
Question: Please provide the previous bid tab.
Response: There is not a previous bid tab.
Posted: 8/26/2024
Question: Mechanical edging is generally done in conjunction with regularly scheduled mowing services. However, quarterly visits for edging are requested. Should this be done quarterly or with every mowing visit?
Response: Done with every mowing visit.
Posted: 8/26/2024
Question: For roadway mowing, please indicate the width out from the edge of roadway or curb that mowing should be performed.
Response: 6’ out from the edge of roadway or curb that mowing should be performed.
Posted: 8/26/2024
Question: Please provide maps for all locations to receive maintenance.
Response: See Attachment “B” of Addendum 1.
Posted: 8/26/2024
Question: Will price escalations be allowed between each of the 4 renewal years?
Response: The amount will be agreed upon the renewal dates.
Posted: 8/26/2024
Question: Will a location be provided for on-site rubbish disposal? If so, please provide this location.
Response: No. Disposal of debris (grass clippings, pruning clippings, trash, etc.) should be removed from the site and disposed of in accordance with Federal, State and County laws.
Posted: 8/26/2024
Question: Please confirm that the "Dormant Months" will fall from October to March of each year.
Response: Dormant months will fall from October thru March of each year.
Posted: 8/26/2024
Question: Please indicate all licenses to be provided beyond the state contractor's license for the state of Florida.
Response: The vendor must meet all of the required certifications specified in the Invitation to Quote (Example - contractor meets the County’s requirements for Sunbiz, Insurance coverage, etc.). No other licenses are required.
Posted: 8/26/2024
Question: Please provide the factors to be used when considering identical tie quotes.
Response: See the “Revised Response Document” attached. See SECTION 25- IDENTICAL (TIE) PROCUREMENT RESPONSES of the Purchasing Manual on the Purchasing Website, https://myokaloosa.com/purchasing/home.