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Home My WebLink AboutCountry Bill's Lawn Maintenance, Inc. Certification of Contract 9000-/{;;79J- C70- 1/6)0 ~ MIAMI BEACH CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: LANDSCAPE MAINTENANCE FOR ALL GREEN AREAS ASSOCIATED WITH CITYWIDE PARKING LOTS AND GARAGES CONTRACT NO.: 20-05/06 EFFECTIVE DATE(S): Three (3) years from date of execution of this Contract with three (3) additional one (1) year renewal options SUPERSEDES: N/A CONTRACTOR(S): Country Bill's Lawn Maintenance, Inc. A. AUTHORITY - Upon affirmative action taken by the City Commission and City Clerk of the City of Miami Beach, Florida, on September 6,2006, this Contract has been approved for award and execution by the City of Miami Beach Florida and Country Bill's Lawn Maintenance, Inc. B. EFFECT - This Contract was entered into to provide Landscape maintenance for all green areas associated with Citywide parking lots and garages, on an as needed basis. Therefore, all required services shall be made under the terms, prices and conditions of this Contract, Request for Proposals (RFP) No. 20-05/06, all addenda thereto, and CONTRACTOR'S proposal in response thereto. C. ORDERING INSTRUCTIONS - All standing orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All Standing Orders shall reference the City of Miami Beach Contract Number (20- 05/06). D. CONTRACTOR PERFORMANCE - City of Miami Beach Greenspace Management shall report any vendor failure to perform according to the requirements of this Contract to the Procurement Director 305-673-7490. E. INSURANCE CERTIFICATE(S) - CONTRACTOR shall file Insurance Certificates, as required, and they must be signed by a Registered Insurance Agent licensed in the State of Florida and approved by the City of Miami Beach Risk Manager. F. ASSIGNMENT AND PERFORMANCE - Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by either party. Page 2 Certification of Contract In addition, CONTRACTOR shall not subcontract any portion of the work required by this Contract. CONTRACTOR represents that all persons delivering the services required by this Contract have the knowledge and skills, by either training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and services set forth in the Scope of Work and to provide and perform such services to CITY's satisfaction for the agreed compensation. CONTRACTOR shall perform its duties, obligations, and services under this Contract in a skillful and respectable manner. The quality of CONTRACTOR's performance and all interim and final product(s) provided to or on behalf of CITY shall be comparable to the best local and national standards. G. SERVICE EXCELLENCE STANDARDS - Excellent Customer Service is the standard of the City of Miami Beach. As a contract employee of the CITY, CONTRACTOR'S employees will be required to conduct themselves in a professional, courteous and ethical manner at all times and adhere to the City's Service Excellence standards. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES - In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor, consultant or other provider, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to the CITY, may not submit a bid on a contract with the CITY for the construction or repair of a public building or public work, may not submit bids on leases of real property to the CITY, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the CITY, and may not transact any business with the CITY in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the CITY purchase and may result in Contractor debarment. I. INDEPENDENT CONTRACTOR - CONTRACTOR is an independent contractor under this Contract. Services provided by CONTRACTOR pursuant to this Contract shall be subject to the supervision of CONTRACTOR. In providing such services, neither CONTRACTOR nor its agents shall act as officers, employees, or agents of the CITY. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIRD PARTY BENEFICIARIES Neither CONTRACTOR nor CITY intends to directly or substantially benefit a third party by this Contract. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no third party shall be entitled to assert a claim against either of them based upon this Contract. The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract. 2 Page 3 Certification of Contract K. NOTICES - Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand-delivery with a request for a written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For CITY: Procurement Division 1700 Convention Center Drive Miami Beach. Florida 33139 Attn: Gus Lopez. Procurement Director With copies to: City of Miami Beach Parks and Recreation Department Attn: Kevin Smith Parks and Recreation Director 2100 Washine:ton Avenue Miami. Florida 33139 For CONTRACTOR: Country Bill's Landscape Maintenance. Inc. Attn: John W. Allred. Junior 13363 NE 16tb Avenue North Miami. Florida 33161 L. MATERIALITY AND WAIVER OF BREACH - CITY and CONTRACTOR agree that each requirement, duty, and obligation set forth in this Contract, and the documents incorporated hereto is substantial and important to the formation of this Contract and, therefore, is a material term hereof. CITY's failure to enforce any provision of this Contract shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M. SEVERANCE - In the event a portion of this Contract is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless CITY or CONTRACTOR elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final. 3 Page 4 Certification of Contract N. APPLICABLE LAW AND VENUE - This Contract shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Contract, CONTRACTOR and CITY hereby expressly waive any rights either party may have to a trial by jury of any civil litigation related to, or arising out of the Contract. CONTRACTOR shall specifically bind all subcontractors to the provisions of this Contract. O. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein shall be effective unless contained in a written document executed by the CITY and CONTRACTOR. P. All documents shall be executed satisfactorily to the CITY and until Insurance Certificates have been filed and approved, this Contract shall not be effective. Q. The Contract Documents which comprise the entire Agreement between CITY and CONTRACTOR are attached to this Contract and made a part hereof, and consist of 1.) this Certification of Contract; 2.) the City's RFP and any and all addenda thereto; and 3.) CONTRACTOR'S proposal in response thereto. 4 Page 5 Certification of Contract CERTIFICATION OF CONTRACT J j'+- THIS CONTRACT made this day of ND\ll'""be r 20~, A.D. between the CITY OF MIAMI BEACH, a Florida municipal corporation, hereinafter referred to as CITY, which term shall include its successors and assigns, and Country Bill's Landscape Maintenance. Inc. Attn: John W. Allred. Junior 13363 NE 16tb Avenue North Miami. Florida 33161. hereinafter referred to as CONTRACTOR. Estimated Annual Contract Amount: $258.981.00. IN WITNESS WHEREOF the said CITY has caused this Certification of Contract to be signed by the Mayor of the City of Miami Beach, Florida and its corporate seal to be affixed, attested by the City Clerk of the City of Miami Beach and the said CONTRACTOR has caused this Contract to be signed it its name. (Seal) Mayor David Dermer CONTRACTOR ~~ ~ () ( President "'S ()~ "- ~ Al\r e ~ jr Print Name IlCt. f~ City Clerk Robert Parcher ATTEST: Secretary I' )'//0" Date Print Name F:\PURC\$ALL \JOHN\Contracts\Landscapeparkinglotsgaragesterm contract agreement. doc 5 , -- -.------..- ~ CERTIFICATE OF L'ABILITYINSURANCE OP 10 D~ DATE (MM/DDIYYYY) AC~RD_ COUBI01 10/25/06 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Gatew?y Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE surety Corp HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 2430 w. Oakland Park Blvd. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Ft. Lauderdale FL 33311 Phone: 954-735-5500 Fax: 954-735-2852 INSURERS AFFORDING COVERAGE NAIC# - INSURED INSURER A- Mid-Continent Casualty Co. . INSURER B: Country Billl's Lawn INSURER C Maintenance Inc. 13363 N.E. i6 Avenue INSURER 0: North Miami FL 33161 INSURER E. THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR iNSR[ TYPE OF INSURANCE POLICY NUMBER ~~';!~'iMM/DD~It: I P8k~E MM/DDIYYI LIMITS ~NERAL LIABILITY EACH OCCURRENCE $1,000,000 A X COMMERCIAL GENERAL LIABILITY 04GLOO0646897 06/15/06 06/15/07 ~~ISEs (Ea occurence) ~10~,_ Q.,O_L_ I CLAIMS MADE ~ OCCUR I ---- MED EXP (Anyone person) $ EXCL f--- PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $2,000,000 f--- GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 Iil POLICY n ~r8i n LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT I-- $ ANY AUTO ~ (Ea accident) I-- c--- ALL OWNED AUTOS ~ BODILY INJURY (Per person) $ SCHEDULED AUTOS - - HIRED AUTOS tj/J t BODILY INJURY ~/1J/3 (Per accident) $ NON-OWNED AUTOS - - PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ R ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ OESSlUMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR 0 CLAIMS MADE AGGREGATE $ $ R DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND I T~~/(I~H'S I IOJ~- EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ -' , OFFICER/MEMBER EXCLUDED? E:.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $ SPECIAL PROVISIONS below OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS Re: Contract #RFP 20-05/06 (3yr contract, city wide parking lots & garages) . Ci ty of Miami Beach is additional insured as respects general liability as required by written contract. CERTIFICATE HOLDER COVERAGES CITY OF MIAMI BEACH ATTN: JOHN ELLIS 1700 CONVENTION CENTER DRIVE MIAMI BEACH FL 33139 CANCELLATION CITMI 0 6 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZ P @ACORD CORPORATION 1988, ACORD 25 (2001/08) -- -~-~-- A CDRD_ CERTIFICATE OF L'ABILITYINSURANCE OP 10 D~ DATE (MM/DDIYYYY) COUBI01 10/25/06 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Gatew?y Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Surety Corp HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 2430 W. Oakland Park Blvd. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Ft. Lauderdale FL 33311 Phone: 954-735-5500 Fax: 954-735-2852 INSURERS AFFORDING COVERAGE NAIC# - INSURED INSURER A' Mid-Continent Casualtv Co. INSURER B: Country Billl's Lqwn INSURER C Maintenance Inc. 13363 N.E. 16 Avenue INSURER 0: North Miami FL 33161 INSURER E' COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR NSR TYPE OF INSURANCE POLICY NUMBER DATE IMM/DDrl:..E P8kWtIMM/DDIYYI' LIMITS GENERAL LIABILITY EACH OCCURRENCE 51,000,000 I--- ~ A X COMMERCIAL GENERAL LIABILITY 04GLOO0646897 06/15/06 06/15/07 PREMISES (Ea occuren~.L__ ~10~( Q..(),L_ I CLAIMS MADE ~ OCCUR , MED EXP (Anyone person) 5 EXCL PERSONAL & ADV INJURY 51,000,000 - GENERAL AGGREGATE 52,000,000 - GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COM~OPAGG 52,000,000 Xl POLICY n ~r8i n LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT - (Ea accident) 5 ANY AUTO h~ - ~ ALL OWNED AUTOS BODILY INJURY - 5 SCHEDULED AUTOS (Per person) - HIRED AUTOS tjPt BODILY INJURY - (Per accident) 5 NON-OWNED AUTOS - PROPERTY DAMAGE - (Per accident) 5 GARAGE LIABILITY AUTO ONLY - EA ACCIDENT 5 ==i ANY AUTO OTHER THAN EA ACC 5 . AUTO ONLY: AGG 5 EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE 5 ::J OCCUR o CLAIMS MADE AGGREGATE 5 5 R DEDUCTIBLE 5 RETENTION 5 $ WORKERS COMPENSATION AND IT~~YS~~T,Ys I /uER- EMPLOYERS' LIABILITY ~~ACH ACCIDENT 5 ANY PROPRIETOR/PARTNER/EXECUTIVE , OFFICER/MEMBER EXCLUDED? . EL DISEASE - EA EMPLOYEE 5 If yes, describe under E.L DISEASE - POLICY LIMIT 5 SPECIAL PROVISIONS below OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS Re: Contract #RFP 20-05/06 (3yr contract, city wide parking lots & garages) . City of Miami Beach is additional insured as respects general liability as required by written contract. CITY OF MIAMI BEACH ATTN: JOHN ELLIS 1700 CONVENTION CENTER DRIVE MIAMI BEACH FL 33139 CANCELLATION CITMI06 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLI~ATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZ P @ACORDCORPORATION 1988 CERTIFICATE HOLDER ACORD 25 (2001/08) CERTIFICATE OF INSURANCE ~ Allstatee I:8JALLST A TE INS'U~NCf!I OOMP ANY DALLST ATE INDEMNITY COMPANY DALLST A TE TEXAS LLOYD'S THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. CERTIFICATE HOLDER NAMED INSURED Name and Address of PartY to Whom this Certificate is Issued Name and Address of Insured City Wide Parking Lots and Garages & Complete Turf Mowing Country Bill's Lawn. Services. Contracts RFP20-05/06 and RFP21-05/06 13363 NE 16th Ave North Miami, FL 33161 Additional Insured: ~b City of Miami Beach Florida. Attn. John Ellis. Assistant Procurement Director. 1700 Convention Center Drive City of Miami Beach, FL 33139 This is to certify that policies of insurance listed below have been Issued to the Insured named above subject to the eXpiration date indicated below, notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate may be issued or may pertain. The insurance afforded by the policies described herein is subject to all the terms, exclusions, and conditions of such policies. TYPE OF INSURANCE AND LIMITS Policy Effective Expiration COMMERCIAL GENERAL LIABILITY Number Date Date Limit Amount GENERAL AGGREGATE LIMIT (Other than Products - Completed Operations) $ PRODUCTS - COMPLETED OPERATIONS AGGREGATE LIMIT $ PERSONAL AND ADVERTISING INJURY LIMIT $ EACH OCCURRENCE LIMIT $ PHYSICAL DAMAGE LIMIT $ ANY ONE LOSS MEDICAL EXPENSE LIMIT $ ANY ONE PERSON WORKERS' COMPENSATION & Policy Effective Expiration EMPLOYERS' LIABILITY Number Date Date Coverage Limits WORKERS' COMPENSATION STATUTORY - aDDlies on Iv in the followiria states: EMPLOYERS' BODILY INJURY BY ACCIDENT $ EACH ACCIDENT LIABILITY BODILY INJURY BY DISEASE $ EACH EMPLOYEE BODILY INJURY BY DISEASE $ POLICY LIMIT AUTOMOBILE LIABILITY Policy Effective Expiration Number 649854527 Date 0717/2006 Date 07/15/2007 Coveraae Basis Limits ANY AUTO ~ OWNED AUTOS 181 HIRED AUTOS Combined Single Limit of Liability BODILY INJURY & PROPERTY DAMAGE I $ 1,000,000 I EACH ACCIDENT ~ ~PECIFIED AUTOS o NON-OWNED AUTOS SDlit Llabilitv Limits Bodily Injury Property Damage Each o OWNED PRIVATE PASSENGER AUTOS $ PERSON o OWNED AUTOS OTHER THAN PRIVATE PASSENGER $ $ ACCIDENT UMBRELLA LIABILITY Policy Effective Expiration Number Date Date EACH OCCURRENCE I GENERAL AGGREGATE I PRODUCTS - COMPLETED OPERATIONS AGGREGATE $ I $ 1$ OTHER (Show Policy Effective Expiration tyDe of PolicY) Number Date Date Collision Oed $500, Comprehensive Oed $500 DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/RESTRICTIONS/SPECIAL ITEMS Added 2 vans: 2006 Sprinters, vin numbers WDOPD14486592869 & WDOPD644165922430. Number of days notice 45 g:ll~1 --- 10/19/2006 ~ - Authorized Representative Date Should any of the above described policies be cancelled before the expiration date, the issuing company will endeavor to mail within the number of days entered above, written notice to the certificate holder named above, But failure to mail such notice shall impose no obligation or liability of any kind upon the comDanv, its aaents or reDresentatives. Agent. BIll Weller, Vlctona Park Insurance 922 N Federal Hwy, Ft Lauderdale, FL 33304 (954) 761-1499/Fax (954) 761-1588 U 10523-2 R2853- 1 m ~ REQUEST FOR PROPOSALS LANDSCAPE MAINTENANCE AND LITTER CONTROL SERVICES FOR ALL GREEN AREAS ASSOCIATED WITH CITYWIDE PARKING LOTS AND GARAGES RFP # 20-05/06 BID OPENING: MAY 25,2006 AT 3:00 P.M. Gu!. lopez, CPPO, Procurement Director PROCUREMENT DIVISION 1700 Convention Center Drive, Miami Beach, Fl33139 www.miomibeachfl.gov Fo \PURC\$All \JOHN\RFP\RFP2()'()5.06.Po,kloglol,.doc MIAMIBEACH C:A pr April 17, 2006 City of Miami Beach RFP No: 2Q.05f06 10f59 COMMI~~ION II t:M ~UMMARY '. '" .... ~ Condensed Title: Accept the City Manager's Recommendation Pertaining to the Ranking of Contractors Pursuant to Request For Proposals No.20-05l06, for Landscape Maintenance for all Green Areas Associated with Citywide Parking Lots end Garages; Authorizing the Administration to Enter Into Negotiations with the Top-ranked Contractor of Country Bill's Lawn Maintenance, Inc. and Should Negotiations be Unsuccessful, Authorize Negotiations with the Second Ranked Contractor Everglades Environmental; and Authorizing the Mayor and City Clerk to Execute an Agreement Upon Conclusion of Successful Neaotiations. Ke Intended Outcome Su orted: To Maintain and Enhance the Cleanliness Levels throughout the Community. Issue: Shall the City Commission approve the City Manager's recommendation to accept the ranking of contractors authorize ne otlations and authorize execution of a reements? Item Summa IRecommendatlon: On April 11 2006, the Mayor and City Commission authorized the issuance of Request for Proposals (RFP) No. 20-05106, to obtain services of one or two firms under the "Best Value" Procurement process. with the experience and qualifications; the ability; capabUity, and capacity; and proven past successful performance in providing high quality landscape maintenance services for all green areas associated with the City's (61) Parking Lots end (5) Garages. RFP No. 20-05106 was issued on April 17, 2006 with an opening date of May 25,2006. A pre-proposal submission meeting to provide Information to prospective contractors was held on May 3, 2006. BldNet Issued bid notices to thlrty-nine (39) prospective proposers, and the Procurement Division notified an additional ten (10) firms resulting In six (6) proposers requesting the RFP document, which resulted in the receipt of (3) proposals. . Country Bill's Lawn Maintenance, Inc. ("Country Bill'S.) . Everglades Environmental Care, Inc.rEverglades") . Superior landscaping & Lawn Service, Inc. ("Superior") The City Manager via Letter to Commission (LTC) No. 168-2006. appointed an Evaluation Committee ("the Committee") that convened on July 17, 2006 to listen to presentations, from the 3 contractors, which was foUowed by a Q&A session. The committee unanimously recommended Country Bill's as the top-ranked contractor. This recommendation will realign the management! maintenance of the parking lots landscaping managed by the Parking Department to the Green Space Management Division and the litter control services to the Sanitation Division. This action Is In support of the Administration's goal to consolidate like services to the a ro riate D rtment. Advisory Board Recommendation: IN/A Financial Information: Source of Amount Account Approved Funds: 1 $258.981 ~Iy 480-0463-000312 I I 2 OBPI Total $258,981 ...., Financial Impact Summary: ent Director Anlstant City Manager KS JM T:\A MFP-~ LandscapeMalntenanoePartdngLots - Sunvnary.doc C9 MIAMIBEACH 239 AGENDA ITEM C 70 DATE 9~.-(H;' G MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeachfl.gov COMMISSION MEMORANDUM TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager F-<- ~~ DATE: September 6, 2006 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE C OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 20- 06106, FOR LANDSCAPE MAINTENANCE SERVICES FOR ALL GREEN AREAS ASSOCIATED WITH (61) CITYWIDE PARKING LOTS AND (&) GARAGES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED CONTRACTOR OF COUNTRY BILL'S LAWN MAINTENANCE, INC. AND SHOULD NEGOTIATIONS BE UNSUCCESFUL, AUTHORIZE NEGOTIATIONS WITH THE SECOND- RANKED CONTRACTOR OF EVERGLADES ENVIRONMENTAL CARE, INC.; AND FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS. ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING $258,981 ANALYSIS Funds are available from the Budget Account Number 480-0463-000312. The City of Miami Beach requires the services from licensed and high performing contractors with strong professional qualifications in providing high quality landscape maintenance services. Pursuant to the City Key Intended Outcome to Maintain and Enhance the Cleanliness Levels throughout the Community, the City's Parks and Recreation Department's Greenspace Management Division and Parking Department is in need of a "Best Value" solution. The work consists of furnishing all labor, machinery, tools, means of transportation, supplies, equipment, materials, services and incidentals necessary to provide complete landscape maintenance as specified in the bid/contract documents. Full Litter Control Services was listed as an Add Alternate to the basic scope of work. The Administration has determined, based on the analysis of pricing information, that it is in the City's best interest for the Sanitation Department to provide litter control services. 240 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 2 The work shall include but not be limited to, litter retrieval and waste disposal prior to mowing, mowing, trimming/edging, landscape maintenanceJweed control, herbicide/insecticide application, turf management, irrigation system operation maintenance/repair, palm and tree pruning, replacement of plants as required, and traffic control. Proposed cost which will be negotiated will include all labor, equipment and materials needed to perform those duties set forth in the specified scope of work. This action will realign the management! maintenance of the parking lots landscaping managed by the Parking Department to the Green Space Management Division and the litter control services to the Sanitation Division. This is in support of the Administration's goal to consolidate like services to the appropriate Department. SCOPE OF WORK 30 Full Service Visits Annual Schedule - Schedule 30 service visits annually according to the following: Schedule service for the second week of January and February, the third week of March; the second and fourth weeks of April (these biweekly visits should occur no closer than ten (10) and no further than seventeen (17) calendar days apart); the first, third and fifth weeks May; and weekly during the months of June, July August and September (these weekly visits should occur no closer than six (6) and no further than ten (10) calendar days apart); biweekly for the months of October and November and one visit the third week of December. 37 Full Service Visits Annual Schedule - Schedule 37 service visits annually according to the following: Schedule service for the third week of January and February; The first and third weeks of March (these biweekly visits should occur no closer than ten (10) and no further than seventeen (17) calendar days apart); The second, third and fourth weeks of April; Weekly during the months of May June, July, August, September and October (these weekly visits should occur no closer than six (6) and no further than ten (10) calendar days apart); The first and third weeks of November and the second and fourth week of December. All work is to be completed in a continuous manner. That is all mowing, edging, weed control, trimming etc. shall be completed before leaving the job site Standard and frequencies may be modified from time to time by the City of Miami Beach Assistant Director of Parks or his designee's as necessary to assure proper maintenance to achieve the Quality Objective. All work shall be done in a thorough and workmanlike manner under competent Contractor supervision to the satisfaction of the City of Miami Beach Assistant Director of Parks or his designee's. The Contractor shall have the exclusive duty, right, and privilege to perform Grounds Maintenance and Services, as specified herein. The Contractor's Representative shall perform maintenance inspections daily during daylight hours of all sites assigned for the day. Inspections by City of Miami Beach Greenspace Management Personnel shall provide continuing inspection of the sites to insure adequacy of maintenance and that methods of performing the work are in compliance with these specifications. Discrepancies and deficiencies in the work shall be brought to the attention of the Contractor's Representatives in writing, directly by the City of Miami Beach Project Manager, and shall be corrected by the Contractor immediately. 241 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 3 The City of Miami Beach Project Manager and the Contractors Representatives shall meet on the sites once a month, or more frequently, at the discretion ofthe Project Manager, for a walk-through inspection. The meeting shall be at the convenience of the City of Miami Beach. All on-going maintenance functions shall be completed prior to this meeting. Deficlencv/Cure Notices and CorrectivefTenninatlon Process If the Project Manager determines that there is/are deficiency(s) by the contractor in the performance of the contract, the Project Manager will notify the Contractor, the Parking Department Director and the Procurement Director of the deficiency(s) in writing. The Procurement Director will send a Cure Notice to the Contractor requesting that they provide in writing within seven (7) calendar days of notification, any/all actions proposed to be taken in order to correct/cure the identified deficiency(s). If all parties (Project Manager, Parking Director, Contractor and Procurement Director) agree that actual damages/deficiencies would require more than seven (7) calendar days to correct/cure, a reasonable time frame, in writing, will be determined based on a "meeting of the minds. between the Project Manager, Parking Director and the Procurement Director for the identified deficiency(s). Should the Procurement Director issue two (2) Cure Notices for the same deficiency(s) or a total of three (3) Cure Notices within a twelve (12) month period, the City may exercise its right to proceed with the Termination of this contract. City of Miami Beach Rlaht to Correct Deficiencies Additionally, and notwithstanding the above provision, the City has the right to move on site with City forces or private Contractors to correct deficiencies seven (7) calendar days after notification in writing, by the City of Miami Beach Parks and Recreation Department Director, or his designee. If, in the sole discretion or judgment of the Project Manager, the Contractor and/or his employee(s) are not properly performing the services required under the Contract, then the Contractor and/or all employees may be temporarily replaced by City personnel and payment to be made by the City may be suspended while the matter is being investigated. Total costs incurred by completion of the work by the City will be deducted and forfeited from the payments to the Contractor from the City. This shall not be construed as a penalty, but as an adjustment of payment to Contractor for only the work actually performed, and accepted by the City, and the recovering of City costs from the failure of the Contractor to complete or comply with the provision of the Contract. Quality Control - Perfonnance ReDorts Completion of Work: Within 48 hours of completing work the Contractor shall notify the Parks and Recreation Supervisor assigned to monitor the contract, in writing by email or fax of said completion.. 242 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 4 Inspection and Approval: Upon receiving notification from the Contractor, the City shall inspect the serviced location the following business day. If, upon inspection, the work specified has not been completed, the City shall contact the Contractor to indicate the necessary corrective measures. The Contractor will be given 48 hours from this notification to make appropriate corrections. If the work has been completed successfully then the City will pay for services billed. The Contractor shall submit to the City Project Manager a report of his performance for the preceding month, under terms of the Contract. These reports shall be postmarked no later than the fifth (5~ day of each month following the month in which services were performed. Failure to do so shall result in delay of payment until this requirement is fulfilled. Forms for performance reporting shall be provided by the City SCHEDULING Contractors shall accomplish normal landscape maintenance required under the Contract during daylight hours. The City Project Manager may permit night scheduling on an individual function or task basis. . Contractor shall schedule and conduct the work at times and in a manner which shall not interfere with normal pedestrian traffic on adjacent sidewalks or vehicular traffic on adjacent streets, and shall not cause annoyance to residents near the site or users of the site. During periods of peak rush hour traffic, the Contractor will not block or impede arterial or collector streets. All work shall be scheduled and completed in a continuous manner, that is, other than a holiday or non-work day in order to maintain the site in a uniform manner. Contractor shall not work or perform any operations during inclement weather which may destroy or damage landscaped areas. Contractor shall recognize that during the course of the Contract, other activities and operations may be conducted by City work forces and other Contractors. These activities may include but not be limited to landscape refurbishment, irrigation system modification or repair, construction and storm related operations. The Contractor may be required to modify or curtail certain operations without decreased compensation and shall promptly comply with any request by the Project Manager. In the event a Site or part of a Site becomes unavailable for servicing by the Contractor, the Project Manager may temporarily delete the Site or part of the Site and compensation to the Contractor will be decreased. Contractor shall, during the hours and days of operation, respond to all emergencies by taking the appropriate/required action within two (2) hours. Contractor shall have completed all Landscape Maintenance functions prior to the scheduled maintenance inspection. 243 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 5 ADDITIONAL WORK The Project Manager may, at his discretion authorize the Contractor to perform additional work, including, but not limited to, mowing, trimming, weeding, edging, repairs and replacements ("grounds maintenance service type work under normal circumstances") when the need for such work arises. The Project Manager will request quote(s) from the contractor which may be negotiated as required to obtain a fair and reasonable price. Should negotiations be unsuccessful, the Project Manager may request quotes from other contractors for the additional work. Should additional work be required, the City will negotiate the -not to exceed- (NTE) hourly labor rate specified in the. Proposal documents. Prior to performing any additional work, the contractor shall prepare and submit a written description of the work with a cost estimate/price quote to the Project Manager. No work shall commence without the written authorization from the Project Manager. Not withstanding the above authorization, when a condition exists wherein there is imminent danger of injury to the public or damage to property, the Project Manager may verbally authorize the work to be performed upon receiving a verbal estimate from the Contractor. However, within 24 hours after receiving a verbal authorization, the Contractor shall submit a written estimate/quote to the Project Manager for the required approval. EMERGENCY RECOVERY SERVICES In the event of a declared emergency and the emergency is of sufficient magnitude that the City needs to utilize disaster related services, those services are generally subject to reimbursement by the County, State and Federal governments. FEMA as the principal federal agency dealing with disaster recovery prefers that agreements for disaster services be put in place prior to an emergency and where possible, the services be obtained by a bidding process. Consequently, the successful contractor must agree to add a provision to the City's contract that allows for a fair and reasonable contract price for emergencies (Le. hurricanes), if market conditions warrant such action. This provision, as recommended by FEMA, protects the City from over pricing in an emergency. CONTRACT TERM This contract will be for a period of three (3) years upon the date of execution. The City of Miami Beach has the option to renew the contract at its sole discretion for an additional three (3) year period on a year-ta-year basis. Renewal of the contract is a City of Miami Beach prerogative, not a right of the contractor. Such option will be exercised, if at all, only when it is in the best interest of the City of Miami Beach. In the event that the contract is held over beyond the term herein provided it shall only be from a month-ta-month basis only and shall not constitute an implied renewal of the contract. Said month to month extension shall be upon the same terms of the contract and at the compensation and payment provided herein, and shall not exceed six (6) months. 244 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 6 In the event the City of Miami Beach exercises its option to renew beyond the initial three (3) year contract, the contract prices and any other terms the City may choose to negotiate. will be reconsidered for adjustment prior to renewal due to increases or decreases in labor costs; but in no event will the prices be increased or decreased by a percentage greater than the percentage change reflected in the Consumer Price Index - All Urban Areas (CPI- U) as published by the U.S. Department of Labor. The City of Miami Beach reserves the right to accept the renewal adjustment or to allow the contract to terminate and re-advertise for bids, whichever is in the best interest of the City. MINIMUM REQUIREMENTS I QUALIFICATIONS a) The Prime Contractor shall submit incorporation or other business entity / form documentation with their proposal. Contractor shall have been in continuous services and incorporated in the State of Florida for a minimum of four (4) years. b} The Prime Contractor or its contractor's consultants must be licensed with all required State and/or Local government licenses, and permits (irrigation, pest control, horticultural services, etc.). c) The Prime Contractor must have on staff, under hislher full time employee a person with an undergraduate four year degree or graduate degree in horticulture, agronomy, or a related field or recognized as a Florida Certified Landscape Contractor by the Florida Nurserymen Growers & Landscapers Association (FNGLA) to manage all facets of the landscape and turf management for the contractor. (Project Manager). d) The Prime Contractor must have an I. S. A. Certified Arborist on staff, or as part of their team. e} The Prime Contractor must have a Certified Pest Control Operator on staff or as part of their team. f) The Prime Contractor must provide a drug and alcohol free workplace. On April 11 2006, the Mayor and City Commission authorized the issuance of Request for Proposals (RFP) No. 20-05/06, to obtain services of one or two firms under the "Best Value" Procurement process, with the experience and qualifications; the ability; capability, and capacity; and proven past successful performance in providing high quality landscape maintenance services for all green areas associated with the City's (61) Parking Lots and (5) Garages. (Attached) 245 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 7 RFP No. 20-05/06 was issued on April 17 , 2006 with an opening date of May 25, 2006. A pre-proposal submission meeting to provide information to prospective contractors was held on May 3, 2006. Bid Net issued bid notices to thirty-nine (39) prospective proposers, and the Procurement Division notified an additional ten (10) firms resulting in six (6) proposers requesting the RFP document, which resulted in the receipt of the following three (3) proposals from: . Country Bill's Lawn Maintenance, Inc. ("Country Bill's") . Everglades Environmental Care, Inc.("Everglades") . Superior Landscaping & Lawn Service, Inc. ("Superior") The City Manager via Letter to Commission (LTC) No. 168-2006, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: - Ricardo Guzman, Senior Planner, Planning Department, City of Miami Beach; (Chair) - John Oldenburg, Assistant Director, Parks and Recreation, City of Miami Beach; - Chuck Adams, Assistant Director, Parking Department, City of Miami Beach; - Rhonda Gracie, Land Project Coordinator, Parks and Recreation, City of Miami Beach; - Faye Goldin, Resident, Neighborhood Leadership Academy - Randolph Reich, Resident, Neighborhood Leadership Academy - Mario Porcelli, Resident, Neighborhood Leadership Academy On July 17, 2006 the initial Evaluation Committee ("the Committee) meeting convened. The Committee was provided information on the scope of services by John Oldenburg, and Chuck Adams, City of Miami Beach. Mario Porcelli was unable to attend. Additionally, the Committee discussed the following Evaluation Criteria, which was used to evaluate and rank the Firms proposals: A. Experience and qualifications of the Contractor (20 points); B. Experience and qualifications of the Key Personnel (20 points); C. Experience and qualifications of the Team (10 points); D. Cost (20 points) E. Risk Assessment Plan for ensuring quality of work (15 points); F. Past Performance based on number and quality of the Performance Evaluation Surveys (15 points) The three (3) contractors that submitted proposals provided a presentation relative to their proposal submittal, with a Question and Answer session following each presentation. At the conclusion of the presentations and Question and Answer sessions, the Committee deliberated and voted unanimously to recommend Country Bill's Lawn Maintenance, Inc. as the top-ranked Contractor, with four committee members recommending Everglades Environmental Care, Inc. as the second-ranked Contractor, and four committee members recommending Superior Landscaping & Lawn Service, Inc. as the third-ranked Contractor. 246 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 8 Committee Member Country Bill's Lawn Everglades Environmental Superior Landscaping Maintenance Inc. Care Inc. & Lawn Service Inc. Ricardo Guzman 93 1 85 3 87 2 John Oldenbura 90 1 79 3 81 2 Chuck Adams 91 1 63 2 62 3 Rhonda Gracie 90 1 68 2 67 3 Faye Goldin 86 1 772 68 3 RandolDh Reich 99 1 962 95 3 Country Bill's Lawn Maintenance. Inc. Country Bill's has been in business over 20 years is family owned and operated and has provided landscape management services to the City of Miami Beach over 10 years. Last year Country Bill's provided more than $1, 000,000 in landscape management services to the City of Miami Beach with excellent results. They have a staff of more than 40 people, with an additional 50 workers on standby should the City have a need for large projects and/or disaster recovery. Country Bill's currently has contracts with the City of North Miami Beach ($400,OOO/year), City of North Miami ($300 , OOOlyear), City of Hollywood ($95,000/year), Swerdlow Boca Developers ($300,000/year), Lauris Boulanger Developers, ($175,000/year), and Hidden Cove Town Homes ($45,OOO/year). COST Country Bill's has submitted a total price of $258,981 for the Landscape Maintenance, and a total price of $139,984 for Add Alternate No.1, Litter Control Services, for a grand total of $398,965, which is subject to negotiations. They have also submitted a proposed price schedule (hourly labor rate per job classification) for any additional work required by the City, and for Disaster/Emergency Recovery Services (regular hourly rate and overtime rates) which are also subject to negotiations. Everalades Environmental Care. Inc. Everglades has been in business over 10 years and is a full service landscaping company with contracts in Miami-Dade, Broward and Palm Beach counties. One of their largest residential projects is Silver Lakes Community located in Pembroke Pines and Miramar. Silver Lakes encompasses 6 square miles of common areas and 350 acres of mitigated wetlands. They have installed the landscaping for the roadways and buffers, including two community parks with athletic fields. Everglades has also planted 350 acres of wetlands working closely with Environmental Engineers and South Florida Water Management, and has maintained this landscape, irrigation and wetlands for over 10 years. Last year Everglades provided more than $ 450,000 in landscape management services to the City of Miami Beach with excellent results. They have a staff of more than 100 people, and would be able to recruit additional workers should the City have a need for large projects and/or disaster recovery. . 247 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 9 Everglades currently has contracts with the City of Miami Beach ($450,000Iyear), City of Pembroke Pines ($400,000Iyear), City of Coral Springs ($300,OOOlyear), and have recently been awarded a contract for the City of Miramar which started January 2006. Everglades's commercial customers include Lucent Technologies, Memorial Healthcare Systems, Woolbright Development, Inland Southeast Properties and Stiles Company. COST Everglades has submitted a total price of $354,999 for the Landscape Maintenance, and a total price of $40,000.25 for Add Alternate No.1, Litter Control Services, for a grand total of $394,999.25, which is subject to negotiations. They did not submit a proposed price schedule for any additional work required by the City, and for Disaster/Emergency Recovery Services, however should the Administration decide to enter into negotiations with Everglades, this will be addressed and their proposed rates will also be subject to negotiations. SUDerior LandscaDina & Lawn Service. Inc. Superior has been in business over 20 years and has become one of South Florida's largest independently-owned landscaping and lawn service companies and currently have contracts with the City of Miami Beach, City of Sunrise, City of Plantation, City of Boca Raton, and the Miami International Airport. Superior has worked closely with the Federal Emergency Management Agency (FEMA) to provide storm recovery services. Superior is a full service landscaping company with over 280 team members that include management, administrative staff, and over 250 fully-trained technicians. Last year Superior provided more than $ 1,000,000 in landscape management services to the City of Miami Beach with excellent results. COST Superior has submitted a total price of $326,078.30 for the Landscape Maintenance, and a total price of $54,990 for Add Alternate No.1, Litter Control Services, for a grand total of $381,068.30, which is subject to negotiations. They have also submitted a proposed price schedule (hourly labor rate per job classification) for any additional work required by the City, and for Disaster/Emergency Recovery Services (regular hourly rate and overtime rates) which are also subject to negotiations. BID TABULATION Contractor Landscape Maintenance Add Alternate Total Litter Control Countrv Bill's $258.981 $139.984 $398 965 Everalades $354,999 $40.000.25 $394 999.25 SUDerior $326.078.30 $54.990 $381 068.30 248 Commission Memorandum RFP No. 20-05/06 - Landscape Maintenance Services for all Green Areas Associated with Citywide Parking Lots and Garages Page 10 LITTER CONTROL SERVICES Bidders were required to submit a separate cost proposal for full Litter Control as an Add Alternate. Based on the cost proposals received; the fact that the Sanitation Department has budgeted for litter control services for the Parking Lots and Garages; and in order to maintain and enhance the cleanliness levels throughout our community, the Administration has determined that in the City's best interest, that negotiations, and subsequent contract shall be made to Country Bill's for Landscape Maintenance Services only. CONCLUSION The Administration recommends that the Mayor and City Commission, accept the recommendation of the City Manager pertaining the ranking of proposals received pursuant to Request for Proposals (RFP) No. 20-05/06, for Landscape Maintenance Services for all Green Areas Associated with (61) Citywide Parking Lots and (5) Garages; Authorizing the Administration to enter into negotiations with the top-ranked Contractor of Country Bill's Lawn Maintenance, Inc. and should negotiations be unsuccessful authorize negDtiations with the second-ranked Contractor of Everglades Environmental Care, Inc; and further authorize the Mayor and City Clerk to execute a contract upon completion of successful negotiations. T:\AGENDA\2006\sep0606\consent\RFP-2Q-05-06LandscapeMaintenanceParking Lots-GaragesMemo.doc 249 LOCA liONS Cost per Number of Additional Annual Lot Number Location service Services weeklY litter Total PAL 11th Street I Jefferson Avenue $ 37 2 $ Penrod's Biscavne Street I Ocean Drive $ 37 2 $ Mich. Ave. 15th Street I Michiaan Avenue (Softball Lot) $ 37 2 $ Pref. Lot 19th Street I Conv. Center Drive $ 30 $ South Pointe South Pointe Park - Restaurant $ 37 2 $ 1A 1 st Street I Ocean Drive $ 37 2 $ 1G 7th Street I Collins Avenue (garaae\ $ 30 $ 2A 12th Street I Drexel Avenue (garaae\ $ 30 $ 2B 6th Street I Meridian Avenue $ 30 $ 2G- 17th Street I Meridian Court (aaraae \ $ 30 $ 4AL 4th Street I Alton Road $ 37 2 $ 4C 17th Street I West Avenue (EDicure\ $ 37 2 $ 40 16th Street I West Avenue $ 37 2 $ 4E 18th Street I PurdY Avenue (south\ $ 37 2 $ 5A 17th Street I Washinaton Avenue $ 30 $ 5C 18th Street I Conv. Center Drive $ 30 $ 5F 18th Street I Meridian Avenue $ 30 $ 5H 19th Street I Meridian Avenue (HolocausO $ 30 $ 5M 777 17th Street $ 37 2 $ 6B 21st Street I Collins Avenue $ 37 2 $ 7C 6th Street I Collins Avenue $ 30 $ 8A 42nd Street I Sheridan Avenue (garage) $ 37 2 $ 8B 42nd Street I Roval Palm Avenue $ 37 2 $ 8C 40th Street I Chase Avenue $ 37 2 $ 80 47th Street I Sheridan Avenue $ 37 2 $ 8E 41 st Street I Alton Road $ 37 2 $ 8F 42nd Street I Jefferson Avenue $ 37 2 $ 8G 40th Street I Roval Palm Avenue $ 37 2 $ 8H 40th Street I Prairie Avenue $ 37 2 $ 9A 71st Street I Hardina Avenue (wesO $ 37 2 $ 9B 72nd Street I Collins Avenue $ 37 2 $ 9C 71st Street I CarlYle Avenue $ 37 2 $ 90 71st Street I Bonita Drive $ 37 2 $ 9E 71st Street I Hardina Avenue $ 37 2 $ 9F 75th Street I Collins Avenue $ 37 2 $ 10A Lincoln Lane N I Lenox Avenue (wesO $ 37 2 $ 10C Lincoln Lane N I Meridian Avenue $ 37 2 $ 100 Lincoln Lane S I Jefferson Avenue (west) $ 37 2 $ 10E Lincoln Lane S I Jefferson Avenue (east) $ 37 2 $ 10F Lincoln Lane S I Euclid Avenue (west\ $ 37 2 $ 10G Lincoln Lane S I Michiaan Avenue (wesO $ 37 2 $ 10X Lincoln Lane N I Lenox Avenue (easO $ 37 2 $ Cost per Number of Additional Annual Total Lot Number Location service Services weeklv litter 11X 11 th Street I Collins Avenue $ 37 2 $ 12X 9th Street I Washinaton Avenue $ 37 2 $ 13X 10th Street I Washinaton Avenue $ 37 2 $ 160 34th Street I Collins Avenue $ 37 2 $ 250 16E 35th Street' Collins Avenue $ 37 2 $ 17A 13th Street I Collins Avenue (garaae) $ 30 $ 17B 13th Street Provisional Lot $ 30 $ 17X 13th Street' Collins Avenue $ 30 $ 18A 64th Street' Collins Avenue $ 37 2 $ 18X 65th Street 'Indian Creek (MARINA) $ 52 $ 19B 53rd Street' Collins Avenue $ 37 2 $ 19X 46th Street' Collins Avenue $ 37 2 $ 20X 27th Street' Collins Avenue $ 37 2 $ 22X 72nd Street' CarMe Avenue $ "30 $ 23X 83rd Street' Abbott Avenue $ 30 $ 24A Normandy Drive' Bav Road (north) $ 30 $ 24B Normandy Drive' Vendome $ 30 $ 24C Normandv Drive' Bav Road (south) $ 30 $ 25X 71st Street' Bonita Drive $ 37 2 $ 26A 80th Street' Collins Avenue $ 37 2 $ 26B 84th Street' Collins Avenue $ 37 2 $ 26C 79th Street' Collins Avenue $ 37 2 $ 260 83rd Street' Collins Avenue $ 37 2 $ 2500 sa ft 16th Washinaton Ct $ 37 2 $ TOTAL Annual Total $ 251 e MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 305-673-7851 May 23, 2006 RE: ADDENDUM NO.2 TO REQUEST FOR PROPOSALS (RFP) ~O. 20-05/06 - LANDSCAPE MAINTENANCE AND LITTER CONTROL SERVICES FOR ALL GREEN AREAS ASSOCIATED WITH CITYWIDE PARKING LOTS AND GARAGES (the "RFP") In response to questions and requests for additional information received by prospective Contractors, and the Administration's additional review of the requirements set forth in the RFP, the RFP is hereby amended as follows: 1. Change: The deadline for receipt of Risk Assessment Plans and Performance Evaluation Surveys, to May 25, 2006, at 3:00 p.m. NOTE: Risk Assessment Plans shall be submitted to the Procurement Office, in a sealed envelope, with the Contractor's name on the envelope only. An original and ten (10) copies without the Contractor's name shall be submitted no later than the deadline due date indicated above. Contractors are reminded to please acknowledge receipt of this addendum as part of your proposal submission. Contractors that have elected not to submit a proposal please complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. CITY OF MIAMI BEACH .~;~-,/~/ ,/. /~.~--- - i " Gus Lopez, CPPO Procurement Director F:\PURC\$ALL\JOHN\RFP\20.o5-06AddendumNo 2.doc RFP No. 20-05/06 Addendum No.2 1 e MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 305-673-7851 May 16, 2006 RE: ADDENDUM NO.1 TO REQUEST FOR PROPOSALS (RFP) NO. 20-05/06 - LANDSCAPE MAINTENANCE AND LITTER CONTROL SERVICES FOR ALL GREEN AREAS ASSOCIATED WITH CITYWIDE PARKING LOTS AND GARAGES (the "RFP") In response to questions and requests for additional information received by prospective Contractors at the pre-RFP meeting of May 3, 2006, and the Administration's additional review of the requirements set forth in the RFP, the RFP is hereby amended as follows: 1. Term of the Contract will be for a three (3) year period from time of contract execution with three (3) additional option years, on a year to year basis, subject to funding availability. 2. Please see the previous Bid Tabulation for the current contract. (Attached) NOTE: The Scope of Work identified in this RFP was awarded to Country Bills Lawn Care, Inc. as "Additional Work" based on quotes received on an as needed basis through a competitive process from the City's current Landscape Maintenance Contractors. 3. Personnel Requirements, Management, shall read as follows: Contractor must have on staff, under full time employee, a person with an undergraduate four year degree or graduate degree in horticulture, agronomy or a related field, or recognized as a Florida Certified Landscape Contractor to manage all facets of the landscape and turf management for the contractor. Contractor Manager(s) must have excellent communication skills and be capable of directing all regular maintenance and additional landscape services and coordinating these with the designated City of Miami Beach staff. Contractor Manager(s) shall constantly use their experience and training to prevent, detect and control adverse conditions by physically inspecting the landscape and properly guiding the maintenance program. 4. Supervisor Requirements shall read as follows: The Contractor shall have available a Supervisor within the City of Miami Beach at all times during the hours of operations, and such supervisor shall be able to be communicated with by pager, two way radio or cellular telephone. RFP No. 20-05/06 Addendum No.1 1 5. Records Requirements shall read as follows: All documents, books and accounting records shall be open for inspection upon request from the City during the term of the Contract and for a period of three (3) additional years after the expiration/termination of the contract. The City reserves the right to audit any/all of the Contractor's books relative to the Contractor's business, to observe the operation of the business so that accuracy of any/all records can be confirmed. All employment and payroll records shall be open for inspection and re- inspection by the City, as indicated during the above timeframes. 6. Waste Disposal Requirements shall read as follows: Contractors are responsible for removing and disposing from sites all waste handled in performance of the Contract. The City is not required to supply area or facilities for storage or removal of waste on-site. 7. Delete the second paragraph of Section 4.9 - Additional Work. (See Item #8 below) 8. Delete "See Section 3.5 - Disaster Response" from Section 4.8.6 entitled Scheduling. 9. In addition to the required "Cost Information" as described on Page 12 of the RFP, prospective contractors shall also provide not to exceed hourly labor rates which will be subject to negotiations, relative to Section 4.9 - Additional Work, and Section 4.10 - Emergency Recovery Services. This information in addition to all required Cost Information will not be accepted by the City after the deadline for receipt of all proposals. 10. Revise Page 51, Section 4.7.2, third paragraph to read as follows: "Schedule 37 service visits annually according to the following:" 11. Change the word "consultant" on Page 27 (Declaration) and Page 30 (Questionnaire) to "contractor". Q. Will the City revise the minimum requirement of the number of years in business from four (4) to two (2) years? A. No. Based on the City's prior experience/history and the size and scope of services required of this contract, the City's Administration believes that under the Best Value Proposal/Performance method, a contractor would require a minimum of four (4) years in the Landscape Maintenance business in order to meet the City's "Key Intended Outcome", to ensure well maintained facilities. RFP No. 20-05/06 Addendum No.1 2 Q. Will the City revise the minimum requirements whereby the Contractor must have on staff, under full time employee a person with an undergraduate four year degree or graduate degree in horticulture, agronomy, or a related field, to giving the contractor the option to have a qualified Horticulturist on a retainer basis that has done work for the City of Miami Beach in the past? A. No. This same minimum requirement also requires that this designated person serve as the Contractor's Project Manager for this contract. (See Item #3, first paragraph) Q. What is the current estimated annual contract amount for this similar scope of work? A. The estimated annual contract amount is $400,000. Q. Should the Cost Information relative to sand removal be included in the Cost Proposal for the Landscape Maintenance or the Litter Control scope of work? A. The Cost Information relative to "sand removal" shall be included in the Landscape Maintenance scope of work. Contractors are reminded to please acknowledge receipt of this addendum as part of your proposal submission. Contractors that have elected not to submit a proposal please complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. CITY OF MIAMI BEACH /'7 ~c;c/ b-"-./-~ 1/ ~ .<~:---- I "" Gus Lopez, CPPO Procurement Director F:\PURC\$ALLIJOHN\RFP\20-05-06AddendumNo 1.doc RFP No. 20-05/06 Addendum No.1 3 ... GITY OF MIAMI BEACH CITY HALL 1700 CONVENnON CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\cI.mlami-bNc:b.n.... COMMISSION MEMORANDUM NO. 510-00 TO: Mayor Nelse. o. KasdiD aDd DATE: .July 26, 2000 Me.ben of the City CODlJllilliOD LaMme. A. Levy a ~ City MaD~ Request for \l;;roval to Award at CODtrad to Couatry BW'. Lawn Care, IDe., ill the ADaw Amount of 567,932.00, Punuaat to Bid No. 103-99/00, for Laad.cape MaiDteD~ee Services. FROM: SUBJECI': ADMINISTRATION RECOMMENDATION Approve the award. BID AMOUNT AND FUNDING $67,932.00 Funds are available from ParkslLandscape Budact Account No. 011.0945.000312 ~ALYs:t& The purpose of this contract is to provide turf mowing, trimming, edaing and cleaning of medians and chops at various sites throughout the city. This Invitation to Bid was issued on May 22, 2000 with an openina date of June 16. 2000. DemandStar.com issued bid noti~ to sixtyooeight (68) prospective bidders. resulq in twenty (20) vendors requesting bid J>&Ckaies, and the receipt of six (6) responsive bids. The lowest and responsive bid was submitted by u.s. Lawns ofS. Dade. However, U.S. La'WDS bid is not deemed to be the bHL based on their work with other municipalities. Specifically. the City of North Miami has experienced problems, which are documented and attached herein. 1'he1'efore. pW'SU8Dt to Section 2-369, City Code, we are recommendina the contract be awarded to the lowest and ~ bid. submitted by the responsive, and responsible bidder, CountJy Bill's Lawn Care, Inc. AGENDA ITEM C '2...F DATE f-2.~-CX;:) 'I ~ I z ~ ~ 5 ~ ~ : t- U e ~~ ~ ~ = 8 ...... ~ ~; o u ~ ~ u ~ ~ J :e; 8. 8. ~ 8. 8. 8. I 8. 8. 1 I i ~ I I ~ ~ I J~ g - g " " cId I 8. 8. ~ 8. 8. 8. .8. Ii as ~2 J Ii 8. a ~ a ~ I I fJ ... "- ... ~ ~ " " " 8. ; 8. ~ 8. 8. I 8 8. 8. I ~ I ~ I ~ I ~ j~ - i ~ - - - ~ '" .. .. U 8. ; 8 :$ 8. 8. 8. 8. 8. U ~s ~~ j Ii ln I :z I i {ie 0 i ~ - ... ln "'- ~ - ... - ~ " " .. .. p.. d 8. 8. 8. ~ 8. 8. 8. 8. 8. i I 5 B a i &1 I ~ i - !! 0\ l"l - - - - .. ~] .. .. 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VI \Q .... 10 0- - - . . e- Country Bill's Lawn Maintenance, Inc. 13363 Northeast 16th Avenue North Miami, Florida 33161 Phone: (305) 785-0180 Fax: (305) 891-5916 LETTER OF INTRODUCTION Country Bill's sets the standard by offering top rate full service landscaping at the best possible value. This is something the City of Miami Beach has come to know and expect through our eleven-year working relationship. We would like the opportunity to further that relationship by presenting the following proposal for additional landscape management services. We pride ourselves on directly addressing the individual needs of each client while offering the best possible service with unbeatable response times. In our 20 years of business Country Bill's has never missed a deadline. We are a Certified Small Business Enterprise that is family owned and operated. The owner, John Allred, Jr., is directly involved with all clients and puts himself entirely at their disposal 24 hours a day, seven days a week, 365 days a year. All of our clients have come to know the same from Country Bill's Vice President and Senior Project Manager, Dave McCarty. Both Mr. Allred and Mr. McCarty are Certified Landscape Contractors by the FNGLA, and are licensed by the State of Florida to apply pesticides. Mr. Allred is also an ISA Certified Arborist. Country Bill's has been serving the City of Miami Beach for more than a decade, including six of its departments: Parking, Greenspace Management, Capital Improvements (CIP), the Environmental Division, Property Management, and Code Enforcement. Last year alone, Country Bill's was trusted to provide more than $1 million in landscape management services to the City. We have been working with the City of North Miami for the past 18 years, providing them with $300,000+ annually in landscape management services. Country Bill's has a 14-year working relationship with the City of North Miami Beach, providing them with $350,000+ in yearly landscape management services. We have also been working with the City of Hollywood for more than a decade, and in 2005 provided them with $138,000 in landscape management services. Country Bill's currently provides the following services to all of our customers, including the City of Miami Beach: · All Landscape Management Services (including landscape maintenance, design and installation) · Litter Control · Disaster Preparedness and Recovery of Landscaping · Irrigation Repairs, Design, and Installation · Arbor Care, Tree Relocation, Removal, and Stump Grinding · Athletic/Turf Management · Fertilization, Insect, Pest and Disease Control We have more than 40 people on staff to meet the City's day-to-day needs, and an additional 50 workers on stand-by if needed for large projects or disaster recovery. All of our supervisors are trained in-house and have a minimum four years supervisory experience in landscape management. Additionally, Country Bill's has a solid banking relationship with Total Bank of North Miami, where we have a $100,000 undrawn revolving line of credit. 2 Risk Assessment Risk 1: Natural Disasters and Acts of God (i.e. hurricanes, tropical storms, tornados) Impact: Major to Catastrophic Cost to City: Cost will be based on time and material, and can vary with the extent of damage caused by each storm. In the past, storm recovery has ranged from $15,000-$85,000. Solution: To reduce the impact of a natural disaster, primarily a hurricane, all tree trimming and palm tree fruit removal should be completed in the months preceding hurricane season. Also have an active hurricane plan ready to activate prior to the storm season. Schedule Days: To be determined by intensity of disaster Risk 2: New Construction Impact: Moderate to Severe Cost to City: Cost will vary based on the severity of damages. Repairs from past incidents have cost between $2,000-$7,000. Solution: New construction can cause major damage to landscape and irrigation systems. To deter this type of damage, we will openly communicate with contractors and assist in locating underground lines and irrigation systems. Schedule Days: 0 Risk 3: Accidents resulting in the injury of employees or bystanders Impact: Moderate to Severe pending extent of injury Cost to City: None. Contractor is fully insured with general liability, auto, and workman's compensation. Solution: To protect employees, the contractor will ensure that all employees are properly trained and provided with the appropriate safety gear. The contractor also holds mandatory safety meetings on a monthly basis, and employees are encouraged to review the company safety manual. To protect the public from accident or injury on or near ajob site, the contractor will take precautions, when necessary, to barricade the area and post appropriate signage warning of imminent danger. Schedule Days: 0 Risk 4: Irrigation. Not all of the areas listed in RFP 20-05/06 have working irrigation systems. Impact: Low to Moderate Cost to City: $3,000-$10,000 per system Solution: Not all of the areas have irrigation systems in place, which can lead to the loss of plant life. The contractor already incorporates the use of water trucks to irrigate these areas. A better solution, however, would be to allow the awarded vendor to provide an initial irrigation analysis and provide and estimate to install an irrigation system in these areas. Schedule Days: 1-2 Risk 5: Maintenance of Traffic Impact: Moderate to Major Cost to City: None Solution: The contractor will barricade the area securely, according to the guidelines set by the Florida Department of Transportation (FOOT.) Traffic will be diverted away from the working area through the use of arrow-boards, traffic signs, barricades, and cones. Employees will perform work during hours set by the FOOT, and will be knowledgeable on all activities regarding maintenance of traffic. Additionally, employees will be provided with reflective clothing and other essential safety equipment. Schedule Days: 0 Risk 6: Interruption of Underground Utilities Impact: Moderate to Major Cost to City: None Solution: The contractor shall be knowledgeable and familiar with procedures mandating Florida's "Call Before You Dig" policy. (i.e. Sunshine 1-800-432-4770) Schedule Days: 0 when proper procedures are followed -;;> -;) Risk 7: Homeless Individuals Impact: Low to Moderate Cost to City: Time and Material Solution: Homeless individuals can have a direct impact on greenspace area. Homeless camps have killed landscape material, and past behavior has indicated that some would intentionally vandalize irrigation systems and landscaping to seek shelter, store various items, and prevent them from getting wet. Contractor acts proactively, notifYing the City of any homeless activity that could have an adverse effect on any facet of the landscaping. Schedule Days: To be determined pending extent of damages, generally 1-2 days Risk 8: Honeybees Impact: Moderate Cost to City: $500-$900 per occurrence, depending on the size and location of the hive Solution: Not only are bees a nuisance, they can be hazardous to the public. The contractor shall be knowledgeable in identifYing bee infestations, and will inform the city upon immediate discovery. A professional beekeeper should be called upon to remove and relocate the honeybees. Schedule Days: 1-2 days depending on the size and location of hive Risk 9: Lethal Yellowing Impact: Moderate to High Cost to City: Approximately $] 2 per palm, per application, every three months Solution: There is no cure for lethal yellowing. However, a quarterly treatment of oxitetracycline antibiotics every three months shows a 95% success rate in protecting non-infected palms. Schedule Days: Subject by number of trees to be treated Risk 10: Theft of Tools, Equipment, or Vehicles Impact: Low Cost to City: None Solution: The contractor keeps an extensive inventory of tools, equipment, and vehicles to cover the loss. Additionally, the contractor is fully insured. Schedule Days: 0 Risk 11: Weather Extremes (i.e. cold, drought, floods, wind storms) Impact: Low to Moderate Cost to City: Variable Solution: The contractor maintains a broad network of plant growers statewide, allowing them access to a larger inventory of plant-life and landscaping materials. Schedule Days: 0 Risk 12: Interruption of Fuel Supply Impact: Medium to High Cost to City: None Solution: The contractor keeps a fuel reserve, or has access to fuel supplies in order to maintain all operations for no less than 30 days should South Florida's fuel supply ever be interrupted. Schedule Days: 0 Risk 13: Power Loss Impact: Moderate to High Cost to City: None Solution: The contractor maintains adequate sources of alternative power, like generators, to run fuel pumps and provide electricity to maintain day-to-day operations. Schedule Days: 0 Risk 14: Environmental Contamination through Storm Catch Basins Impact: Moderate to Severe Cost to City: None Solution: The contractor shall adhere to local, state, and Federal Environmental Protection Agency requirements and will avoid using fuel, oil, or other solvents near catch basins. Additionally, we will remove all debris such as litter and grass clippings by hand to ensure that it does not enter the catch basin. Schedule Days: 0 ? ) Country Bill's Lawn Maintenance, Inc. 13363 Northeast 16th Avenue North Miami, Florida 33161 (305) 785-0180 Fax: (305) 891-5916 E-mail: JohnAllred@aol.com Company Profile... Established: August 28, 1988 Principal Owner: John W. Allred, Junior President and CEO John W. Allred, Senior Vice President and General Manager Years of Experience Under Present Ownership: 18 Normal Hours of Operation: 7:00 a.m.-5:00 p.m. Monday through Saturday Sundays by appointment and emergency Address: 13363 Northeast 16th Avenue North Miami, Florida 33161 Telephone: (305) 785-0180 Fax: (305) 891-5916 Email: JohnAllred@aol.com Total Number of Employees: 30 Full-time Landscape Laborers 4 Full-time Landscape Installers 2 Full-time Pest Control Technicians 4 Full-time Irrigation Technicians 7 Full-time Forman 2 Full-time Supervisors Person in Charge: John W. Allred, Junior President and CEO 3 References.. . City of Miami Beach 1995-Present. Various Departments $750,000 Yearly 1700 Convention Center Drive Miami Beach, Florida 33139 Chuck Adams. Assistant Director, Off Street Parking. 305-673-7505 Tom Chadwick. Park Superintendent of Greenspace Management. 305-673-7703 Jordanna Rubin. Environmenta] Specialist, Environmental Management Division. 305-673-7080 Hiram Siaba. Senior Project Manager, Capital Improvements . 786-229-1129 Terrance Grayer. Code Enforcement Officer II, Code Enforcement Division. 305-673-7000 Viviana Alemany. Capita] Project Coordinator, Property Management. 786-367-7]30 City of North Miami Beach ] 993 to Present. Various Departments $400,000 Yearly 17011 NE 19th Avenue North Miami Beach, Florida 33162 John Deck. Beautification Superintendent, Public Works. 305-948-2948 Sharon Ragoonan . Assistant Community Development Director. 305-948-2964 Carlos Aguilara. Water Production Manager, Public Works. 305-654-7132 Gary Garofalo. Chief Electrician, Public Works. 305-620-0353 Carlos Rivero. City Forester, Public Works. 305-948-2903 City of North Miami 1988 to Present. Various Departments $300,000+ Yearly 776 NE 125'h Street North Miami, Florida 33 ]6] Keith Miller. Parks Superintendent, Parks & Recreation. 305-89]-7410 City of Hollywood 1994 to Present. Various Departments $95,000 Yearly 2600 Hollywood Boulevard Hollywood, Florida 33022 Ben Schneider. Garage Manager, Parking Department. 954-921-3535 Swerdlow Boca Developers 2004-Present. $300,000+ Yearly Biscayne Landing Project 2200 NE 143'd Sreet North Miami, Florida 33181 Herb Tillman. Director of Construction, Swerdlow Boca Developers. 305-792-4840 Lauris Boulanger Developers, Inc. 1990- Present . $175, 000 Yearly 2165 NE 150lh Street North Miami, Florida 33]81 Manon Boulanger. Vice President, Lauris Boulanger Developers, Inc. . 305-940-0106 Hidden Cove Town Homes 1988-Present. $45,000 Yearly 2654 NE 135th Street North Miami, Florida 33181 Evelyn Garrison · President, Hidden Cove Homeowners Association. 305-948-9299 4 CENSE TAX 2006 2005 OCCUPATIONTYAL ~TATE OF FLORIDA IAMI-DADE COUN - 2006 .. M EXPIRES SEPT. 30, E OF BUSINESS. MUST BE DISPLAYED A~ b'tt';PTER 8A _ ART. 9 & 10 PURSUANT TO COUNTY COD ~ Q cS NO,. A BILI....t)O NOT PN{ R~NEWAL 344504-'6 508569-1 THI;;:) · 1.ICENSE NO. BU~~~~E'l~~OrAWN MAINTENANCE INC 16 AVE " ~~~~~ ~~lN DADE COUNTY owrm: ~~~g8r~~7r~NDSCAPE/TREE SERVICE TlIl8 .. AN OCCUPATIONAL TAX . I~W; ~OR-== THE COUNTY OR em NOR ooa IT EXIIMPT THE LICI!= m:>~t.zTO~'iru~ED BY ~W THI8 18 NDT A ~~\ff.~'ON Q~L1F;';:~~ TIOH. MIAMI-DADE COUNTY COLLECTOR ~~W. FLAGLER ST. 14th FLOOR MIAMI, FL 33130 r-1I1~ ..."'L...M...;J..... U.S. POSTAGE PAID MIAMI, Fl. PERMl'r NO. 231 EMPlOVEE/S 4 DO NOT FORWARD ~m;ll':fvTAll COLLECTOR08/11 /2005 20020000447 o 0 Q:!)i?; !. ";~)O COUNTRY BIllS lAWN MAINTENANCE j~~N W ALLRED ~R PRES 13365 NE 16 AVE N MIAMI Fl 33161 ii,il,I,II"'.,ilili,,!I!ii,I'll,l,,II,I!!'i!ii,i\I!li,j'II,!11 SEE OTHER SIDE POS I II liS I f( I ,"Sf I" .\ ( O'JSPI( ( O[ S PLA( I. Occupational L.icensC' ; City of NOllh Miami ! (305) 893-6511, ex!. 2144 LAWN MIl I N'I'I::Ni\UC'F Remarks: /1 nn I C/\':' ;CJf',~ From: To: I n / U"! " n r:, D9/:::0/nCI License No.: () (: .... q f.J (i .....~ t~ :? ...~ :) ~.... i N ~',':' r /\ i " : .:.\ I: I j" ( ) i< ,'. ~: F 1.,\,1 I {' I r:l'C' Paid: r; I.: '\: j/!.'.:,\ I, rt[:~!)(j Owner: Business Type: f\J .Ln 1m, ,101'1[\1, ,J H , Ma ding Add: CO Ii N'r'r~ Y I'. J I ,J ,;: l,i\W;\1 1''1;\.1 NT I: :'.j M\; C F I ..~ '.; h:~ N F: I Ii .\ \.' ri 07i-l2 l,i~\lVi\: /\r.~j) (;i\/lDF:N ,''::FnVTC Business Add: NOR'J'1i MJ AMI Fr.'U 161 J 3 16 3 N E 1 fj /\. \m . , " VOllt I Ilf' '-" \11',,",' IIf. 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F..plr..:' .S.ll.."..... 30,2007 , ..'):~\( "8"lgn~t~~;;;rUre.;;.fr-..- .- ca,':II..!;,_', . ,',' ('I^~L~ n. nllONSON, COAIMISSIOI':F.n :'- '" ,". "...'.. "~:':'_.,'J ':: TIoc _ illlll.Ido.1 is licCllSCl/ .....,:ih~ ~ ~rQooplq. .'7,'P,$, .. .....h... lIIICl"""y _riel"" _paIiclda, ".', ':.;.",0"'" ......-...-.---.,----.. ... . ~TA'J'EOF f'LOIUDA .. mtJl(~.~.~~ . oUREAU OF ~!.~~~CONlROL JUSTIN CRAlG st~-~~,.;. ':' ''..'~' , .i~f~~<(!:!~ 00 .-. ...-.-.--..---- .~ IT ,oM I r II ~ ' - . ~ F,-I ,I Z ~ ~ N . ':"~ ...... [:1 ""'-.~ ...... ~ <:u ,j 0 -, ~ <<i ~ ~ ~ iD Q ,'--l ~ \,J .a E-f, .9 ~ u ~ ~ 0 ~ ~ t-J ..... f.-! ..... ~ ~ fQ ~=I ~ ~ "" Z ..... \f ...... . ...... ...... t: ..... '('o.l . .... 0..;0 .. ~ ~ ~ ~ u 1 -2 t~ ..... 0 ~ ~ ~ ..... ...-; , ~~ ij u (...) tx.. U 'i W;.. ~ ~8 ~ N ~ .......... ...... ~ ~ -J . ...... -, ~ '1 ........ ,- J;;I;., ~ _. I;,J ~ ~ r- ...... 0 I;0Io) ~ ~ ~ -, Ci) ~ ~ <.J ~ ., =:: 0 ,") ~ ~ ~ I ~ '" ::::::; r.., ~ f-4 . ...... ~ u I ~ I" Z ~ r', -< ,/ -, z ' . - s:: - ........ ~ .!! .... N .c .... E-c .!l S ..-. ~ %. (9 (j I f-4 ('-0, g '-.. ~ ... \..) < (I) I ~ 'w ~ """" <II ~ ~ . GI W ;::E U 1'1- ~ . ~', -',.,,', ,.~? ~'Il/t~, ;"... illii' ,,,",,,'A- ,.,.",:"".'t{'t. ~ " "'''''i''' Wl'r #'. ~ ''I ~'it ~ LISA H. HAMMER r l ,f ,it.l t /{ /l/ t on.:.; u ! t tJ l ( { ; .t,,~ li~ :\/..\ '}l"d,l 'i t ", J).--, ./ jrl ti"(~'~'~.!o. r'1;'lC1 , ,1; ":1 ~~,:; ',,;,\ tf' ~H';.j{~.\ :.1 ~:~ (': ';./: i,I:: ,i:'t, rj'{-)" I tflf" t..t(-'\1"'/'i;;~'.fi:'~it\/ .i.)t fl()I'I(1~_ ~ <}~>~ ~ f~' \int f-!t':ntC1(", ; I-~f~':;'f ~c~; ,;';i,.'I.~ ~. ,~r~ '.J(,,;.~ ./ i. 1;" "~f'r ~ i fr-',.\ ~.;,f i'i".' ,~'~.f,.1 ~(Cl trl'"rL},((",'1! Crt!!\. '~;f-~ ~t dl{"c:'1 l:>r'j,:.;! ! t,l('~ t ~()n t~..(,(yl( j... ~:. -i ,~! i <i f 1 < _, T I <~, ~_ (.,1' ~.:.,(j < ()!'l ~.) U j ti fI,!lw," ii\ ,\ II :Sj) '"vid1 the Ar'nerk:dll Socit,[\.' 01 /\ ...1 I.ulified ,'\rl)CH '_">1 (N r'. J ~.) " \ v\!1 r il he in (t'l"nd.tiofld! of Ari);)I!(U!lt l[e, Jnd d St<lle ()f F10ridd Pe<,1. (Oiluci ()r)C'! fOr flF8(001) (~i)e ! hiC", ned' Ih:' ',;""" if':ac! f loridd '>wr (lunded I)y t r () ('~ j !~'-" .':t ~ ~}:;:, ..,,'\: {I ("! j (, C) nt(.\ _: n r n ~~ d ,-,! verSt" ()Ih~:$ n(.~i ii' ;";! -.') , I r Bo)( l. 5'S I H()rrlf:'::'(Cd.d, F I 33090 } J.., {)'/~ir:) ff.i,',:<. { 24/ 34JCi HORTICUL ruRAL CONSULTING SERVICES '~~~ .;J.. ""'.:.1. "'.~ ., ...,. .,,' Jr."!"~;,rl.'i .......1r, ~"'$ .... -; IP.. ~'~ · Plant Pu}hienl !Jidgl to<,!'. .;J ( ~ · Tree (l,ne! Ldnch,cdpC 1\I\,:m':\8('1 lie'! ,I " · Lal Kbc<:I!)e /V1e)!)i ItHlilg P""Q'r '''I'n'. ~....I 1.-1 (l _.~~ · Land~(dpe !\t1arni,f.'! k\1 1((' (', ..,,' f ' '., t.." . '" _'}pec I, k,d .I$j :) · Tree Pruning: Spe(!ficd.lhHl'" · Construction Reld.ted 'II ee Disposi tion .:1 t)(.'1 Pt est':' JVd Uon rlan.s · 'rE'e' '1,,')'1 'l '~I" d. ., r')f' I, ., ,.., \.., ,,0 h..::>C..., : Appr aJ';',JI<, · Hazardrre(" t vdluatioii<, · Ldndscape Design Rev!E'V\/ · L.egal Cases liwiJlving Tree<, dnd Lancl:'(dOir'lg Key Personnel... John Allred, Jr. President I I John Allred, Dave McCarty Sr. Senior Vice Project President Manager Jennifer Liz Marquez Michaela Allred Bookkeeping Mitzel Office - Acct. Payable - Oir. Of Manager Receivable Marketing I I I I Lisa Hammer Justin Storey Grady Oscar Horticultural Certified Pest Whittaker Brookins Advisor Control Irrigation Professional Supervisor Beekeeper 19 John W. Allred, Jr. President and C.E.O. 1988-Present Achievements: F.N.G.L.A. Certified Landscape Contractor I.S.A. Certified Arborist Licensed Pesticide Applicator, Florida Department of Agriculture And Consumer Services Pesticide Certification Office "Small Business of the Year" for the year 2000, Greater North Miami Chamber of Commerce Certified Small Business Enterprise by Miami-Dade County John Allred first planted the roots of Country Bill's in 1988. Serving as President and Chief Executive Officer, Mr. Allred fosters the company's growth and development through pristine examples of leadership and dedication. Country Bill's started in a warehouse with just two employees, but has since branched into its industrial property and now employs more than 40. The Miami Herald also took note of Mr. Allred's thriving business, and featured Country Bill's in the newspaper's "Business Monday" section. A copy of the article is included in the following pages. John W. Allred, Sr. Vice President & General Manager 1988-Present Education: Attended University of Alabama Achievements: Supervised Dune Restoration Project, Miami Beach Supervised Construction of Grove Isle Condominiums, Coconut Grove Supervised Construction of Jockey Club, Miami Supervised Construction of Bay Pointe Towers, Miami Supervised Structural Steel Erection for Sears Tower, Chicago John Allred, Sr., joined his son in 1988, and serves as the Vice President and General Manager of Country Bill's. Mr. Allred lends his keen business sense to all aspects of the company business. Prior to joining Country Bill's, Mr. Allred owned and operated two successful auto sales dealerships in both Indiana and Florida. 21 David S. McCarty Vice President, Senior Project Manager 1995-Present Education: Attended Palm Beach Community College Achievements: F.N.G.L.A. Certified Landscape Contractor Licensed Pesticide Applicator, Florida Department of Agriculture David McCarty serves as the Vice President and Senior Project Manager of Country Bill's. Mr. McCarty applies his 20 years of landscape maintenance experience to manage all facets of day- to-day operations including the oversight of projects, personnel, and schedules to ensure Country Bill's meets and exceeds the goals and objectives of each client. Mr. McCarty served as the assistant manager of a restaurant chain before returning to his true passion, landscape design and management. 22 Lisa Hammer Horticultural Advisor 1996-Present Education: M.S. in Biology, Florida International University B.S. in Agriculture, University of Florida Achievements: Registered Consulting Arborist with the American Society of Consulting Arborists I.S.A. Certified Arborist Certified Pest Control Operator Lisa Hammer is a Horticultural Consultant who has been lending her expertise to Country Bill's for more than a decade. She has more than 20 years experience specializing in tree and landscape management. Ms. Hammer is an expert on plant diagnosis, tree pruning specifications, landscape monitoring programs, and hazard tree evaluations. Oscar Brookins Professional Beekeeper 2000-Present Oscar Brookins has more than 35 years experience working as a professional beekeeper, and he knows what a bother bees can be. He has relocated thousands of hives that have posed a public threat throughout Miami-Dade County. 23 Justin Storey Certified Pest Control Operator 2001-Present Education: Presently enrolled in classes to obtain certification as an FNGLA Certified Landscape Contractor Achievements: Certified Pest Control Operator Preventative pest management is Justin Storey's specialty. He has more than 14 years experience in assessing the need for pest control on each job site, and is an expert in applying both pesticides and herbicides. Grady Whittaker Irrigation Supervisor 2000-Present Education: Certified Plumber, Licensed by the State of Florida Grady Whittaker is a Certified Plumber, licensed by the State of Florida, and brings more than 20 years experience to the Country Bill's team. Mr. Whittaker specializes in the assembly of backflow and irrigation systems. He's been a part of the Country Bill's team for six years, supervising the design and implementation of all new irrigation systems, and retro-fitting existing systems. 24 Jennifer Allred Office Manager 1996-Present Jennifer Allred joined her brother and father in business ten years ago, offering her expertise in financial management. Ms. Allred coordinates Country Bill's payroll and employee benefits programs. Prior to joining the family business, Ms. Allred served as a leasing director for major property developments across Miami-Dade, Broward, and Palm Beach Counties. Liz Marquez Bookkeeping 2001-Present Education: B.S. in Accounting, Florida Memorial University Ms. Marquez handles all of Country Bill's internal accounting needs including accounts payable and receivable functions, maintains the general ledger, and all bank reconciliation. Ms. Marquez also prepares a monthly accounting write-up and compiles all financial statements. Michaela Mitzel Director of Marketing & Community Relations 2004-Present Education: B.S. in Communications, University of Mary A.A.S. in Graphic Design, Bismarck State College Michaela Mitzel added her creative spin to the Country Bill's marketing team in 2004, serving as the Director of Marketing and Community Relations. Ms. Mitzel worked as a producer for WPLG Channel 10 News before joining the team at Country Bill's. 25 City of Miami Beach Dune Renovations November 28, 2004 - January 15, 2005 We consider the Miami Beach Dune Renovation project one of the largest, and most challenging projects to date. Country Bill's was contracted by Jordana Rubin, of the Miami Beach Environmental Management Division to remove, eradicate, and dispose of all evasive plant species growing on beach dunes from 21 st Street to 85th Street. Working in such soft sand proved to be quite a challenge. Our crews were forced to bring in special trucks and equipment to transport both plant material, and manpower. Because water access was limited, we were also forced to fabricate a 350-gallon water transport device to keep a supply readily available. It took Country BilI'sjust a little over 30 days to complete the project, and when all was said and done, we installed 60,000 sea oat liners, 10,000 gaillardia pulchella plants, 7,000 railroad vines, and 5,000 dune sunflowers. Art Basel Landscape Emergency December 5,2002 Hours before Art Basel was set to descend upon Miami Beach, disaster struck, courtesy of a careless contractor. Country Bill's had completed an extensive landscape improvement project on a surface parking lot located at 21 st Street and Collins Avenue, which was one of the major exhibit sites. Two hours before the event was set to begin, another contractor made the decision to relocate a portable bathroom facility, transporting it across freshly installed sod. The grass was instantly destroyed, creating a muddy mess. Country Bill's received an emergency phone call from Chuck Adams, Assistant Parking Director for the City of Miami Beach, asking for immediate assistance. Within one hour, John Allred, Dave McCarty, and their crew were at the site with fresh sod, mulch, and manpower. They completed the job just minutes before the official start of the event. Hurricane Wilma October 24, 2005 Hurricane Wilma roared across South Florida on October 24, 2005, knocking out power across much of Miami-Dade and Broward Counties. Fuel was in short supply, but it was not enough to keep Country Bill's from providing first priority debris removal service for the City of Miami Beach. Country Bill's tapped into their 6,000 gallon underground fuel reserve, and had 26 men, five 15 yard dump trucks, and four pickup trucks, working throughout the city only a few short hours after the storm had passed. Because of our proven hurricane plan, Country Bill's remained in constant contact with City staff days and hours up to and after the storm. Extensive debris removal was completed at more than 65 parking lots and areas for greenspace management over the course of nine days. Hurricane Katrina August 26, 2005 While South Florida was spared the brunt of Hurricane Katrina, the storm still left its mark on the City of Miami Beach. Country Bill's was once again able to provide first priority service to the city of Miami Beach, facilitating immediate recovery efforts in the areas deemed hardest hit. By keeping the lines of communication open with City staff, Country Bill's was able to clean up and remove debris from more than 65 parking lots, as well as areas for greenspace management in only five days. Hurricane Andrew August 24, 1992 The horror of Hurricane Andrew still lives in the hearts of many South Floridians, though it happened more than a decade ago. We consider Hurricane Andrew a milestone because of the lessons learned in hurricane preparedness. The storm dealt devastation like none other, regardless of all the measures taken to protect landscaping. Country Bill's had teams in place, ready to begin work hours after the storm had passed. 29 "2"''0... 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Country Bill's raises the bar by offering the best possible landscape management services at the best possible value. We know the City of Miami Beach has extremely high expectations when it comes to landscape maintenance. Our plan is to meet and exceed those expectations by putting our business at the City's disposal. The key to our approach in handling landscape management services specific to this project assigns Country Bill's Vice President and Senior Project Manager, Dave McCarty, to manage all facets of this contract. Mr. McCarty will personally perform daily maintenance inspections on all projects and maintain communications with City staff. The owner of Country Bill's, John Allred, will work closely with Mr. McCarty, and will be available on a 24-hour, as needed basis. All of our work is performed in accordance with the highest professional maintenance standards and horticultural techniques. The meet the needs specific to this contract, we would like to propose the following approach: · Four-Man Mowing/Detail Crew: The Four-man Mowing! Detail crew would be assigned to primarily cover large turf and hedge areas. They will be equipped with the following: o One Isuzu 13250 GVW Dump Truck with a 15 yard dump bed, pulling an 18' enclosed dual axle trailer. Inside that trailer will be: ./ One 61" Scag Turf Tiger Lawn Mower ./ One 36" Scag Self Propelled Lawn Mower ./ One 21" Sarlo Self Propelled Push Mower ./ Weedeaters ./ Edgers ./ Hedge Trimmers ./ Backpack Sprayers ./ Blowers ./ Rakes, Shovels, and all other necessary equipment · Two-Man Litter/Detail Crews: Three separate Two-Man Litter/Detail crews will be assigned on Mondays and Fridays for paper and litter control in all areas specified in the proposal. Additionally, they will focus on smaller turf areas and parking lots. They will also be called upon to assist the Four-Man Mowing/Detail crews and will have the following equipment: o Isuzu Box Trucks with fold down lift gates, which will have: ./ One 61" Scag Turf Tiger Lawn Mower ./ One 36" Scag Self Propelled Lawn Mower ./ One 21" Sarlo Self Propelled Push Mower ./ Weedeaters ./ Edgers ./ Hedge Trimmers ./ Backpack Sprayers ./ Blowers ./ Rakes, Shovels, and all other necessary equipment 32 1. Turf Maintenance (4.10.3) A. Fertilization of all grassed areas will be done three times per year, meeting the specifications listed in section 4.6.6.1 I. In April St. Augustine grass will be fertilized with Lesco 17-4-11 with Atrazine to act as a post emergent weed control. 2. In July St. Augustine grass will be fertilized with Lesco 16-2-12 with Talstar insecticide. 3. In October St. Augustine grass will be fertilized with Lesco 18-2-16. B. Mowing of all grassed areas will be done to the specifications listed in sections 4.6.1.1 through 4.6.1.4, based on a schedule of 30 to 37 full service visits. Non-athletic field turf will be mowed no less than 3 W' above the soil level using the appropriate mower. I. The frequency of visits may need adjusted as certain areas may require more services. Based on our previous experiences, we propose the following breakdown: a. "Levell" type properties are those that have been recently renovated and contain new landscaping and irrigation, which may require 42 or more services per year. i. Examples include: PAL, Michigan Avenue, Preferred Lot, 71st and Byron, IG, 2G, 4AL, 4C, 6B, 8A, 9B, lOA, 16E, 17A, 17B, 19B, 19X, 20X. ii. The 7th Street Parking Garage is comprised of three types of vegetation. Silver buttonwood, dwarf c1ucia, and scaevola all must be trimmed yearly with specialized equipment to maintain its award-winning ''wave like" effect. Caution must be exercised due to the close proximity of 7,200-volt power lines. The structure also contains a state of the art drip type irrigation system, with check valves and booster pumps, that runs through planter boxes on all six floors. Fertilization requires the use of a continuous feed fertigation system with a 30-gallon tank and pump. b. "Level 2" type properties are listed in the specifications to be serviced 37 times per year. c. "Level 3" type properties are those that are to be serviced 30 times as specified. C. Preventative Disease and Pest Management will be done through the use of custom blend fertilizers mixed with insecticides, herbicides, and or fungicides to prevent or eliminate any major pest problems. I. Spot treatments will be applied on an as needed basis. 33 II. Tree and Palm Maintenance (4.10.4) A. Fertilization will be done twice yearly to the specifications as defined in section 4.6.6.3. I. Trees will be fertilized in the spring and fall using Lesco 8-10-10 with 25% slow release nitrogen plus minors. 2. Palms will be fertilized in April and October using Lesco 13-3-13 palm mix with 25% slow release nitrogen plus minors. B. All trees and palms will be pruned to the specifications as defined in section 4.6.3. John Allred, who is an ISA Certified Arborist, will supervise all pruning and tree trimming. 1. ANSI Z133.1-2000 standards will be strictly adhered to. C. Preventative Pest Management. In April Royal Palms will receive a granular application or liquid drench of Merit insecticide as a preventative for Royal Palm Bug and other boring insects. III. Shrub and Groundcover Maintenance (4.10.5) A. All shrubs and groundcovers will be fertilized by hand three times per year, as specified in section 4.6.6.2. 1. Lesco 8-10-10 fertilizer with minor nutrients will be applied in April, July, and October. 2. Ozmacote or equivalent 14-14-14 slow release fertilizer will be used on flowering annuals and shrubs. B. Pruning will be done a minimum of once a month, as specified in section 4.6.2. C. A Certified Pest Control Operator will inspect shrubs and groundcover weekly and will target problems as needed to avoid major outbreaks. I. Additionally, we will employ an integrated pest control management strategy to help identify, monitor and solve pest problems rather than reaching for an all-purpose spray. IV. Irrigation Maintenance Program (4.10.6) A. Country Bill's will manage the operation and maintenance of all irrigation systems as specified in section 4.6.12 I. We will conduct both a wet and dry inspection of the irrigation system after each service. Any damage caused by our crews will be repaired at no additional cost. 2. Sprinkler heads will be cleaned with each service. 3. Country Bill's will test timers and replace batteries as needed. 4. Irrigation systems will be shut down prior to major storms. 5. Damage to irrigation systems caused by Acts of God, power surges, theft, vandalism, traffic and or any other accident etc. not caused by Country Bill's will be billed by time and material. 34 V. Litter Control (4.6.5) A. Country Bill's will collect and dispose of all debris generated by pruning, trimming, weeding or other work as noted in the specifications on the same day of each service. 1. All paved areas will be swept clean following each service. 2. Any debris that gathers near storm catch basins will be removed by hand. B. Based on previous experience working with the Miami Beach Parking Department, Country Bill's would like to propose that additional litter removal services be conducted on Monday and Friday, as opposed to the request for services on Monday and Thursday as specified in attachment A, section 4.6.5.2. 1. There are several events and holidays not addressed in the specifications of RFP 20-05/06 that require additional litter control services for all parking lots and or beach front lots only. a. Examples of such holidays and events have included New Year's, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas, Hanukkah, Miami International Boat Show, Art Basel, Super Bowl, Spring Break, and the Winter Music Conference. Country Bill's will provide litter control services for such happenings at an additional charge. 35 ESSENTIAL EQUIPMENT... · (2) 2004 TORO 72" GROUNDS MASTER LAWN MOWERS · (2) 2002 TORO 72" GROUNDS MASTER LAWN MOWERS · (1) 1999 TORO 72" GROUNDS MASTER LAWN MOWER · (1) 1998 TORO 72" GROUNDS MASTER LAWN MOWER · (2) 2005 SCAG 61" TURF TIGER LAWN MOWERS · (2) 2004 SCAG 61" TURF TIGER LAWN MOWERS · (2) 2003 SCAG 61" TURF TIGER LAWN MOWERS · (1) 1999 MASSEY-FURGUSON 135 TRACTOR WITH 5' BUSH HOG · (4) 2005 ENCORE 32" LAWN MOWERS · (4) 2004 SKAG 36" LAWN MOWERS · (2) 2004 SKAG 48" LAWN MOWERS · (5) 2005 SARLO 5.5 UP 21" PUSH MOWERS · (1) 1997 DODGE RAM % TON LONG BED PICKUP TRUCK · (4) 2002 ISUZU 13,250 GVW DUMP TRUCKS · (1) 2003 ISUZU 13,250 GVW DUMP TRUCKS · (1) 1999 NISSAN UD 17,000 GVW 14' DUMP TRUCK · (4) 2001 ISUZU 13,250 ISUZU GVW BOX TRUCKS · (1) 2002 FORD RANGER · (1) 1996 F-700 DUMP I BUCKET TRUCK WITH 60' BOOM · (2) 1999 VERMEER 1250 CHIPPERS · (1) 1999 CARLTON 6800 STUMP GRINDER · (1) 2001 CASE 590 4X4 BACKHOE · (1) 2000 CASE 580 4X2 BACKHOE · (1) 1997 CHEVROLET 3500 WATER TRUCK · (1) 2001 BOBCAT 850 · (1) DYNA DIGGER · (1) 2000 TORO 45000 REELMASTER LAWN MOWER · (1) 2003 JOHN DEERE 244-J FRONT END LOADER · (1) 2002 HONDA SOD CUTTER · (1) 2001 DITCH WITCH 3700 · (2) JD GATOR 6X4's · (2) 1999 FORD F-250 PICKUP TRUCKS · (1) 2005 FORD F-350 PICKUP TRUK · (1) 2003 FORD F-350 PICKUP TRUCK · (2) 2001 FORD F-150 PICKUP TRUCKS · (5) VARIOUS SIZED 18'-24' ENCLOSED TRAILERS · (4) VARIOUS SIZED 16'-24' OPEN TRAILERS · (12) VARIOUS SIZED CHAIN SAWS · (1) FOOT COMPLIANT ARROW BOARD · (100+) FOOT COMPLIANT TRAFFIC CONES NUMEROUS WEEDEA TERS, BLOWERS, EDGERS & HEDGE TRIMMERS, HAND TOOLS, SHOVELS, RAKES, ETC. 36 Safety Policy... One of Country Bill's top priorities is to provide a safe working environment for all of our employees. Preventing injuries is fundamental, which is why our project supervisors conduct weekly safety meetings to discuss potential hazards specific to each job site. Employees are also held responsible for promoting safety. Before using any type of powered equipment employees are encouraged to read the owner's manual and familiarize themselves with operating instructions and safety features. Employees are to survey the area prior to starting work on any job to be aware of any debris or obstacle that could hinder the safe operation of equipment. Country Bill's also mandates that all employees be fully uniformed while working in the field. Proper footwear is required at all times. Employees are not allowed to wear loose clothing or excessive jewelry. Long hair must be pulled back. Horseplay is strictly prohibited. Eye Protection or safety goggles must be worn while using any equipment that can cause flying debris. Ear protection may be required when using noisy equipment for an extended period of time. Gloves are to be worn when handling chemicals or any material with sharp or jagged edges. Only Certified Pest Control Operators are allowed to apply pesticides or herbicides, and in doing so, he or she must wear a facemask and appropriate clothing to prevent contamination. At the end of each working day, all equipment is to be cleaned, adjusted, and repaired by our in-house mechanic if necessary. Deflection plates are to be securely fastened, and all parts should be checked for tight connections. Any defects in materials, machinery, tools and equipment must immediately be reported. Gas powered machines are to be topped off daily; taking care to avoid spills or overflows. Each supervisor is to check vehicles daily to ensure that all fluid levels are in the safe operations range and that all lights, including those on trailers, are in working order. All work related accidents or injuries, no matter how minor, must be reported immediately. Each employee is required to have a fundamental understanding of these basic safety rules. Failure to comply will result in disciplinary action or termination of employment. 37 EMPLOYEE SAFETY TRAINING CHECKLIST Name: Hire Date: Position: Trainer: I acknowledge that I have been trained in the Country Bill's Safety Program, and agree to abide by all Country Bill's safety rules, policies, and procedures. _ Safety Program o My right to ask questions and report any safety hazards or concerns without fear of retaliation or reprisal o The location of all safety bulletins and other work related po stings o Disciplinary procedures that may be taken for failure to comply with Country Bill's safety policies Hazard Communication o Potential hazards in work areas specific to each job assignment o Safety procedures and required use of protective equipment o The dangers of any chemicals to which I may be exposed o Response action to be taken in the event of a hazardous spill _ Personal Protective Equipment _ Employee Safety Manual _ Reporting of Accidents, Injury, or Illness _ Emergency Procedures I understand the above items and agree to comply with Country Bill's safety policy to promote a safe working environment for myself and all other employees. Employee Signature Date Date Trainer Signature 38 ORIENTATION CHECKLIST Name: Date: Trainer: I acknowledge that I have been informed of the following during Country Bill's Employee Safety Orientation. o Employee Handbook o The history of Country Bill's Lawn Maintenance o Safety Rules, Policies, and Procedures o Proper Use of Tools o First Aid o Hazard Control and Prevention o Acknowledgement of Drug/Alcohol Free Workplace o Personal Protective Equipment o Mower Safety Lesson o Grounds Maintenance Safety Lesson o Landscape and Grounds Maintenance Lesson and Assessment o Maintenance of Traffic (MOT) Introduction o Driver Training Date Employee Signature Trainer Signature Date 39 Country Bill's Lawn Maintenance Inc. 13363 Northeast 16th Avenue North Miami, Florida 33161 Phone: (305) 785-0180 Fax (305) 891-5916 DRUG & ALCOHOL FREE WORKPLACE POLICY Country Bill's Lawn Maintenance, Inc. is committed to protecting the safety, health and well being of all employees and individuals in our workplace. We recognize that alcohol abuse and drug use pose a significant threat to our goals. We have established a drug-free workplace program that balances our respect for individuals with the need to maintain an alcohol- and drug-free environment. Any individual who conducts business for the organization, is applying for a position, or is conducting business on the organization's property is covered by our drug-free workplace policy. Our drug-free workplace policy applies during all working hours and whenever conducting business or representing the organization. It is a violation of our drug-free workplace policy to use, possess, sell, trade, and or offer the sale of alcohol, illegal drugs, or other intoxicants. If an individual violates the policy the consequences are serious and could result in his or her termination. It is on that note, Country Bill's Lawn Maintenance, Inc. has devised the following: I. The manufacture, possession, distribution, or use of controlled substances is strictly prohibited. 2. Employees who violate the drug-free workplace policy are subject to disciplinary action, which could result in his or her termination. 3. As mandated by the Federal Drug-Free Workplace Act of 1988, any employee who is convicted of a drug or alcohol related offence must notify the organization in writing within five calendar days of the conviction. 4. Ifan employee receives such a conviction, Country Bill's Lawn Maintenance reserves the right to take appropriate personnel action against the employee, up to and including termination. A safe and productive drug-free workplace is achieved through cooperation and shared responsibility. Both employees and management have important roles to play. 40 Country Bill's 2006 Hurricane Plan... Before Hurricane Season: Hurricane Season comes once a year, but at Country Bill's we believe it's vital to make preparations year round. Why wait until June 15t? Our landscape technicians keep a watchful eye on trees and plants that could pose a problem, and we strive to keep our equipment in proper working order. Our plan is simple, but has been proven effective time and again. Hurricane Season Begins: Country Bill's calls a staff meeting at the start of every hurricane season to: · Issue and discuss written hurricane plan · Review definitions of weather warnings (examples are to follow) · Review policies and remind employees of their responsibilities · Encourage employees to make hurricane preparations in their own homes · Ensure that all mechanical equipment is in proper working order · Take an inventory of all tools · Update communications list and make sure all emergency contacts are in place Extra Precautions: With the start of hurricane season comes added responsibilities for our employees. Here is a brief overview: · No truck, tool, or machine is to be left on empty. Employees are responsible for topping off the gasoline on every piece of machinery at the end of each working day. · All dump beds, trucks, and trailers are to be emptied at the end of each working day. 72 hours prior to the storm they will remain empty so clean up operations can begin immediately · Employees are encouraged to take care of all personal matters, storm supplies, etc. Everyone is expected to show up for work immediately after the storm has passed. Should a Storm Strike: All employees of Country Bill's are placed on call, and are expected to remain in constant contact with either John Allred or Dave McCarty. Aside from our staff of 35, Country Bill's has an additional 65 people on standby, and access to and additional 26 dump trucks. Country Bill's keeps an underground fuel reserve, which consists of 3,000 gallons diesel fuel, and 3,000 gallons of unleaded fuel. 41 Hurricane Definitions: Hurricane Season is June 1 to November 30. Tropical Depression: An organized system of clouds and thunderstorms with a defined surface circulation and maximum sustained winds of 38 mph or less Tropical Storm: An organized system of strong thunderstorms with a defined surface circulation and maximum sustained winds of39-73 mph Hurricane: An intense tropical weather system of strong thunderstorms with a well-defined surface circulation and maximum sustained winds of 74 mph or higher Sustained winds: A one minute average wind measured at about 33 feet, or ten meters, above the surface Tropical Storm Warning: A Tropical Storm is expected to strike within 24 hours with sustained winds of 39 to 73 mph Hurricane Watch: The alert given when a Hurricane poses a threat to a certain coastal area within 24-36 hours Hurricane Warning: A Hurricane is expected to strike within 24 hours with sustained winds of 74 mph or more accompanied by heavy rain and high waves Storm Surge: Storm surge is water that is pushed toward the shore by the force of the winds swirling around the storm. This advancing surge combines with the normal tides to create the hurricane storm tide, which can increase the mean water level 15 feet or more. This rise in water level can cause severe flooding in coastal areas Category One Hurricane: Winds 74-95 mph. Storm surge generally 4-5 ft above normal. No real damage to building structures. Damage primarily to unanchored mobile homes, shrubbery, and trees. Some damage to poorly constructed signs Category Two Hurricane: Winds 96-110 mph. Storm surge generally 6-8 feet above normal. Some roofing material, door, and window damage of buildings. Considerable damage to shrubbery and trees with some trees blown down Category Three Hurricane: Winds 111-130 mph. Storm surge generally 9-12 ft above normal. Some structural damage to small residences and utility buildings with a minor amount of curtainwall failures. Damage to shrubbery and trees with foliage blown off trees and large trees blown down. Mobile homes and poorly constructed signs are destroyed. Flooding near the coast destroys smaller structures with larger structures damaged by battering from floating debris. Category Four Hurricane: Winds 131-155 mph. Storm surge 13-18 ft above normal. More extensive curtainwall failures with some complete roof structure failures on residences. Shrubs, trees, and all signs are blown down. Complete destruction of mobile homes. Extensive damage to doors and windows. Category Five Hurricane: Winds greater than 155 mph. Storm surge greater than 18 ft above normal. Complete roof failure on many residences and industrial buildings. Some complete building failures with small utility buildings blown over or away. All shrubs, trees, and signs blown down. Complete destruction of mobile homes. Severe and extensive window and door damage. 42 Country Bill's Lawn Maintenance, Inc. 13363 Northeast 16th Avenue North Miami, Florida 33161 Phone: (305) 785-0180 Fax: (305) 891-5916 E-mail: JohnAllred@aol.com Landscape Maintenance: $258,981.00 Litter Control: $139,984.00 Total Cost: $398,965.00 Total Cost consists of one lump sum price, consisting of both landscape maintenance and litter control, to maintain all areas included within the scope of this project. It is a yearly price to be broken down into 24 equal bi-monthly payments. We have broken down the total costs per service per area for both landscape maintenance and litter control on the next two pages. 44 City of Miami Beach Landscape Maintenance Cost {,;ost per Number OT Landscape MalOt. Lot Number Location service Services Annual Total PAL 11th Street' Jefferson Avenue $85.00 37 $3,145.00 Penrod's 8iscayne Street' Ocean Drive $85.00 37 $3,145.00 Mich. Ave. 15th Street' Michigan Avenue (Softball Lot) $95.00 37 $3,515.00 Pref. Lot 19th Street' Conv. Center Drive $95.00 30 $2,850.00 South Pointe South Pointe Park - Restaurant $150.00 37 $5,550.00 1A 1 st Street' Ocean Drive $85.00 37 $3,145.00 1G 7th Street' Collins Avenue (llaralle) $1,483.70 30 $44,511.00 1G Above price includes trimminQ the 7th SI. Garaae 2A 12th Street' Drexel Avenue (llaralle) $90.00 30 $2,700.00 28 6th Street' Meridian Avenue $75.00 30 $2,250.00 2G* 17th Street' Meridian Court (Qaralle) $145.00 30 $4,350.00 4AL 4th Street' Alton Road $95.00 37 $3,515.00 4C 17th Street' West Avenue (Epicure) $95.00 37 $3,515.00 4D 16th Street' West Avenue $85.00 37 $3,145.00 4E 18th Street' Purdv Avenue (south) $85.00 37 $3,145.00 5A 17th Street' Washington Avenue $125.00 30 $3,750.00 5C 18th Street' Conv. Center Drive $85.00 30 $2,550.00 5F 18th Street' Meridian Avenue $95.00 30 $2,850.00 5H 19th Street' Meridian Avenue (Holocaust) $85.00 30 $2,550.00 5M 777 17th Street $95.00 37 $3,515.00 6B 21 st Street' Collins Avenue $295.00 37 $10,915.00 7C 6th Street' Collins Avenue $95.00 30 $2,850.00 8A 42nd Street' Sheridan Avenue (llaralle) $150.00 37 $5,550.00 8B 42nd Street' Roval Palm Avenue $85.00 37 $3,145.00 8C 40th Street' Chase Avenue $85.00 37 $3,145.00 8D 47th Street' Sheridan Avenue $85.00 37 $3,145.00 8E 41 st Street' Alton Road $95.00 37 $3,515.00 8F 42nd Street' Jefferson Avenue $95.00 37 $3,515.00 8G 40th Street' Royal Palm Avenue $85.00 37 $3,145.00 8H 40th Street' Prairie Avenue $85.00 37 $3,145.00 9A 71st Street' HardinQ Avenue (west) $65.00 37 $2,405.00 98 72nd Street' Collins Avenue $275.00 37 $10,175.00 9C 71 st Street' Carlyle Avenue $65.00 37 $2,405.00 9D 71st Street' Bonita Drive $65.00 37 $2,405.00 9E 71st Street' Hardina Avenue $65.00 37 $2,405.00 9F 75th Street' Collins Avenue $75.00 37 $2,775.00 10A Lincoln Lane N , Lenox Avenue (west) $95.00 37 $3,515.00 10C Lincoln Lane N , Meridian Avenue $95.00 37 $3,515.00 10D Lincoln Lane S , Jefferson Avenue (west) $65.00 37 $2,405.00 10E Lincoln Lane S' Jefferson Avenue (east) $65.00 37 $2,405.00 10F Lincoln Lane S , Euclid Avenue (west) $65.00 37 $2,405.00 10G Lincoln Lane S , Michillan Avenue (west) $65.00 37 $2,405.00 10X Lincoln Lane N' Lenox Avenue (east) $95.00 37 $3,515.00 11X 11th Street' Collins Avenue $85.00 37 $3,145.00 12X 9th Street' Washington Avenue $85.00 37 $3,145.00 13X 10th Street' Washington Avenue $85.00 37 $3,145.00 16D 34th Street' Collins Avenue $55.00 37 $2,035.00 16E 35th Street' Collins Avenue $95.00 37 $3,515.00 17A 13th Street' Collins Ayenue (garalle) $95.00 30 $2,850.00 17B 13th Street Provisional Lot $65.00 30 $1,950.00 17X 13th Street' Collins Avenue $65.00 30 $1,950.00 18A 64th Street' Collins Avenue $95.00 37 $3,515.00 18X 65th Street 'Indian Creek (MARINA) $85.00 52 $4,420.00 19B 53rd Street I Collins Avenue $85.00 37 $3,145.00 19X 46th Street' Collins Avenue $250.00 37 $9,250.00 20X 27th Street' Collins Avenue $85.00 37 $3,145.00 22X 72nd Street' Carlyle Avenue $55.00 30 $1,650.00 23X 83rd Street I Abbott Avenue $55.00 30 $1,650.00 24A NormandY Drive' Bay Road (north) $55.00 30 $1,650.00 24B Normandy Drive' Vendome $55.00 30 $1,650.00 24C Normandv Drive I Bay Road (south) $55.00 30 $1,650.00 25X 71st Street' Bonita Drive $55.00 37 $2,035.00 26A 80th Street' Collins Avenue $85.00 37 $3,145.00 26B 84th Street I Collins Avenue $85.00 37 $3,145.00 26C 79th Street I Collins Avenue $85.00 37 $3,145.00 26D 83rd Street' Collins Avenue $55.00 37 $2,035.00 22,500 SQ ft 16th WashinQlon Ct $95.00 37 $3,515.00 Landscape Maintenance Total: $258,981.00 Additional Weekly Litter Services Total: $139,984.00 Grand Total for All Services: $398,965.00 """ UCl I Additional Total of Weekly Cost per litter Total annual Lot Number Location Litter service services cost PAL 11th Street' Jefferson Avenue 2 $25.00 104 $2,600.00 Penrod's Biscayne Street' Ocean Drive 2 $28.00 104 $2,912.00 Mich. Ave. 15th Street' MichTclan Avenue (Softball Lotl 2 $0.00 Pref. Lot 19th Street! Conv. Center Drive $0.00 South Pointe South Pointe Park - Restaurant 2 $50.00 104 $5,200.00 1A 1 st Street' Ocean Drive 2 $28.00 104 $2,912.00 1G 7th Street' Collins Avenue (aaraae) $0.00 2A 12th Street' Drexel Avenue (aaraae) $0.00 2B 6th Street' Meridian Avenue $0.00 2G' 17th Street' Meridian Court (aaraae) $0.00 4AL 4th Street' Alton Road 2 $30.00 104 $3,120.00 4C 17th Street' West Avenue (Epicure) 2 $25.00 104 $2,600.00 4D 16th Street' West Avenue 2 $30.00 104 $3,120.00 4E 18th Street' PurdvAvenue (south) 2 $25.00 104 $2,600.00 5A 17th Street' Washinaton Avenue $0.00 5C 18th Street' Conv. Center Drive $0.00 5F 18th Street' Meridian Avenue $0.00 5H 19th Street' Meridian Avenue (Holocaustl $0.00 5M 777 17th Street 2 $25.00 104 $2,600.00 6B 21st Street' Collins Avenue 2 $50.00 104 $5,200.00 7C 6th Street' Collins Avenue $0.00 8A 42nd Street' Sheridan Avenue (a-araae) 2 $28.00 104 $2,912.00 8B 42nd Street' Roval Palm Avenue 2 $25.00 104 $2,600.00 8C 40th Street' Chase Avenue 2 $25.00 104 $2,600.00 8D 47th Street' Sheridan Avenue 2 $25.00 104 $2,600.00 8E 41 st Street' Alton Road 2 $25.00 104 $2,600.00 8F 42nd Street' Jefferson Avenue 2 $25.00 104 $2,600.00 8G 40th Street' Roval Palm Avenue 2 $25.00 104 $2,600.00 8H 40th Street' Prairie Avenue 2 $25.00 104 $2,600.00 9A 71 st Street' Hardina Avenue (west) 2 $25.00 104 $2,600.00 98 72nd Street' Collins Avenue 2 $50.00 104 $5,200.00 9C 71 st Street' Carlvle Avenue 2 $25.00 104 $2,600.00 9D 71st Street! Bonita Drive 2 $25.00 104 $2,600.00 9E 71st Street' Hardina Avenue 2 $25.00 104 $2,600.00 9F 75th Street' Collins Avenue 2 $25.00 104 $2,600.00 10A Lincoln Lane N , Lenox Avenue (west) 2 $25.00 104 $2,600.00 10C Lincoln Lane N , Meridian Avenue 2 $26.00 104 $2,704.00 10D Lincoln Lane S , Jefferson Avenue (west) 2 $25.00 104 $2,600.00 10E Lincoln Lane S , Jefferson Avenue (eastl 2 $25.00 104 $2,600.00 10F Lincoln Lane S , Euclid Avenue (westl 2 $25.00 104 $2,600.00 10G Lincoln Lane S , Michiaan Avenue (west) 2 $25.00 104 $2,600.00 10X Lincoln Lane N , Lenox Avenue (east) 2 $25.00 104 $2,600.00 11X 11th Street' Collins Avenue 2 $25.00 104 $2,600.00 12X 9th Street' Washinaton Avenue 2 $25.00 104 $2,600.00 13X 10th Street' Washinaton Avenue 2 $25.00 104 $2,600.00 16D 34th Street' Collins Avenue 2 $25.00 104 $2,600.00 16E 35th Street' Collins Avenue 2 $28.00 104 $2,912.00 17A 13th Street' Collins Avenue (aaraae) $0.00 17B 13th Street Provisional Lot $0.00 17X 13th Street' Collins Avenue $0.00 18A 64th Street' Collins Avenue 2 $35.00 104 $3,640.00 18X 65th Street 'Indian Creek (MARINA) $0.00 19B 53rd Street' Collins Avenue 2 $35.00 104 $3,640.00 19X 46th Street' Collins Avenue 2 $50.00 104 $5,200.00 20X 27th Street' Collins Avenue 2 $28.00 104 $2,912.00 22X 72nd Street' Carlvle Avenue $0.00 23X 83rd Street I Abbott Avenue $0.00 24A Normandy Drive' 8av Road (north) $0.00 24B Normandv Drive' Vendome $0.00 24C Normandv Drive I Bav Road (south) $0.00 25X 71st Street I Bonita Drive 2 $25.00 104 $2,600.00 26A 80th Street' Collins Avenue 2 $35.00 104 $3,640.00 268 84th Street I Collins Avenue 2 $35.00 104 $3,640.00 26C 79th Street I Collins Avenue 2 $35.00 104 $3,640.00 26D 83rd Street' Collins Avenue 2 $35.00 104 $3,640.00 2500 sa ft 16th Washinaton Ct 2 $35.00 104 $3,640.00 Total annual cost for additional litter control. $139,984.00 City of Miami Beach Additional Weekly Litter Cost Regular Labor Rates... Description: Regular Hourly Overtime (Includes all equipment, fuel, etc.) Rate Contractor Representative $65 $97.50 Project Supervisor / Foreman $40 $60 Landscape Laborer $36 $54 Irrigation Technician $65 $97.50 Pest Control Technician $65 $97.50 Certified Arborist $100 $150 Backhoe w. Operator Minimum 6 hours plus travel time. Does not include $85 $127.50 trash hauling Description: Cost: Cypress Mulch $37.50 per Cubic Yard Seasonal Color $1.75 per 4" Pot 47 Disaster Recovery Rates... Description: Regular Hourly Overtime Rate 4-Man Emergency Clean-up Crew w. 15-yard Dump Truck, driver, 3 landscape laborers, $300 $450 chainsaws, blowers, etc. Chainsaw Operator w. Gear $50 $75 Landscape Laborer $40 $60 Supervisor w. pickup truck $50 $75 Contractor's Representative $65 $97.50 Certified Arborist $125 $187.50 Front Loader w. Operator Minimum 6 hours plus travel time. Does not include trash $139.50 $209.25 hauline Case 590 Backhoe w. Operator Minimum 6 hours plus travel time. Does not include trash $95 $142 hauling Skid-Steer w. Operator Minimum 6 hours plus travel time. Does not include trash $77.50 $115 hauline 48 Value Added Options... Country Bill's sets the standard in landscape management services by offering top rate services at the best possible value. That, however, is not enough. We are not satisfied until we meet and exceed our clients' expectations in all aspects of our job. We compiled a list to hi-light some of the services Country Bill's can offer that others cannot: · Experience: Country Bill's has been in charge of all facets of landscape management for the City of Miami Beach Parking Department, including the areas specified in this RFP for the past eleven years. As the current contractor, we have provided tree trimming, litter control, landscape maintenance, fertilization, and pest control. We have also been responsible for irrigation repairs and the design and installation of new landscaping and irrigation systems. Country Bill's has a fundamental understanding of the City's landscape management needs, and we know what it takes to keep these areas looking their best. · Contacts: Country Bill's has been working with the City of Miami Beach and its numerous departments for more than a decade. We have established relationships with City staff, all of who will back our proven record of excellence in service. · Location: Country Bill's is located less than five miles from the proposed areas to be services. This greatly reduces fuel costs and travel time, ultimately making our response time even faster. · First Priority: Country Bill's, on an immediate and first priority basis, will avail all its resources to the City of Miami Beach in the event of an Act of God (Le. storm, tornado, or hurricane) or any other emergency deemed by the City Manager or his designee. The City of Miami Beach will be given first priority, and at no additional charge, Country Bill's will: o Respond to all emergency calls in as little as one hour o Be present and on-site with all manpower and equipment necessary in the event of a natural disaster, coordinating these efforts with City staff days and hours in advance o John Allred and Dave McCarty shall be on-call and available to the city on a 24 hour basis at all times for emergency purposes · Family Owned & Operated: Because Country Bill's is family owned and operated; our clients work directly with the owner, John Allred, and Senior Project Manager, Dave McCarty. They are on call 24 hours a day, seven days a week, 365 days a year. Because you deal directly with the owner, there is no wait to seek approval for any resources. That means instant results! Both Mr. Allred and Mr. McCarty will at no additional cost will: o Will be readily available to consult with City staff, including the Landscape Architect, for plan review and landscape consulting o Shall be available to the City for routine, weekly, and as-needed inspections for all landscaped areas as directed by the City o Will be available to meet with all public utilities to locate all irrigation and hydraulic lines prior to any excavation by the utility company o Will be present at all special events, programs, and activities as directed by the City o Will attend City meetings with as little as 24 hours notice · Knowledge: The staff at Country Bill's has more than 75 years combined experience in key management alone. We know what we're doing! We attend trade shows and seminars to stay abreast of the latest landscaping technologies, and we consult regularly with horticultural experts. Additionally, Country Bill's will call on Lisa Hammer to conduct a comprehensive landscape review of all areas relative to this proposal at a discounted rate. Ms. Hammer is one of the most respected horticultural consultants in all of South Florida, specializing in trees and landscape management. · Honeybee Relocation: The City of Miami Beach called on County Bill's and their beekeeper Oscar Brookins numerous times to remove and relocate honeybees. Mr. Brookins has more than 35 years experience in honeybee removal and relocation in Miami-Dade County. .c;() REQUEST FOR PROPOSALS NO. 20-05/06 ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part t or Part", whichever applies. Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP: 20- 05106 Addendum No.1, Dated < Gj ///11112' ( 5'/2.(5/((; , ~ Addendum No.2, Dated Addendum No.3, Dated __ Addendum No.4, Dated -----------. Addendum No.5, Dated Part II: - No addendum was received in connection with this RFP. Verified with Procurement staff Name of staff -.--------- Date ~ }311.1.:., lA.wrJ UAlNf&...lllNrr \:~ ~- \: (Signature) 5 -2 S' -C1 ~ (Date) April 17, 200{> City of Miami Beach RFP No: '20-05/06 26 of 59 INSURANCE CHECK LIST XXX 1. Workers' Compensation and Employer's Liability per the statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1.000.000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX3.Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included. _ 4.Excess Liability - $ . 00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _ Builders Risk completed value _ Liquor Liability _ Fire Legal Liability _ Protection and Indemnity _ Employee Dishonesty Bond $ $ $ $ $ .00 .00 .00 .00 .00 XXX 7.Thirty (30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9.The certificate must state the Quote number and title VENDOR AND INSURANCE AGENT STATEMENT: We understand the Insurance Requirements of these specifi 'ons and that evidence of this insurance may be required within five (5) days after Pro osaJ op 'ng. ~ C-'O u ..... {- r 'I t3,' II s k......;- Vendor '. . ...~ April 17.2006 City of Miami Beach RFP No: 20-05106 24 of 59 OECLARA TION TO: City of Miami Beach City Hall 1700 Convention Center Drive Procurement Division Miami Beach, Florida 33139 Submitted this ) {) day of MC.Ai ,2006. The undersigned, as consultant, declares that the only persons interested in this proposal are named herein; that no other person has any interest in this responses or in the Contract to which this response pertains; that this response is made without connection or arrangement with any other person; and that this response is in every respect fair and made in good faith, without collusion or fraud. The consultant agrees if this response is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the consultant and the City of Miami Beach, Florida, for the performance of all requirements to which the response pertains. Co~ The i!t9Rf' lit." states that the response is based upon the documents identified by the fOllowing number: RFP No.20-05/06 I~. . \'\. \.\,~ ~~- ( ... .'<- --------------------------- SIGNATURE .~~O \'\ V\ I) I L. t:H.J -------------- PRINTED NAME O(.e.c. .t ) TITLE (IF CORPORATION) April 17. 2006 City of Miami Beach RFP No: 20-05/06 27 of 59 SWORN STATEMENT UNDER SECTION 287.133(3}(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES 1. This sworn statement is submitted to THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS. (' 1 f 'J 0 .f. 1"\ \ (A (lA , g ecC. L- [print name of public entity] by "T' \ '-oJ C:, \ /\. .~) I i.., 'h..j J--_ ,r t "- [print individual's name and title] g, ,. II ') L(.I v" ,"- 1'\-1 c." , fIt ~..., .' .J. n(. for ("'" 1.._ u i\ -+ (' 'j [print name of entity submitting sworn statement] whose business address is I ~ ~\~) 3 .N It ll..t.~ A ..1(' J.J ,Nt, 0; (/'" , (-l3.3(.6/ and (if applicable) its Federal Employer Identification Number (FEIN) is k .S-' ,.. GO It..JYI 7- (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: .) 4. I understand that a "public entity crime" as defined in Paragraph 287 .133( 1 )(g), Florida Statutes. means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 5. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes. means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere. 6. I understand that an "affiliate" as defined in Paragraph 287.133 (1 )(a), Florida Statutes. means: 1) A predecessor or successor of a person convicted of a public entity crime; or 2) An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income a'"!long p~rsons when not for fair market value under an arm's length agreement, shall be a pnma .f~cle case tha~ one person controls another person. A person who knowingly enters rnt~ a Jornt ventur~ With a person who has been convicted of a public entity crime in Florida dunng the precedrng 36 months shall be considered an affiliate. April 17, 2006 City of Miami Beach RFP No: 20-05/06 28 of 59 6) I understand that a "person" as defined in Paragraph 287.133(1 )(e), Florida ~tatutes mea~s any natural person or entity organized under the laws ~f an.y state or?f the l.;lmted States with the legal power to enter into a binding contract ~nd w.hlch bids. or applles.to bid on contracts f?r the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. [indicate which statement applies.] XNeither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. [attach a copy of the final order] I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXC S OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR TEG YTWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FO.RM c;j_, 5) Sworn to and subscribed before me this \s day of ~a\ ,2006 Personally known OR Produced identification Fn L ~~~~-~lq-bS-q~L-O (Type of Identification) Notary Public - State of F 10"("\ D~ My commission expires ~ (Printed typed or stamped Commissioned name of Notary Public) April 17, 2006 City of Miami Beach ALIA NoIaIy fJubIc . State of FIodda . --'D8c3.21008 COIMlIIIIon , DO 36U14 IondIlc:IIvNalonal NcQy A1In. RFP No: 20-05/06 29 of 59 QUESTIONNAIRE Consultanfs Name: ~ --------------------------------------- -- - .,. Principal Office Address: (I A - '\ ----________~~13_~~__~___~_~!_~______________________\ N.. IV\.: 6.,1\'1 . t='L '33il"l1 \ --------------'-----------'1--------------------------- \ ----------------------------------------------- Official Representative: ----------------------------------------- Individual Partnership (Circle One) Corporation If a Corporation. answer this: When Incorporated: rq <6 ~ ~n-.:h-:::-~----------N - 0 -------------------------------------------~---. If a ForeiQn Corporation: Date of Registration with Florida Secretary of State: -----------------.---------------------------- Name of Resident Agent: - .... I A 1\ . J ~\ (,,,-,,, , ~ f' ------------------------------------------------- Address of Resident Agent: -------------------------------------------------------- P~e;id~-rrt-;-;N_a_;ne~------------------.------------------ ::S.6~",- Al\(C~ rP., ViC;..P-;.-;-;id;nt.;-Na~_;C_~---------------------------- ___________So'^^ A\\(~~. so. Treasurer's Name: _....---~------------------------- .~e"'~:.er AllIe J M~-mbersof Board of-Directors------------------- --------------------------------------------------- April 17. 2006 City of Miami Beach ,', \ .\ U f\ ) , ">..... (01\'.) (~ '\1 U I. ~) u~t (,\. \\ qo r,,,,- w ~v \ ~ RFP No: 20-05/06 30 of 59 '". <')0 -0 l ,~' II/... Questionnaire (continued) If a Partnership: Date of organization: G;n-;;'~I~-;-u-;it;d-P;rt~;~ship*~-------------------- Name and Address of Each Partner: NAME ADDRESS \ f'\;). J,t Nt \~ r.~<\:e ~ * Designate general partners in a Limited Partnership ; l\ ----------------------- \,v~ ..,&:1 /v I. Number business: of years of relevant experience in operating AlE / '1J ,/1 ) 2. Have any agreements held IlY Consultant for a project ever been canceled? Yes ( ) No 0 If yes, give details on a separate sheet. 3. Has the Consultant or any principals of the applicant organization failed to qualify as a responsible Bidder, refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in default in any contract in the last 5 years? If yes, please explain: 1'.\ t .'" .:t. ---------------------------------------------------------------- Questionnaire (continued) ----~----------------_._----------------------------------------- 4. Has the Consultant or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership?Yes ( ) No (-1 If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary on a separate sheet. Apnl17,2006 5. / Person or persons interested in this bid and Qualification Form have ~ ) h~ve not (.1 been convicted by a Federal, State, County, or Municipal Court of any vlola~on of I~w, other than traffic violations. To include stockholders over ten percent (10 Yo). (Strike out inappropriate words) Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: A. List all pending lawsuits: ________~i!._~___________.________________________ -~----"'---------------------------------------------------- B. List all judgments from lawsuits in the last five (5) years: I' ." " p ,~) ! . \ \,; ^ j\.' ( <,) 1\:, \, \ \' . ( "- J ~~~, . I)J \,1/ _________J~~~2 ________________________________________________ ----------------------------------------------------------------- C. List any criminal violations and/or convictions ofthe Consultant and/or a7Y of its principals: I') ,) II (> _' ---------------------------------------------------------------- 7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal: (If none, state same.) -------------------~-~-~-~~~~t~~!_~_~~~~~~~~!___~J0~L~~e~~_ -----------------------------------------------------------~---------- ---------------------------------------------------------------- ---------------------------------------------------------------------- Questionnaire (continued) 8. Public Disclosure. In order to determine whether the members of the Evaluation Committee for this Request for Proposals have any association or relationships which would constitute a conflict of interest, either actual or perceived, with any Contractor and/or individuals and entities comprising or representing such Contractor, and in an attempt to ensure full and complete disclosure regarding this contract, all Contractors are required to disclose all persons and entities who may be involved with this Proposal. This list shall include public relation firms, lawyers and lobbyists. The Procurement Division shall be notified in writing if any person or entity April 17, 2006 April 17. 2006 is added to this list after receipt of proposals. S'ee C~ t- \--(lC\~ (V\ ~""r c 0 .r' (- f( l'e t OI'l ^.\ fl ...., I ---------------------------------------------------------------------- -------------------------------------------- ------------------.---------------------------------------------------- Questionnaire (continued) The Contractor understands that information contained in this Questionnaire will be relied upon by the City in awarding the proposed Agreement and such information is warranted by the Contractor to be true. The undersigned Contractor agrees to furnish such additional information, prior to acceptance of any proposal relating to the qualifications of the Contractor, as may be required by the City Manager. The Contractor further understands that the information contained in this questionnaire may be confirmed through a background investigation conducted by the Miami Beach Police Department. By submitting this questionnaire the Contractor agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit check. WITNESS: IF INDIVIDUAL: -------------------------- Signature --------------------------- Signature -------------------------- Print Name ------------------------------ Print Name WITNESS: IF PARTNERSHIP: ------------------------ Signature Print Name of Firm ----------------------- Print Name Address By: General Partner ------------------------------- ~' I "J/r' ." WIT ESS: // I ~04~_ Signature 10-,.'lt/lt:?!i_ /lI1/k"~ ---------~--- Print Name Print Name IF CORPORATION: (CORPORATE SEAL) ----!~~.::::~~_1 e, lIs i&t1A A ;We, . A .\ ,...', ,C,' '7 f\ < , Print N~-m;-~f-Co~poratlon - I ;S 30 -,l__~~~~~l<; _ A<J Q N M -<:U" " f-e. , 3 SI {;. ~ 'v \ -C:dd~ess By: _ ~ \ \i ,'-h.>.__.:, ( '-r;---- /1 President Attest: c:.y]r~' I~<. ,---.-,. --, April 17, 2006 Conflict of Interest Councilman Jerry Libbin serves as a personal financial advisor and stockbroker to Mr. John Allred, Jr., who is President and CEO of Country Bill's Lawn Maintenance, Inc. Mr. Libbin has served in this capacity since March of 2003. 62 e MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 305-673-7851 PUBLIC NOTICE LANDSCAPE MAINTENANCE AND LITTER CONTROL SERVICES FOR ALL GREEN AREAS ASSOCIATED WITH CITYWIDE PARKING LOTS AND GARAGES Request for Proposals (RFP) No. 20-05/06 Scope of Services This Request for Proposals (RFP) seeks responses from licensed and high performing contractors with strong professional qualifications in grounds maintenance services. Pursuant to the City Key Intended Outcome to Maintain and Enhance the Cleanliness Levels throughout the Community, the City's Parks and Recreation Department is in need of a "best value" solution. The work consists of furnishing all labor, machinery, tools, means of transportation, supplies, equipment, materials, services and incidentals necessary to provide complete landscape maintenance and litter control services as specified herein. The work shall include but not be limited to, litter retrieval and waste disposal, mowing, trimming/ edging, landscape maintenance/weed control, herbicide /insecticide application, turf management, irrigation system operation maintenance / repair, palm and tree pruning, replacement of plants as required, and traffic control. Proposed cost shall include all labor, equipment and materials needed to perform those duties set forth in the scope of work. Sealed proposals will be received until 3:00 PM on May 25, 2006, at the following address: City of Miami Beach City Hall Procurement Division -- Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 Any response received after 3:00 PM on May 25,2006 will be returned to the contractor unopened. The responsibility for submitting proposals before the stated time and date is solely the responsibility of the contractor. The City will not be responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. A Pre-Proposal Submission Meeting is scheduled for May 3, 2006 at 10:00 a.m. at the following address: City of Miami Beach City Hall Third Floor Commission Chambers 1700 Convention Center Drive Miami Beach, Florida. April 17.2006 City of Miami Beach RFP No: 20-05106 2 of 59 The City of Miami Beach has contracted with BidNet and has begun utilizing a central bid notification system created exclusively for state and local agencies located in South Florida. Created in conjunction with Bid Net(s) , this new South Florida Purchasing system allows for vendors to register online and receive notification of new bids, amendments and awards. Vendors with Internet access should review the registration options at the following website: www.govbids.com/scripts/southflorida/public/home1 .asp. If you do not have Internet access, please call the BidNet(r) support group at 800-677-1997 extension # 214. Attendance (in person or via telephone) to this Pre-Proposal submission meeting is encouraged and recommended as a source of information but is not mandatory. Contractors interested in participating in the pre-Proposal submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: *2659980* (note that number is preceded and followed by the star (*) key). Contractors, who are interested in participating via telephone, please send an e-mail to mestevez@miamibeachfl.gov expressing your intent to participate via telephone. The City of Miami Beach reserves the right to accept any proposal deemed to be in the best interest of the City of Miami Beach, or waive any informality in any proposal. The City of Miami Beach may also reject any and all proposals. YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSAL IS SUBJECT TO THE FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI BEACH WEBS ITE: http://www. miamibeachfl.Qov/newcitv/depts/purchase/bid intro.asp . CONE OF SILENCE -- ORDINANCE NO. 2002-3378 . CODE OF BUSINESS ETHICS -- RESOLUTION NO. 2000-23879. . DEBARMENT PROCEEDINGS -- ORDINANCE NO. 2000-3234. . PROTEST PROCEDURES -- ORDINANCE NO. 2002-3344. . LOBBYIST REGISTRATION AND DISCLOSURE OF FEES -- ORDINANCE NO. 2002- 3363. · LIVING WAGE REQUIREMENT --ORDINANCE NO. 2001-3301. Pursuant to City of Miami Beach Living Wage Ordinance, as codified in Chapter 2, Division 6, Section 2-407 thru 2- 410 of the Miami Beach Code, all service contractors, entering into a contract with the city shall pay to all its employees, a living wage of not less than $8.56 an hour with health benefits, or a living wage of not less than $9.81 an hour without health benefits. For a covered employer to company with the living wage provision by choosing to pay the lower wage scale ($8.56/hour) when a covered employer also provides health benefits, such health benefits shall consist of payment of at least $1.25 per hour toward the provision of health benefits for covered employees and their dependents. Sincerely, /)// (?~:::~--- Gus Lopez, CPPO Procurement Director April 17,2006 City of Miami Beach RFP No: 20-05106 3 of 59 e MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 305-673-7851 TABLE OF CONTENTS Paae I. REQUEST FOR QUALIFICATIONS OVERVIEW AND REPONSE PROCEDURES A. Introduction/Analysis 5 B. Purpose 5 C. RFP Time Table 5 D. Qualification Submission 6 E. Pre-Proposal Submission Conference 6 F. Contact Person 6 II. SCOPE OF SERVICES 8 III. PROPOSAL FORMAT 12-13 IV MINIMUM REQUIREMENTS / QUALIFICATIONS 16 V. EVALUATION/SELECTION PROCESS/ CRITERIA FOR EVALUATION 17-18 VI. LEGAL TERMS AND CONDITIONS /INSURANCE 19-24 VII. QUALIFICATION DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY 25-37 -Cost Information -Organizational Chart -Risk Assessment Plan -Acknowledgment of Addenda -Declaration -Sworn Statement/Section 287.133(3)(a), Florida Statutes - Public Entity Crimes -Questionnaire -Performance Evaluation Letter -Performance Evaluation Survey 12 12 13 24 25 26-27 28-32 34 35 April 17,2006 City of Miami Beach RFP No: 20-05/06 40159 SECTION I - OVERVIEW A. INTRODUCTION I BACKGROUND Pursuant to the City Key Intended Outcome to Maintain and Enhance the Cleanliness Levels throughout the Community, the City's Parks and Recreation Department is in need of a "best value" solution. The work consists of furnishing all labor, machinery, tools, means of transportation, supplies, equipment, materials, services and incidentals necessary to provide complete landscape maintenance services as specified herein. The work shall include but not be limited to, litter retrieval and waste disposal, mowing, trimming/ edging, landscape maintenance/weed control, herbicide /insecticide application, turf management, irrigation system operation maintenance / repair, palm and tree pruning, replacement of plants as required, and traffic control. Proposed cost shall include all labor, equipment and materials needed to perform those duties set forth in the scope of work. The scope and locations of the work are for the various parking lots and garages located throughout the City of Miami Beach. This information in addition to the required work schedules is included in ATTACHMENT 1, on Pages 38.59. B. PURPOSE It is the intent of this RFP is to use the "Best Value" Procurement process to select a contractor with the experience and qualifications; the ability; capability, and capacity; and proven past successful performance in providing high quality landscape maintenance service. C. RFP TIMETABLE The anticipated schedule for this RFP and contract approval is as follows: RFP Issued April 17 , 2006 Pre-Proposed Submission Meeting May 3, 2006 Deadline for receipt of questions May 15, 2006 Deadline for receipt of responses May 25, 2006 Evaluation committee meetings June/July 2006 Commission approvall July/August 2006 authorization of negotiations Contract negotiations Projected contract start date August 2006 September 2006 D. PROPOSALS SUBMISSION An original and ten (10) copies of Contractors' proposal will be received until 3:00 p.m. on May 25, 2006, at the following address: City of Miami Beach City Hall Procurement Division .. Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 April 17 . 2006 City of Miami Beach RFP No: 20-05106 5 of 59 The original and all copies must be submitted to the Procurement Division in a sealed envelope or container stating on the outside the Contractor's name, address, telephone number, RFP number and title, and due date. No facsimile or e-mail responses will be considered. The responsibility for submitting a response to this RFP to the Procurement Division on or before the stated time and date will be solely and strictly that of the contractor. The City will in no way be responsible for delays caused by the U.S. Post Office or caused by any other entity or by any occurrence. Responses received after the RFP due date and time will not be accepted and will not be considered. E. PRE-PROPOSAL SUBMISSION MEETING A Pre-Proposal Submission Meeting is scheduled for May 3, 2006 at 10:00 a.m. at the following address: City of Miami Beach City Hall Third Floor Commission Chambers 1700 Convention Center Drive Miami Beach, Florida. Attendance (in person or via telephone) is encouraged and recommended as a source of information but is not mandatory. Contractors interested in participating in the pre-RFP submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: *2659980* (note that number is preceded and followed by the star (*) key). Contractors, who are interested in participating via telephone, please send an e-mail to the contact person listed on the next page, expressing your intent to participate via telephone. F. CONTACT PERSON The contact person for this RFP is John Ellis, Assistant Procurement Director. Mr. Ellis may be reached by phone: 305.673.7490; fax: 305.673.7851; or e-Mail: johnellis@miamibeachfl.gov. The City's Procurement Director is authorized by the City's Cone of Silence Ordinance to have oral communications with prospective Contractors relative to matters of process or procedures only. Requests for additional information or clarifications must be made in writing to the Procurement Director. Facsimile or e-mail requests are acceptable. Please sent all questions to iohnellis@miamibeachfl.aov and copy the City Clerk's office RobertParcher@miamibeachfl.Qov. The Procurement Director will issue replies to inquiries and additional information or amendments deemed necessary in written addenda, which will be issued prior to the deadline for responding to this RFP. Contractors should not rely on representations, statements, or explanations other than those made in this RFP or in any addendum to this RFP. April 17, 2006 City of Miami Beach RFP No: 20-05/06 6 of 59 Contractors are advised that oral communications between the Contractors or their representatives and the Mayor or City Commissioners and their respective staff, or members of the City's administrative staff to include the City Manager and his staff, or evaluation committee members is prohibited. G. TERM OF CONTRACT This contract shall commence the day specified in the contract as a result of negotiations, and remain in effect for a period of three (3) years. The City of Miami Beach has the option to renew the contract at its sole discretion for an additional two (2) year period on a year-to-year basis. Renewal of the contract is a City of Miami Beach prerogative, not a right of the contractor. Such option will be exercised, if at all, only when it is in the best interest of the City of Miami Beach. In the event that the contract is held over beyond the term herein provided it shall only be from a month-to-month basis only and shall not constitute an implied renewal of the contract. Said month to month extension shall be upon the same terms of the contract and at the compensation and payment provided herein, and shall not exceed six (6) months. ODtion to Renew I Adiustment to Contract Amount: In the event the City of Miami Beach exercises its option to renew beyond the initial three (3) year contract, the contract prices and any other terms the City may choose to negotiate, will be reconsidered for adjustment prior to renewal due to increases or decreases in labor costs; but in no event will the prices be increased or decreased by a percentage greater than the percentage change reflected in the Consumer Price Index - All Urban Areas (CPI-U) as published by the U.S. Department of Labor. The City of Miami Beach reserves the right to accept the renewal adjustment or to allow the contract to terminate and re- advertise for bids, whichever is in the best interest of the City. April 17,2006 City of Miami Beach RFP No: 20-05106 7 of 59 SECTION II -- SCOPE OF SERVICES The scope of work includes the following services which are attached and labeled Attachment 1 on pages 38 through 59. . Litter retrieval and waste disposal; . Mowing; . Trimming/Edging; . Landscape maintenancelWeed control; . Herbicide /insecticide application . Turf management; . Irrigation system operation maintenance/repair; . Palm and tree pruning; . Replacement of plants as required; and . Traffic Control 1. Contractor's Personnel Contractor shall employ personnel competent to perform the work specified herein. Contractor's employees shall be United States citizens or in possession of appropriate documentation permitting the employees to work in Dade County. The City reserves the right to request the removal of the Contractor's employee's from performing maintenance on the City's grounds where the employee's performance or actions are obviously detrimental to the program 2. Technical Services . To provide an adequate number of personnel specifically trained, experienced and licensed in the following areas: turf maintenance, irrigation maintenance, tree maintenance, and horticultural pest control. . Provide a Certified Pesticide Operator through the State of Florida, Department of Health and Rehabilitative Services. . Provide an I.S.A. Certified Arborist, with a minimum of five (5) years experience with South Florida trees. 3. Responsibilities of Contractor: Conduct Conduct standards for Contractor's employees should meet or exceed those required for City employees. The following are some guidelines: . Drugs and alcohol, or their use, is not permitted on City property nor are personnel allowed on property while under the influence of such substances. . Firearms or other weapons are strictly forbidden. . Fighting or loud, disruptive behavior is not permitted. All personnel will be subject to applicable City safety and security rules and procedures pertaining to conduct, vehicle use, property access, etc. April 17,2006 Cftyof Miami Beach RFP No: 20-05106 8 of 59 April 17 , 2006 City of Miami Beach Safety Contractor agrees to perform all work outlined in the Contract in such a manner as to meet all accepted standards for safe practices during the maintenance operation, to safely maintain equipment, machines, and materials, and to remedy hazards consequential or related to the work. The Contractor further agrees to accept the sole responsibility for compliance with all local, County, State or other legal requirements including but not limited to: (1) full compliance with the terms of applicable O.S.H.A. Safety Orders, (2) requirements of the Florida Department of Transportation Manual of Traffic Controls and Safe Practices For Street and Highway Construction, Maintenance and Utility Operations, at all times so as to protect all persons including Contractor's employees, agents of the City, vendors, and members of the public or other firms from injury or damage to their property. The City, through its Project Manager, reserves the right to issue immediate restraint or cease and desist order to Contractors when unsafe or harmful acts are observed or reported relative to the performance of the work under the Contract. During normal working hours, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the site, including a prompt report thereof to the Project Manager. In performing the scope of work, all safety on or off the job site shall be the sole responsibility ofthe Contractor. The City shall not be responsible for safety on or off the job site. The City's on-site observations or inspections shall be only for the purpose of verifying that the maintenance Specifications are being implemented properly. The City's on-site observations or inspections are not for safety on or off the job site. Traffic Safety Control- The Contractor shall at his cost, observe all safety regulation; including placing and display of safety devices, provisions of police to control traffic, etc. as may be necessary in order to conduct the public through the project area in accordance with F.D.O.T.'s "Manual on Traffic Controls and Safe Practices for Street Highway Construction, Maintenance and Utility Operations." Uniforms The Contractor will provide, at Contractor's expense, color coordinated uniforms for all personnel. Such uniforms shall meet Owners' public image requirements and be maintained by Contractor so that all personnel are neat, clean and professional in appearance at all times. Non-uniform clothing will not be permitted, including for new employees. The successful contractor must obtain prior approval from the City on the size and format of the words "In Partnership with Miami Beach. Contractors Vehicles Contractor's vehicles shall be in good repair, free from leaking fluids, properly registered, of uniform color and shall bear the company name on each side in not less than 1-1/2" letters and must include the following words "In Partnership with Miami Beach". The successful contractor must obtain prior approval from the City on the size and format ofthe words "In Partnership with Miami Beach". Magnetic signs will be allowed. RFP No: 20-05106 9of59 Contractor's Eauipment All equipment shall be maintained in an efficient and safe operating condition while performing work under the contract. Equipment shall have proper safety devices maintained at all times while in use. If equipment does not contain proper safety devices and/or is being operated in an unsafe manner, the City may direct the Contractor to remove such equipment and/or the operator until the deficiency is corrected to the satisfaction of the City. The Contractor shall be responsible and liable for injury to persons caused by the operation of the equipment and must include the following words "In Partnership with Miami Beach". The successful contractor must obtain prior approval from the City on the size and format of the words "In Partnership with Miami Beach". Magnetic signs will be allowed. 4. CUSTOMER SERVICE: Excellent customer service is the standard of the City of Miami Beach. As contract employees of the City, all employees will be required to adhere to the City's "Service Excellence" standards and expected to conduct themselves in a professional, courteous and ethical manner in all situations. The successful bidder's employees must work as a cooperative team of well-trained professionals, and must serve the public with dignity and respect. All business transactions with the City will be conducted with honesty, integrity, and dedication. Customer Service Standards All City employees have been trained and are expected to perform to the City of Miami Beach's customer service standards. All vendors and contractors that are partnered with the City are also expected to perform and comply with these customer service standards. The customer service standards are provided below and are segmented based on different forms of customer interactions. Information is also provided on how these customer standards are monitored. Telephone . Telephones will be covered at all customer-contact points during normal business hours answering within the third ring. · Phone messages received will be responded to (if requested) in a timely manner, two business days, even if just to acknowledge receipt. An estimate of time to resolve the problem to be given if applicable. . Calls coming from external sources will be answered with a consistent greeting such as "Good morning, City of Miami Beach, John Smith, may I help you?" · Employee will take responsibility for providing a solution and/or options to the customer's request. · Request permission from the caller before transferring a call, provide the caller with the name and number of the person being transferred to, and stay on the line to announce the caller to the person receiving the transfer. If the transfer cannot be accomplisher (busy, no answer or the person is unavailable), the employee will reconnect with the caller and ask if they want to leave a message. · Voice mail messages will include employee's full name, working hours, and optional April 17 , 2006 RFP No: 20.05106 C~y of Miami Beach 10 of 59 phone number to call. When employee is away for an extended period of time, the voice mail message will communicate such absence and offer an option for the caller. . Thank the customer for calling and ask if further assistance is needed prior to concluding the call. Written Correspondence . Correspondence start with a greeting . E-mail signatures (e-mail) will include the name, title, department, division, and contact number. . Activate the e-mail Out-of Office Assistance when away from the office for and extended period oftime. . Acknowledge e-mails and faxes that require a response within two business days. . Respond to letters within 10 business days. . Use correct spelling and grammar, including accurate name and address. . Provides complete, accurate, and precise information regarding their inquiry. . Fax cover sheets will be legible and include name, telephone number, and the name and fax number of the receiver. Personal Contact . Respond to customers in a courteous manner... the customer is not always right, but always deserves to be treated with respect. . Provide accurate and understandable solutions/options to customer requests or directs the customer to the appropriate person who may have knowledge in the subject matter. . Average or maximum wait time without an appointment should be no longer then 30 minutes or scheduled for a mutually convenient time. . Counter will be staffed during business hours. . Employees will dress in attire that is professional, tasteful, appropriate and consistent with the individual departmental policies. Monitoring our Standards . Our customer service team will oversee all customer service standards. . If we do not meet our standards, we will implement an action plan to improve our service. · We will listen and do all we can to resolve issues. . For questions and/or concerns, contact the Answer Center at 305-604-CITY. April 17, 2006 Cnyof Miami Beach RFP No: 20-05106 11 of 59 SECTION III - PROPOSAL FORMAT Proposals must contain the following documents, each fully completed, and signed as required. If any items are omitted, Contractors must submit the documentation within five (5) calendar days upon request from the City, or the proposal shall be deemed non-responsive. The City will not accept cost information after deadline for receipt of proposal. 1. Table of Contents Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. 2. Proposal Points to Address: Proposer must respond to all minimum requirements listed below. Proposals which do not contain such documentation may be deemed non-responsive. a) Introduction letter outlining the Contractors professional specialization, provide past experience to support the qualifications of the submitter. Interested Contractors should submit documents that provide evidence as to the capability to provide grounds maintenance services. b) Contractors must provide documentation which demonstrates their ability to satisfy all of the minimum qualification requirements (Section IV, Page 14). c) Cost Information: Cost information must be submitted with your proposal, and if selected as successful contractor, cost will be negotiated. Two separate cost proposals shall be submitted; one for the complete landscape maintenance scope of work and one separate cost proposal for the complete litter control scope of work. d) Client Survey: Please provide your client with the Performance Evaluation Letter and Survey attached herein on pages 34 and 35, and request that your client submit the completed survey to the contact person listed on page 7. e) Past Performance Information: Past performance information will be collected on all contractors. Contractors are required to identify and submit their best projects. Contractors will be required to send out Performance Evaluation Surveys to each of their clients. Contractors are also responsible for making sure their clients return the Performance Evaluation Surveys to the City. The City reserves the right to verify and confirm any information submitted in this process. Such verification may include, but is not limited to, speaking with current and former clients, review of relevant client documentation, site-visitation, and other independent confirmation of data. f) Qualifications of Contractor Team: Provide an organizational chart of all personnel and consultants to be used on this project and their qualifications. A resume of each individual, including education, experience, and any other pertinent information shall be included for each team member to be assigned to this project April 17 . 2006 RFP No: 20.05106 City of Miami Beach 12 of 59 g) Risk-Assessment Plan (RAP): All contractors must submit a Risk-Assessment Plan. The Risk-Assessment Plan must not be longer than two pages front side of page only. The RAP should address the following items in a clear and generic language: (1) What risks the project has. (Areas that may cause the contractor not to finish on time, not finish with budget, cause any change orders, or be a source of dissatisfaction with the owner). (2) Explanation of how the risks will be avoided/minimize. (3) Propose any options that could increase the value of this project. (4) Explain the benefits of the Risk Assessment Plan. Address the quality an performance differences in terms of risk minimization that the City can understand and what benefits the option will provide to the user. No brochures or marketing pieces. The Risk Assessment Plan shall be submitted by 3:00 p.m. on May 23, 2006, but as a separate document from the RFP proposal documentation. The Risk Assessment Plan shall be a fully anonymous two page non-technical plan without the specification of your company name, manufacturer, or any material technical descriptions. 3. Acknowledgment of Addenda: (IF REQUIRED BY ADDENDUM) and Proposer Information forms (Pages 24-32); 4. Other Documents Required. April 17 , 2006 City of Miami Beach RFP No: 20-05106 13 of 59 IV. MINIMUM REQUIREMENTS I QUALIFICATIONS: a) The Prime Contractor shall submit incorporation or other business entity / form documentation with their proposal. Contractor shall have been in continuous services and incorporated in the State of Florida for a minimum of four (4) years. b) The Prime Contractor or its contractor's consultants must be licensed with all required State and/or Local government licenses, and permits (irrigation, pest control, horticultural services, etc.). c) The Prime Contractor must have on staff, under his/her full time employee a person with an undergraduate four year degree or graduate degree in horticulture, agronomy, or a related field or recognized as a Florida Certified Landscape Contractor by the Florida Nurserymen Growers & Landscapers Association (FNGLA) to serve as Project Manager. d) The Prime Contractor must have an I. S. A. Certified Arborist on staff, or as part of their team. e) The Prime Contractor must have a Certified Pest Control Operator on staff or as part of their team. f) The Prime Contractor must provide a drug and alcohol free workplace. April 17 . 2006 City of Miami Beach RFP No: 20-05106 16 of 59 SECTION V - EV ALUA TION/SELECTION PROCESS The procedure for response evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of responses. 3. Opening of responses and determination if they meet the minimum standards of responsiveness. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each response in accordance with the requirements ofthis RFP. Iffurther information is desired, consultants may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee will recommend to the City Manager the response or responses acceptance of which the Evaluation Committee deems to be in the best interest of the City. THE EVALUATION COMMITTEE WILL RECOMMEND TO THE CITY MANAGER THE PROPOSAL WHICH THE EVALUATION COMMITTEE DEEMS TO BE IN THE BEST INTEREST OF THE CITY BY USING THE FOLLOWING CRITERIA FOR SELECTION: 1. The experience and qualifications of the Contractor (20 points). 2. The experience and qualifications of the Key Personnel (20 points). 3. Experience and qualification of Team (10 points). 4. Cost (20 points). 5. Methodology and Approach. Risk Assessment Plan for ensuring quality of work (15 points). 6. Past performance based on number and quality of the Performance Evaluation Surveys (15 points). The City may request, accept, and consider proposals for the compensation to be paid under the contract only during competitive negotiations. 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the response or responses acceptance of which the City Manager deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation ofthe Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another response or responses. In any case, City Commission shall select the response or responses acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. 8. Negotiations between the selected respondent and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a respondent other than the top ranked respondent if the negotiations with the top ranked respondent fail to produce a mutually acceptable contract within a reasonable period of time. 9. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. April 17 . 2006 City of Miami Beach RFP No: 20-05106 17 of 59 10. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected respondent(s) has (or have) done so. Important Note: By submitting a response, all contractors shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. April 17, 2006 City of Miami Beach RFP No: 20-05106 18 of 59 SECTION VI - LEGAL TERMS AND CONDITIONS IINSURANCE A. MODIFICATIONIWITHDRAWALS OF SUBMITTALS A contractor may submit a modified response to replace all or any portion of a previously submitted response up until the RFP due date and time. Modifications received after the RFP due date and time will not be considered. Responses shall be irrevocable until contract award unless withdrawn in writing prior to the RFP due date or after expiration of 120 calendar days from the opening of responses without a contract award. Letters of withdrawal received after the RFQ due date and before said expiration date and letters of withdrawal received after contract award will not be considered. B. RFP POSTPONEMENT/CANCELLA TION/REJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in any responses received as a result of this RFP. C. COST INCURRED BY CONTRACTORS All expenses involved with the preparation and submission of responses to the City, or any work performed in connection therewith, shall be the sole responsibility ofthe contractor (s) and not be reimbursed by the City. D. EXCEPTIONS TO RFP Contractors must clearly indicate any exceptions they wish to take to any ofthe terms in this RFP, and outline what alternative is being offered. The City, after completing evaluations, may accept or reject the exceptions. In cases in which exceptions are rejected, the City may require the consultant to furnish the services or goods originally described, or negotiate an alternative acceptable to the City. E. SUNSHINE LAW Contractors are hereby notified that all information submitted as part of a response to this RFP will be available for public inspection after opening of responses, in compliance with Chapter 286, Florida Statutes, known as the Florida Government in the Sunshine Law. F. NEGOTIATIONS The City may award a contract on the basis of initial offers received, without discussion, or may require consultants to give oral presentations based on their responses. The City reserves the right to enter into negotiations with the selected consultant, and ifthe City and the selected consultant cannot negotiate a mutually acceptable contract, the City may terminate the negotiations and begin negotiations with the next selected consultant. This process may continue until a contract has been executed or all responses have been rejected. No consultant shall have any rights in the subject project or property or against the City arising from such negotiations. April 17,2006 City of Miami Beach RFP No: 20.05106 19 of 59 G. PROTEST PROCEDURES Contractors that are not selected may protest any recommendation for selection of award in accordance with City of Miami Beach Ordinance No. 2002-3344, which establishes procedures for protesting the City Manager's recommendation. Protest not timely pursuant to the requirements of Ordinance No. 2002-3344 shall be barred. H. RULES; REGULATIONS; LICENSING REQUIREMENTS Contractors are expected to be familiar with and comply with all Federal, State and local laws, ordinances, codes, and regulations that may in any way affect the services offered, including the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the consultant will in no way relieve it from responsibility for compliance. I. DEFAULT Failure or refusal of a consultant to execute a contract upon award by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City; where surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the consultant from the City's vendor list. J. CONFLICT OF INTEREST All consultants must disclose with their response the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, child) who is also an employee of the City of Miami Beach. Further, all consultants must disclose the name of any City employee who owns, either directly or indirectly, an interest often (10%) percent or more in the consultant or any of its affiliates. K. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS All Proposers are expected to be or become familiar with all City of Miami Beach Lobbyist laws, as amended from time to time. Proposers shall ensure that all City of Miami Beach Lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed herein, in addition to disqualification of their Proposals, in the event of such non-compliance. L. CONSULTANT'S RESPONSIBILITY Before submitting responses, each consultant shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will not relieve the successful consultant from any obligation to comply with every detail and with all provisions and requirements of the contract documents, or will be accepted as a basis for any claims whatsoever for any monetary consideration on the part of the consultant. M. RELATION OF CITY It is the intent of the parties hereto that the successful consultant be legally considered to be an independent consultant and that neither the consultant nor the consultant's employees and agents shall, under any circumstances, be considered employees or agents of the City. April 17, 2006 City of Miami Beach RFP No: 20-05106 20 of 59 N. PUBLIC ENTITY CRIME (PEC) A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity , and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO ($25,000.00) for a period of 36 months from the date of being placed on the convicted vendor list. O. ASSIGNMENT The successful consultant shall not enter into any sub contract, retain consultants, or assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its right, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without prior written consent of the City. Any unauthorized assignment shall constitute a default by the successful consultant. P. INDEMNIFICATION The successful consultant shall be required to agree to indemnify and hold harmless the City of Miami Beach and its officers, employees, and agents, from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to attorneys fees, for personal, economic or bodily injury, wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of the successful consultant, its employees, or agents in connection with the performance of service pursuant to the resultant Contract; the successful consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs expended by the City in the defense of such claims and losses, including appeals. Q. TERMINATION FOR DEFAULT Ifthrough any cause within the reasonable control ofthe successful consultant, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful consultant of such termination which shall become effective upon receipt by the successful consultant of the written termination notice. In that event, the City shall compensate the successful consultant in accordance with the Agreement for all services performed by the consultant prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the consultant, and the City may reasonably withhold payments to the successful consultant for the purposes of set off until such time as the exact amount of damages due the City from the successful consultant is determined. April 17, 2006 RFP No: 2Q.05106 Cily of Miami Beach 210t59 R. TERMINATION FOR CONVENIENCE OF CITY The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful consultant of such termination, which shall become effective thirty (30) days following receipt by consultant of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. Ifthe Agreement is terminated by the City as provided in this section, the City shall compensate the successful consultant in accordance with the Agreement for all services actually performed by the successful consultant and reasonable direct costs of successful consultant for assembling and delivering to City all documents. No compensation shall be due to the successful consultant for any profits that the successful consultant expected to earn on the balanced of the Agreement. Such payments shall be the total extent ofthe City's liability to the successful consultant upon a termination as provided for in this section. S. INSURANCE Successful Consultant shall obtain, provide and maintain during the term ofthe Agreement the following types and amounts of insurance as indicated on the Insurance Checklist which shall be maintained with insurers licensed to sell insurance in the State of Florida and have a B+ VI or higher rating in the latest edition of AM Best's Insurance Guide. Name the City of Miami Beach as an additional insured on all liability policies required by this contract. When naming the City of Miami Beach as an additional insured onto your policies, the insurance companies hereby agree and will endorse the policies to state that the City will not be liable for the payment of any premiums or assessments. Any exceptions to these requirements must be approved by the City's Risk Management Department. FAILURE TO PROCURE INSURANCE: Successful consultant's failure to procure or maintain required insurance program shall constitute a material breach of Agreement under which City may immediately terminate the proposed Agreement. T. CONE OF SILENCE Pursuant to Section 2-486 of the City Code, entitled Cone of Silence, you are hereby advised that the Cone of Silence requirements listed herein shall apply. U. DEBARMENT ORDINANCE Proposers are hereby advised that this RFQ is further subject to City of Miami Beach Ordinance No. 2000-3234 (Debarment Ordinance). Proposers are strongly advised to review the City's Debarment Ordinance. Debarment may constitute grounds for termination of the contract, as well as, disqualification from consideration on any City of Miami Beach RFP, RFQ, RFLI, or bid. April 17, 2006 City of Miami Beach RFP No: 20-05106 22 of 59 V. CODE OF BUSINESS ETHICS Pursuant to Resolution No.2000 23879 each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with your bid/response or within five days upon receipt of request. The Code shall, at a minimum, require your firm or you as a sole proprietor, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City Code. W. AMERICAN WITH DISABiliTIES ACT Call 305-673-7490NOICE to request material in accessible format; sign language interpreters (five days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance please call Heidi Johnson Wright, Public Works Department, at 305-673-7080. X. ACCEPTANCE OF GIFTS, FAVORS, SERVICES Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent ofthe City, for the purpose of influencing consideration of this proposal. Pursuant to Sec. 2-449 ofthe City Code, no officer or employee ofthe city shall accept any gift, favor or service that might reasonably tend improperly to influence him/her in the discharge of his/her official duties. April 17 , 2006 Cny of Miami Beach RFP No: 20-05106 23 of 59 ATTACHMENT 1 4.0 TECHNICAL SPECIFICATIONS 4.1 PURPOSE These specifications designate the manner in which basic maintenance tasks will be performed in order to achieve the overall Quality Objective, which is to maintain the landscaping on the listed sites in a healthy, growing, safe, clean, and attractive condition throughout the year. 4.2 STANDARDS AND REFERENCES The Contractor's Representative shall be well versed in Florida maintenance operations and procedures. All employees shall be competent and skilled in their particular job in order to insure that they properly perform the work assigned. The following organizations provide standards and publications which may be used as a guide for conducting grounds maintenance and services, under the Contract: A. Florida Cooperative Extension Services, 18710 SW 288th Street, Homestead, Florida, 33030. B. Florida Turf-Grass Association, Inc., 302 Graham Avenue, Orlando, Florida, 32803-6399. C. National Recreation and Park Association, 1601 N. Kent Street, Arlington, Virginia, 22209. D. Florida Recreation and Park Association, 1406 Hays Street, Suite 1, Tallahassee, Florida, 32301. E. Florida Department of Transportation, "Manual on Traffic Controls and Safe Practices for Street & Highway Construction, Maintenance and Utility Operations." 4.3 MATERIALS All materials supplied and used by Contractors shall be the best kind available and used in accordance with manufacturer's directions. Commercial products such as fertilizers and pesticides shall bear the manufacturer's label and guaranteed analysis. City inspectors may require tests and reject materials not meeting these specifications or manufacturer's guarantee. 4.3.1 Replacement Any plants which are damaged or die as a result of improper maintenance or lack of sufficient maintenance shall be replaced by the Contractor, within 10 calendar days upon discovery by the Contractor or notification by the City. The following criteria shall be used to determine if replacement is necessary. 4.3.1.1 Plants are not in a healthy growing condition and this renders them below the minimum quality standard (Fla.#1). 4.3.1.2 There is a question of any plants ability to thrive after the end of the thirty four (34) month maintenance period that would render it below the minimum quality standard (Fla.# 1). April 17 . 2006 4.3.1.3 The plant material is dead. 4.3.2 The ten (10) calendar days may be extended due to seasonal conditions, availability, preparation time such as root pruning, etc., only if approved by the City, in advance. The extended time shall be negotiated between all parties concerned, but must receive final approval by the City. After the 10 day replacement period, the City may perform the work and withhold monies due to the Contractor for materials and labor costs. 4.3.3 Size, Quality and Grade of Replacement 4.3.3.1 Replacement material shall be of the same brand, species, quality and grade as that of the material to be replaced, or it shall conform to the Florida Grades & Standards for nursery plants Florida #1 Quality, whichever is higher. The size of the replacement plants shall not be necessarily the same size as the original specified plant at its initial planting. The replacement shall be of equal size to the plant to be replaced at the time it has been determined that it must be replaced. However, if for some reason, the plant to be replaced is smaller than the size to be replaced, the replacement shall be at least equal to the original size when the maintenance period began. 4.3.3.2 Plants shall be sound, healthy, vigorous, free from plant disease, insect pests or their eggs, and shall have normal root systems and comply with all State and local regulations governing these matters, and shall be free from any noxious weeds. 4.3.3.3 All trees shall be measured six (6) inches above ground surface. 4.3.3.4 ShaDe and Form: Plant materials shall be symmetrical, and/or typical for variety and species. 4.3.3.5. All plant materials must be provided from a licensed nursery and shall be subject to acceptance as to quality by the Project Manager. 4.3.3.6 Replacements shall be guaranteed for the length ofthe Contract, or six (6) months, whichever is greater. 4.3.3.7 The Contractor shall be responsible for hand watering the replacement (if required), for 42 calendar days after planting. 4.3.4 Water Should Contractor supply water, the water shall be fresh (non-salt), and containing no harmful levels of pollutants or chemicals. 4.3.5 Soil 4.3.5.1 Any soil supplied by Contractors shall be good, clean, friable top soil (or soil mix), free from any toxic, noxious or objectionable materials, including rocks, plant parts or seeds. 4.3.5.2 "Planting Soil Mix" shall be equal parts of Sphagnum peat moss, coarse sand, and composted organic matter, sterilized. 4.3.5.3 "Muck-sand-soil" shall be 50 percent muck and 50 percent course sand. 4.3.6 Fertilizer All fertilizer shall be the best commercial grade and except free flowing liquids, shall be delivered to site and be dry when processed for application. Fertilizers shall be in appropriate containers and tagged. Special permission from the Project Manager is required April 17 . 2006 to use bulk fertilizers. The Contractor shall submit copies of the manufacturer's specifications for all fertilizer including data substantiating that the proposed materials comply with specified requirements. 4.3.7 Pesticides. (insecticides, fungicides, herbicides, etc.): Insecticides & Fungicides shall be only those which are approved or recommended for use near open water bodies and those specified. Only the Federal Environmental Protection Agency (EPA) approved products shall be used. All pesticides are to be registered and approved for use by the Florida Department of Agriculture. Submit on an as needed basis, a schedule of spraying and dusting materials to be used to control pests and disease infestation, the reason for their use and the method to be used to apply the materials and the method of application before it is delivered and used on the project. The need for pest and disease control, will be determined by the Contractor's Horticulturist and approved by the City, Also, if requested by the City, the Contractor will furnish documentation that the implementation of these control measures for pests and disease infestation is in strict compliance with all Federal, State, and Local Regulations. 4.3.8 Miscellaneous Materials Mulch shall be grade B shredded cypress mulch, free of foreign matter. Other mulch types may be required upon request by the City. Alternative mulch types will be readily available on the wholesale market, be of equal or lesser wholesale cost or increased costs to be paid by City. 4.4 EQUIPMENT Equipment supplied by Contractor shall be designed for or suited to the grounds maintenance task in which it is to be used. Equipment will not be used in areas or to perform tasks where damage will result to the landscapes or sites. Contractor shall maintain supplied equipment in a good appearance and all equipment shall be maintained in a safe, operational and clean condition. Upon specific request by the City, the Contractor will supply a current list of supplied equipment used by the Contractor, including item, model, manufacturer, year manufactured, and serial numbers. The Project Manager or his designee shall have the right to reject the use of any specific piece of supplied equipment on the site, by notification to Contractor. 4.5 COMPLETION OF WORK All work is to be completed in a continuous manner. That is all mowing, edging, weed control, trimming etc. shall be completed before leaving the job site 4.6 GROUNDS MAINTENANCE FUNCTIONS AND TASKS: 4.6.1 Turf Care Maintain turf areas in a healthy, growing green and trim condition by performing the following operation: 4.6.1.1 Site Preparation The Contractor shall prior to mowing retrieve materials and dispose waste to include, and not be limited to, papers, glass, bottles, cans, fallen tree limbs and/or fronds, and all other deleterious materials found on the sites listed April 17 . 2006 April 17 . 2006 herein. Should the Contractor have knowledge of, the existence of hazardous wastes upon lands covered by the provisions of this agreement, Contractor shall not remove same from the premises but shall have a duty to immediately notify the City in writing. 4.6.1.2 Mowing General 4.6.1.2.1 Mowing shall be performed in a workmanlike manner that insures a smooth surface appearance without scalping or leaving any "missed" uncut grass. 4.6.1.2.2 Rotary mowers will be used on St. Augustine grass. 4.6.1.2.3 Reel mowers will be used on Bermuda grass. 4.6.1.2.4 All mowers are to be adjustable and adjusted to the proper cutting height and level for the kind of grass and current condition of the turf. Mower blade height adjustment is to be measured from a level floor surface to the parallel and level plane of the mower blade. 4.6.1.2.5 All mower blades are to be sharp enough to cut, rather than to tear grass blades. 4.6.1.2.6 All litter and debris is to be removed from turf before mowing to avoid shredding that will damage turf appearance, or items that may be propelled by mower blades. 4.6.1.2.7 Mowing will be done carefully so as not to "bark" trees or shrubs, or to introduce weeds into ground cover beds, or to damage sprinkler heads, curbs, or other facilities. 4.6.1.2.8 Grass clippings or debris caused by mowing or trimming will be removed from the turf or from adjacent walks, drives, gutters and curbs or surfaces on the same day as mowed or trimmed. Debris shall not be blown in to the street or into the stormdrains. 4.6.1.2.9 Mowing will not be done when weather or other conditions will result in damaged turf. 4.6.1.3 Mowing Specifics 4.6.1.3.1 St. Augustine Grass Mow only with a rotary mower a minimum of once per week during the growing season of May through the end of September and at other full service visits, as needed, throughout the year. 4.6.1.3.2 Non-athletic field Turf shall be mowed at 3 1/2 to 4" above soil level with a mower designed for use in the specific circumstances. Remove clippings from areas if excessive clippings result from the mowing operation. 4.6.1.4 Trimming and Edging Contractor shall trim and properly edge all shrub and flower beds as well as trees, curbs, walks, lighting and all other obstacles in the landscape and remove clippings. Paved areas (hard edges) shall be edged everv mowing with respect to the turf type adjacent to the edging. Edging of beds and the tree rings (soft edging) shall be executed not less than every other mowing with respect to the turf type adjacent to the edging. Turf edging at shrub beds, flower beds, ground cover beds, hedges, or around trees (where "edging" rather than "trimming" is directed), shall be edged with a manual or mechanical edger to a neat vertical uniform line. Rotary nylon "fish line" cutters are not to be used for vertical edging. Edge grass at plant bed lines to keep grass from growing toward shrubs, keep the width of sod as it was originally placed. Care shall be taken to avoid damage of ground cover weed barrier. Grass will be trimmed at the same height as adjacent turf is mowed, and to remove all grass leaves from around all obstacles and vertical surfaces in the turf, such as posts, walls, fences, etc. Particular attention will be given to trimming around sprinkler heads and other irrigation system components to assure their proper water delivery function. The mechanical weed cutters are not to be used within eighteen (18") inches of tree or palm trunks. Note: Damage to property or existing vegetation by improper trimming or edging shall be repaired or replaced within 48 hours at Contractor's expense. All walks and other paved areas littered in the lawn maintenance process shall be vacuumed, swept, or blown off while the mowing, edging, or trimming is in process so that the appearance suffers for the least amount of time. Landscape lighting shall be wiped, blown off or vacuumed as needed to prevent accumulation of clippings and dead insects. Landscape areas shall be raked and cleaned of clippings, leaves, sticks, twigs, and all litter during each service visit. Materials cleaned from grounds may not be disposed on-site. and must be removed from locations at Contractor's expense. A copy for approval of a completed mowing schedule will be provided to the City's representative in a timely manner as requested. 4.6.2 Pruning Shrubs and Ground Cover Plants Bed Area Maintenance All shrubs and ground cover plants growing in the work areas shall be pruned, as required, to maintain plants in a healthy, growing, flowering condition and to maintain plant growth within reasonable bounds to prevent encroachment of passageways, walks, streets, view of signs or any manner deemed objectionable by the Project Manager. 4.6.2.1 Bed Area Maintenance The Contractor shall keep the bedded areas free of dead plants, leaves, and branches at all times. All beds shall be vertically edged, and kept weed free at all times. Edge grass at plant bed lines to keep grass from growing toward shrubs, keep the width of sod as it was originally placed. 4.6.2.2 Shrubs All shrub material shall be pruned a minimum of once per month to insure the best shape, health, and character of the individual plant. Mechanical trimming may only be utilized when the health or appearance of the plant will not be damaged by the mechanical trimmers. 4.6.2.3 Groundcover All groundcover material shall be pruned a minimum of once per month to insure the best shape, health, and character of the individual plant. Groundcover plants shall be selectively cut back to encourage lateral growth and kept in bounds and out of other plantings, walkways, lighting, etc. Mechanical trimmings may only be utilized when the health or April 17.2006 appearance of the plant will not be damaged by the mechanical trimmers. 4.6.3 Trees and Palm Pruning Trees and palms are to be maintained in a healthy, growing, safe, attractive condition and in their proper shape and size according to variety, species and function in the landscape or as specifically directed by the Project Manager. 4.6.3.1 Pruning Natural Shaoina and ThinninQ Prune, thin, and trim all trees at least once a year to keep the trees healthy, to maintain the natural character of the variety, to control shape and to prevent crowding. Pruning in general shall consist of the removal of dead, broken, fungus infected, superfluous, and intertwining branches, vines, and the removal of dead or decaying stumps and other undesirable growth. Palms shall be pruned as needed to remove dead fronds and weak stalks and to remove seed heads when the dropping of mature fruit may cause a sanitation or hazardous condition to walkways and other pedestrian areas. Certain Washingtonian Palms will be an exception to the pruning practices of normal palm maintenance when existing dead fronds are maintained. Pruning will also be required from time to time to remove damaged branches or fronds from storms, frost, pruning to prevent encroachment of branches/fronds over streets, into private property, obscuring view of signs or traffic, particularly at a road intersection, or interference with lighting, etc. Tree branches shall be pruned up to seven (7') feet over walkways and in areas so designated by the Project Manager. All tree pruning shall be accomplished with standard practices including: Cuts should be made with sharp and proper tools. When cutting parts of branches, leave a living bud at the end of the stub. Make cuts sufficiently close to parent stem so that the healing can readily start under normal conditions. On trees known to be diseased, disinfect tools after each cut and between trees. Prune only at the time of season proper for the variety. Prune or trim, at least once or twice each growing season to keep the natural shape of the individual plant. Pruning shall include the following items: - Dead, dying or unsightly part of the tree - Remove sucker growth from base ofthe trees in which an exposed trunk character is desired - Branches that grow toward the center of tree - Crossed branches that may rub together - "V" crotches, if it does not ruin the appearance of the tree - Multiple leader if the tree normally has only a single stem - Nuisance growth that interferes with view, traffic, sign age, walks, or lighting. Nuisance growth includes the removal of all dangerous thorns, spikes or appendages which show potential conflict with people. - Shape top of small trees as needed All branches, dead wood, and cuttings shall be removed from the job site at April 17, 2006 time of pruning and disposed of in an acceptable manner. All lawn and shrub areas damaged by pruning equipment shall be restored. 4.6.3.2 Staking and Guying - and Tree Set-Up Maintain existing and adjust tree stakes, guy wires and hoses or blocks, until trees are capable of standing vertical and/or resisting normal winds. 4.6.3.2.1 The Contractor shall be responsible for the complete removal and replacement of those trees lost due to the Contractor's faulty maintenance or negligence, as determined by the Project Manager. 4.6.3.2.2 Replacement shall be made by the Contractor in the kind and size of tree determined by the Project Manager. Where there is a difference in value between the tree lost and the replacement tree, this difference will be deducted from the Contract payment. In all cases, the value of the tree lost shall be determined by the Project Manager using the latest "Plant Finder" value determination. 4.6.3.2.3 All trees that have died or have been blown or knocked over are to be reported immediately upon discovery to the Project Manager. 4.6.3.2.4 With prior approval from the Project Manager, it is the Contractor's responsibility to remove and properly dispose of all dead or injured trees and/or weed trees such as but not limited to Florida Holly or Melaleucana or Australian Pine. Contractor shall set and support trees that have been knocked or blown over. 4.6.3.2.5 The Contractor shall be responsible for removing all signs, posters, boards, supports and any other material(s) attached or fastened to trees, or from elsewhere on the project site, as directed by the Project Manager. 4.6.4 Weed Control 4.6.4.1 All landscape areas within the specified area, including lawns, shrub and ground cover beds, planters, and areas covered with gravel, shall be kept free of all weeds at all times. This means complete removal of all weed growth shall be accomplished at each service visit. For the purpose of this specification, a weed will be considered as any undesirable or misplaced plant. Weeds shall be controlled either by hand, mechanical, or chemical methods. The Project Manager may restrict the use of chemical or mechanical weed control in certain areas. Mechanical weed control shall not disturb the mulch layer so as to expose the underlying soil. 4.6.4.1.1 Weeds are to be mowed, trimmed, or edged from turf areas as a part of turf care operations. 4.6.4.1.2 Weeds are to be manually removed from shrub, hedge, ground cover or flower beds, unless chemical or mechanical means are specifically authorized by the Project Manager. Persistent weed growth such as the growth of sedges shall be killed with "round up" April 17, 2006 whenever possible. 4.6.4.1.3 Weeds are to be removed from walkways, curbs, expansion joints, and along fence lines and guardrails at each service or as otherwise directed by the Project Manager. 4.6.4.2. If infestations cannot be controlled by hand-pulling, or herbicide use will damage or kill the shrubs or ground-covers, the bed may be excavated, after removing all plants. Then, weeds may be destroyed before replanting by any of the following methods: 4.6.4.2.1 Sterilize the soil, or 4.6.4.2.2 Allow weeds to reestablish a vegetative top and treat with a systemic herbicide, at least two (2) applications, about two (2) weeks apart, or until there is a 90% kill. 4.6.4.2.3 After the kill, apply, immediately after replanting, a pre-emergent herbicide, such as Treflan or prior to replanting a ground cover fabric. 4.6.4.3If it is determined by the City that the Contractor responsible for maintenance allows weed infestations to spread beyond the ability to control them, then the removal, treatment, and replacement of the planting bed shall be done as described above by the Contractor at no cost to the City. Soil which exhibits significant weed growth within one (1) month after planting, (20% ground coverage of the bed by weeds) shall be considered as previously weed-infested. 4.6.5 Litter Control 4.6.5.1 Contractor Generated Trash: The Contractor shall promptly remove all debris generated by his pruning, trimming, weeding, edging, and other work required in the specifications. Debris must be disposed of at an authorized site for commercial use. Neighborhood trash transfer stations or road side piles are not considered authorized sites. The Contractor shall clean driveways and paved areas with suitable equipment immediately after working in them. All cuttings are to be removed on same day as cut. 4.6.5.2 Litter Removal: In addition to the litter removal on regularly scheduled full service visits, the Contractor shall be responsible for litter removal on Mondays and Thursdays at locations designated on attachment A. These additional litter services are to be done in such a manner and with sufficient personnel so that the entire site is cleaned on or before 2:00 P.M. each of those days. 4.6.6 Fertilization and Soil Testing The fertilizer used shall be a commercial grade product and recommended for use on each plant type. Specific requirements should be determined by soil test results, soil type, and time of year or as specified by the City. Applications shall proceed continuously once begun until all areas have been completed. In the event fertilizer is thrown on hard surfaces, it shall be removed immediately to prevent staining. April 17, 2006 Contractor shall have the soil tested three (3) times yearly to determine required additives, and more often if necessary to diagnose problem areas. The Contractor shall provide the City with annual fertilization schedules at the beginning of each contract year and shall inform the Project Manager at least three (3) days in advance before beginning any fertilization. 4.6.6.1 Turf 4.6.6.1.1 St Augustine St. Augustine turf shall be fertilized three (3) times per year at the end of April, July and October at a rate of 1 lb. Of N/1 000 Square feet. The N< P< K ratios shall vary with the time of year of the application and results ofthe soil analysis. The approximate N, P, K ratios should be: - One (1) application of a 5:2:1 ratio with a post-emergent weed control; - One (1) application of a 10:1:2 ratio with Insecticide, and one application being a blanket application of insecticide; - One (1) application ofa 3:1:3 ratio: - One (1) application of a 5:2:1 ratio 4.6.6.2 Groundcover, & Shrubs The fertilizer for all planted shrubs and groundcovers shall meet appropriate horticultural standards with an N, P, K ratio of 3:1 :2, unless soil conditions or plant species dictate differently, with at least 60% ofthe nitrogen from a non- water soluble organic source. All shrubs and groundcovers shall be fertilized by broadcasting by hand over the beds three (3) times per year. Fertilizer should be applied during the last two weeks of April, July and October at the following rates: 1-1/2 to 3lbs. N/100 Square Feet. The Contractor shall establish a program that will fertilize all shrubs and groundcover, describing the type of fertilizer required for each type of plant and the time of year this work will be undertaken. A copy for approval of the fertilization schedules shall be provided to the City no less than one (1) month prior to application. Any plants damaged by over-fertilization shall be replaced at the Contractor's expense. Changes in fertilization rates, methods and composition must be approved by the City in writing. 4.6.6.3 Fertilization Trees, & Palms The fertilizer for all the planted trees shall meet proper horticultural standards with an N, P, and K ratio of 4:1 :4, unless soil conditions or plant species dictate differently, with at least 60% of the nitrogen from a non-water soluble organic source. Concentrated slow-release fertilizer tablets may be used on trees if approved by the City's representative. Trees shall be fertilized twice yearly: Spring and Fall in the following amounts, per application, per tree: Caliper Pounds of Fertilizer 2" 3 ~ 6 April 17, 2006 4" 10 5" 15 6" 19 Over 6", 16, plus four pounds added for every inch of diameter over 6". All palms shall be fertilized during April and October. The fertilizer shall be broadcast under foliage canopy at the rate of 1 lb. per inch of palm tree diameter. The Contractor shall establish a program that will fertilize all trees and palms, describing the type of fertilizer required for each type of plant and the time of year this work will be undertaken. A copy for approval of the fertilization schedules shall be provided to the City no less than one (1) month prior to application. Any trees damaged by over-fertilization or by the use of wrong type offertilizer shall be replaced at the Contractor's expense. Changes in fertilization rates, methods, and composition must be approved by the City in writing. 4.6.7 General Use of Chemicals The Contractor shall submit a list of all chemical herbicides and pesticides proposed for use under this Contract for approval by the Project Manager, including MSDS sheets for each item. Materials included on this list shall be limited to chemicals approved by the State of Florida, the Department of Agriculture, and the Florida Department of Transportation, and shall include the exact brand name and generic formulation. The use of any chemical on the list shall be based on the recommendations of and be performed under the direction of a Certified Pest Control Operator. No chemical herbicide or pesticide shall be applied until use is approved, in writing, by the Project Manager as appropriate for the purpose and area proposed. 4.6.8 Disease and Pest Control To control or eradicate infestations by chewing or sucking insects, leaf miners, fire ants, and other pests and diseases, spray affected plants with chemical sprays and combinations of sprays suitable for that particular pest when the infestation or infection becomes evident and as often thereafter as necessary. Contractor shall be fully licensed to spray pesticide. Contractor shall use sound cultural practices that aid in preventing the presence or proliferation of insect and diseases. Insects in Bermuda grass shall be controlled by both curative and preventative measures. Timing will be critical on mole cricket applications and frequencies of application will be as needed to successfully control their infestations. Nematode samples will be taken at least two (2) times each year and action shall be taken per the recommendation of the IFAS lab results to control the populations This lab report shall be submitted to the City for their review as soon as it is received. 4.6.9 Application of Herbicides Contractor may apply various herbicides by means of spray type devices to aid in the control of unwanted weeds and vegetation. All applications shall be performed by persons holding a valid herbicide application license as issued by the State of Florida and shall be done in accordance with the herbicide manufacturer's recommended rates and all applicable Federal, State, County and Municipal regulations. Herbicides may be used only with prior approval by the City as to type April 17, 2006 location, and method of application. 4.6.9.1 The Contractor shall exercise extreme care so as not to over spray and effect areas not intended for treatment. Areas adversely affected by such over spray shall be restored by the Contractor at his expense. 4.6.9.2 The Contractor shall advise the Project Manager within four (4) days after disease or insect infestation is found. He shall identify the disease or insect and recommend control measures to be taken, and, upon approval of the Project Manager, the Contractor shall supply and implement the approved control measures, exercising extreme caution in application of all spray material, dusts or other materials utilized. Approved control measures shall be continued until the disease, or insect is controlled to the satisfaction of the Project Manager. 4.6.9.3 When a chemical is being applied, the person using it shall have in their possession all labeling associated with the chemical. Also, the chemical shall be applied as indicated on the said labeling. A specimen label and the Material Safety Data Sheet for each product shall be supplied to the City. 4.6.9.4 All insecticides shall be applied by an operator licensed pursuant to Chapter 487 of the Florida Statutes. The operator shall have the license/certification in his or her possession when insecticides are being applied. The implementation of control measures for pests and disease infestations shall be in strict compliance with all federal and local regulations. Upon request, the Contractor shall furnish documentation of such compliance. 4.6.9.5 The spraying of insecticides and other such chemicals are to be confined to the individual plant. Spraying techniques which may introduce the material being sprayed beyond the immediate area of the individual plant are strictly prohibited. 4.6.9.6 Spray or dust material on foliage only during calm days. Do not apply when leaves are wet, when rain is expected within 3-4 hours after spraying, or when temperatures exceed 88 degrees Fahrenheit. Spray at times when traffic is lightest (Le., early mornings or weekends). Use a spreader-sticker to aid in adherence and absorption of the material. Wash material off of pavements and buildings immediately after applying. 4.6.9.7 The Contractor shall utilize all safeguards necessary during disease or insect control operations to ensure safety to the public and the employees of the Contractor. 4.6.9.8 Copies of Current Material Safety Data Sheets (MSDS) for all chemicals used for pest control under this Contract shall be provided to the Project Manager before the use of said chemicals. 4.6.10 Verticutting, Aeration and Topdressing Verticutting, aeration and topdressing to provide proper air and water exchange for maximum growth potential and health ofthe Bermuda grass will be performed in the Spring and Fall. Topdressing shall be a mixture similar to the profile of the soil underlying the turf as determined by soil analysis. Contractor should employ preventative methods to avoid thatch buildup. Should, for April 17, 2006 whatever reason, a sizable thatch layer develops, the Contractor shall be responsible for its removal. Topdressing and burying thatch layer will not be accepted. 4.6.11 Turf Renovations Turf renovations may be required if conditions warrant such a procedure and will be an extra charge. Conditions which warrant renovation include, areas thinned out or damaged turf resulting from natural burnout, traffic, and any area which has area becomes unsightly. Proper watering, fertilization and pest management will be critical during and after renovation. Any irrigation damaged because of turf renovation will be repaired at Contractor's expense. 4.6.12 Irrigation System Maintenance and Watering Contractor will be responsible for the operation and maintenance of the automatic! manual irrigation systems and for setting and adjusting the timer to insure proper watering of all plant material in the landscape. Contractor will be responsible under this agreement for the labor and supervision to make irrigation repairs to the lateral line, risers and sprinkler heads up to one inch (1") in diameter as required to keep the system operating. Major repairs to main lines, valves, pumps and in-take piping shall be reimbursed by the City. Reimbursable repair work shall require authorization by the City prior to commencement. Prior to commencement of the maintenance program, the Contractor shall have twenty-five (25) days from start of contract to inspect the irrigation system and report present damage or incorrect operation and coverage to the City. The Contractor will be responsible for the integrity of the system after this initial inspection report and subsequent repairs. The timers shall be checked once a week and as may be required. The Contractor will also, at least once a month, fully operate all the irrigation zones and replace, repair or clean all irrigation heads, lines, valves, valve boxes, filters and controllers as needed. Any equipment damaged by the Contractor's operation shall be r~placed with the same equipment and by the same manufacturer. The irrigation shall be capable of providing 1-1/2" of water to all lawns and shrub beds each week or as often as required to provide for a uniform lush green landscape appearance. System shall be adjusted during the various seasons. The Contractor shall be required to make all repairs within a minimum 24 hour time period or sooner as directed by the City's representative. Any form of damage to the irrigation system must be reported to the City's representative immediately upon discovery. Irrigate as necessary during of little or no rainfall using the automatic irrigation system and any supplemental watering necessary to apply proper amount of water to keep the plant material in optimum health. Supplemental watering may require a large portable water tank, impact sprinklers, and additional hose to be supplied by Contractor. A written irrigation schedule will be provided by the Contractor and any operation of irrigation outside the previously approved scheduled time must have the advance approval of the City. Contractor shall be responsible for controlling the amount of water used for irrigation and April 17,2006 any damage or costs that result from over-watering or insufficient watering shall be the responsibility of the Contractor. 4.6.13 Watering During periods when the irrigation system is not operational, either due to breakdown of the system. or an extended electric power failure; it shall be the responsibility ofthe Contractor. 4.6.13.1 Supply of water suitable for irrigation shall be the Client's responsibility. Distribution of the water to the plants shall be the responsibility of the Contractor. Contractor shall use hand watering, water trucks, portable pumps, etc. as required to distribute the water. 4.6.13.2 Apply water in quantities and at intervals necessary to maintain the plants in a healthy growing condition. 4.6.14 Irrigation System Shall be constantly maintained and adjusted to insure that no water from the system hits the road or other hard surface. 4.6.15 Mulching Beds 4.6.15.1 Reolenish mulch in shrub beds as required to cover areas of bare soil, especially at the edge of the bed and in places where the shrub canopy has not grown together to shade the soil. Add mulch around tree trunks in sod areas. Mulch shall be added to maintain a constant three (3) inches thickness. Do not pile against tree trunks and shrub stems. 4.6.15.2 Use recycled "round wood" mulch dark brown in color or other mulches as designated by the City. 4.6.16 Sand Removal I Policing: Cleaning of debris within the confines of the parking lots by blowing, sweeping, or vacuuming or other means must be performed as required to keep paved, bricked or concrete surfaces clean and neat at all times. 4.6.17 Skinned Areas (NOT USED) 4.6.18 Frequency of Services Frequencies for the sites and services described herein are based upon normal circumstances. Individual, several and/or all services to a site or sites may be added at an agreed upon price, or deleted due to natural disaster, excessive rain, disease, drought, fire, vandalism, accident, insufficient funds and/or any other reason at the sole discretion of the Owner. 4.7 PERFORMANCE CONTROL AND INSPECTIONS 4.7.1 Maintenance Quality The quality objective of all services and materials provided by Contractors in accordance with conditions and specifications herein, is to maintain and seryice various listed sites, and to keep them in a healthy, growing, clean and attractive April 17, 2006 condition throughout the year. 4.7.2 Maintenance Standards, Frequencies, Work Method All work shall be performed in accordance with the highest professional maintenance standards and horticultural techniques. Frequencies set for certain repetitive maintenance functions and tasks in specifications are minimum frequencies, which must be increased, if necessary to achieve the Quality Objective. 30 Full Service Visits Annual Schedule: - Schedule 30 service visits annually according to the following: Schedule service for the second week of January and February, the third week of March; the second and fourth weeks of April (these biweekly visits should occur no closer than ten (10) and no further than seventeen (17) calendar days apart); the first, third and fifth weeks May: and weekly during the months of June, July August and September (these weekly visits should occur no closer than six (6) and no further than ten (10) calendar days apart): biweekly for the months of October and November and one visit the third week of December. 37 Full Service Visits Annual Schedule: - Schedule 34 service visits annually according to the following: Schedule service for the third week of January and February: The first and third weeks of March (these biweekly visits should occur no closer than ten (10) and no further than seventeen (17) calendar days apart): The second, third and fourth weeks of April: Weekly during the months of May June, July, August, September and October (these weekly visits should occur no closer than six (6) and no further than ten (10) calendar days apart): The first and third weeks of November and the second and fourth week of December. All work is to be completed in a continuous manner. That is all mowing, edging, weed control, trimming etc. shall be completed before leaving the job site Standard and frequencies may be modified from time to time by the City of Miami Beach Assistant Director of Parks as necessary to assure proper maintenance to achieve the Quality Objective. All work shall be done in a thorough and workmanlike manner under competent Contractor supervision to the satisfaction of the City of Miami Beach Assistant Director of Parks. The Contractor shall have the exclusive duty, right, and privilege to perform Grounds Maintenance and Services, as specified herein. 4.7.3 Inspections 4.7.3.1 The Contractor's Representative shall perform maintenance inspections daily during daylight hours of all sites assigned for the day. Inspections by City of Miami Beach Parks Personnel shall provide continuing inspection of the sites to insure adequacy of maintenance and that methods of performing the work are in compliance with these specifications. Discrepancies and deficiencies in the work shall be brought to the attention of the Contractor's Representatives in writing, directly by the City of Miami Beach Project Manager, and shall be corrected by the Contractor immediately. 4.7.3.2 The City of Miami Beach Project Manager and the Contractors April 17, 2006 Representatives shall meet on the sites once a month, or more frequently at the discretion of the Project Manager, for a walk-through inspection. The meeting shall be at the convenience of the City of Miami Beach. All on- going maintenance functions shall be completed prior to this meeting. 4.7.4 Deficiency/Cure Notices and Corrective/Termination Process: Ifthe Project Manager determines that there is/are deficiency(s) by the contractor in the performance of the contract, the Project Manager will notify the Contractor and the Procurement Director of the deficiency(s) in writing. The Procurement Director will send a Cure Notice to the Contractor requesting that they provide in writing within seven (7) calendar days of notification, any/all actions proposed to be taken in order to correct/cure the identified deficiency(s). If all parties (Project Manager, Contractor and Procurement Director) agree that actual damages/deficiencies would require more than seven (7) calendar days to correct/cure, a reasonable time frame, in writing, will be determined based on a "meeting of the minds" between the Project Manager and the Procurement Director for the identified deficiency(s). Should the Procurement Director issue two (2) Cure Notices for the same deficiency(s), or a total of three (3) Cure Notices within a twelve (12) month period, the City may exercise its right to proceed with the Termination of this contract. 4.7.5 City of Miami Beach Right to Correct Deficiencies Additionally, and notwithstanding the above provision, the City has the right to move on site with City forces or private Contractors to correct deficiencies seven (7) calendar days after notification in writing, by the City of Miami Beach Parks and Recreation Department Director, or his designee. If, in the sole discretion or judgment of the Project Manager, the Contractor and/or his employee(s) are not properly performing the services required under the Contract, then the Contractor and/or all employees may be temporarily replaced by City personnel and payment to be made by the City may be suspended while the matter is being investigated. Total costs incurred by completion of the work by the City will be deducted and forfeited from the payments to the Contractor from the City. This section shall not be construed as a penalty, but as an adjustment of payment to Contractor for only the work actually performed, and accepted by the City, and the recovering of City costs from the failure of the Contractor to complete or comply with the provision of the Contract. 4.7.6 Quality Control - Performance Reports Completion of Work: Within 48 hours of completing work the Contractor shall notify the Parks and Recreation Supervisor assigned to monitor the contract in writing by email or fax of said completion. Inspection and Approval- Upon receiving notification from the Contractor, the City shall inspect the serviced location the following business day. If, upon inspection, April 17, 2006 the work specified has not been completed, the City shall contact the Contractor to indicate the necessary corrective measures. The Contractor will be given 48 hours from this notification to make appropriate corrections. If the work has been completed successfully then the City will pay for services billed. The Contractor shall submit to the City Project Manager a report of his performance for the preceding month, under terms of the Contract. These reports shall be postmarked no later than the fifth (5th) day of each month following the month in which services were performed. Failure to do so shall result in delay of payment until this requirement is fulfilled. Forms for performance reporting shall be provided by the City 4.8 SCHEDULING 4.8.1 Contractors shall accomplish normal landscape maintenance required under the Contract during daylight hours. The City Project Manager may permit night scheduling on an individual function or task basis. 4.8.2 Contractor shall schedule and conduct the work at times and in a manner which shall not interfere with normal pedestrian traffic on adjacent sidewalks or vehicular traffic on adjacent streets, and shall not cause annoyance to residents near the site or users of the site. During periods of peak rush hour traffic, the Contractor will not block or impede arterial or collector streets. 4.8.3 All work shall be scheduled and completed in a continuous manner, that is, other than a holiday or non-work day in order to maintain the site in a uniform manner. 4.8.4 Contractor shall not work or perform any operations during inclement weather which may destroy or damage landscaped areas. 4.8.5 Contractor shall recognize that during the course of the Contract, other activities and operations may be conducted by City work forces and other Contractors. These activities may include but not be limited to landscape refurbishment, irrigation system modification or repair, construction and storm related operations. The Contractor may be required to modify or curtail certain operations without decreased compensation and shall promptly comply with any request by the Project Manager. In the event a Site or part of a Site becomes unavailable for servicing by the Contractor, the Project Manager may temporarily delete the Site or part of the Site and compensation to the Contractor will be decreased. 4.8.6 Contractor shall, during the hours and days of operation, respond to all emergencies by taking the appropriate/required action within two (2) hours. See Section 3.5 - Disaster Response 4.8.7 Contractor shall have completed all Landscape Maintenance functions prior to the scheduled maintenance inspection. 4.9 ADDITIONAL WORK The Project Manager may, at his discretion authorize the Contractor to perform additional work, including, but not limited to, mowing, trimming, weeding, edging, litter pickup, repairs and replacements ("grounds maintenance service type work under normal circumstances") when the need for such work arises. The Project Manager will request quote(s) from the contractor which may be negotiated as required to obtain a fair and reasonable price. Should negotiations be unsuccessful, the Project Manager may request quotes from other contractors for the additional work. April 17, 2006 Should additional work be required, the City will negotiate the "not to exceed" (NTE) hourly labor rate specified in the Proposal documents. See Section 3.5 - Disaster Response. Prior to performing any additional work, the contractor shall prepare and submit a written description of the work with a cost estimate/price quote to the Project Manager. No work shall commence without the written authorization from the Project Manager. Not withstanding the above authorization, when a condition exists wherein there is imminent danger of injury to the public or damage to property, the Project Manager may verbally authorize the work to be performed upon receiving a verbal estimate from the Contractor. However, within 24 hours after receiving a verbal authorization, the Contractor shall submit a written estimate/quote to the Project Manager for the required approval. 4.10 EMERGENCY RECOVERY SERVICES In the event of a declared emergency and the emergency is of sufficient magnitude that the City needs to utilize disaster related services, those services are generally subject to reimbursement by the County, State and Federal governments. FEMA as the principal federal agency dealing with disaster recovery prefers that agreements for disaster services be put in place prior to an emergency and where possible, the services be obtained by a bidding process. Consequently, the successful contractor must agree to add a provision to the City's contract that allows for a fair and reasonable contract price for emergencies (i.e. hurricanes), if market conditions warrant such action. This provision, as recommended by FEMA, protects the City from over pricing in an emergency. 4.11 PROPOSAL SUBMITTAL In addition to the documentation and information requested herein, Proposers shall submit the following information with their proposal, or within five (5) calendar days upon request: 4.10.1 Company Profile A profile describing the organization represented by the proposer must be furnished with the proposal submittal. This will include: * Company history and present organization; * Name of Principal or Owner(s); * Name of Affiliates, Subsidiaries, etc.: * Years of company experience under present ownership: * The local office address and phone number from which account would be administered; * History of local office, including opening date: * Normal hours of operation of local office: * Name of person in charge of local office: * Number of maintenance personnel in the south Florida area normally available to emergency calls; * List of all services company is capable of providing. 4.10.2 Personnel * Provide an organizational chart of entire structure that is proposed to service account: * Provide resumes of key management personnel: * List job descriptions for all positions in the organization described in #1 above: * Include description of proposed uniforms; * Provide your overall employee policy and training program; April 17,2006 * Provide outline of safety program. 4.10.3 Turf Maintenance * List proposed fertilizer type and rate for each turf type and other specific nutrient additives; * List proposed application schedule (annual basis): * Describe proposed mowing schedule and procedures: * Describe proposed preventative pest management program. 4.10.4 Tree and Palm Maintenance Program * Provide type(s) of fertilizer and rates proposed for general use, and other specific nutrient additives: * List proposed application schedule (annual basis); * Describe proposed pruning schedule and procedures: * Describe proposed preventative pest management program. 4.10.5 Shrub and Ground Cover Maintenance Program * Provide type(s) of fertilizer and rates proposed for general use, and other specific nutrient additives: * List proposed application schedule (annual basis) * Describe proposed pruning schedule and procedures: * Describe proposed preventative pest management program. 4.10.6 Irrigation Maintenance Program * Describe preventative maintenance program. 4.10.7 Equipment Specifications * List all tools, equipment (including manufacturer) and quantities of each type that be proposed to perform maintenance. 4.10.8 Bidder's Supplement * Copies of all applicable licenses, permits, etc. required perform the services; * List of clients with specialty turf types the bidder currently has, along with contact information; * Miscellaneous Information - this section of the proposal should include any additional information about the services or bidder that is not addressed elsewhere in the proposal. April 17 ; 2006 Thirty (30) Full Service Visits. Work to be scheduled during periods highlighted 2006 JANUARY FEBRUARY MARCH S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 8 9 lO 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 29 30 31 26 27 28 26 27 28 29 30 31 APRIL MAY JUNE S M T W T F S S M T W T F S S M T W T F S 1 1 2 3 4 5 6 1 2 3 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 28 30 30 JULY AUGUST SEPTEMBER S M T W T F S S M T W T F S S M T W T F S 1 1 2 3 4 5 1 2 2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30 30 31 OCTOBER NOVEMBER DECEMBER S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 Thirty-seven (37) Full Service Visits. Work to be performed during periods highlighted. 2006 April 17 , 2006 JANUARY FEBRUARY MARCH 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 29 30 31 26 27 28 26 27 28 29 30 31 APRIL MAY JUNE S M T W T F S S M T W T F S S M T W T F S 1 1 1 3 4 5 6 1 1 3 1 3 4 5 6 7 8 7 8 9 10 11 11 13 4 5 6 7 8 9 10 9 10 11 11 13 14 15 14 15 16 17 18 19 10 11 11 13 14 15 16 17 16 17 18 19 10 11 11 11 11 13 14 15 16 17 18 19 10 11 11 13 14 13 14 15 16 17 18 19 18 19 30 31 15 16 17 18 18 30 30 JULY AUGUST SEPTEMBER S M T W T F S S M T W T F S S M T W T F S 1 1 1 3 4 5 1 1 1 3 4 5 6 7 8 6 7 8 9 10 11 11 3 4 5 6 7 8 9 9 10 11 11 13 14 15 13 14 15 16 17 18 19 10 11 11 13 14 15 16 16 17 18 19 10 11 11 10 11 11 13 14 15 16 17 18 19 10 11 11 13 13 14 15 16 'J.7 18 'J.9 17 18 'J.9 30 31 14 15 16 'J.7 18 'J.9 30 30 31 OCTOBER NOVEMBER DECEMBER S M T W T F S S M T W T F S S M T W T F S 1 1 3 4 5 6 7 1 1 3 4 1 1 8 9 10 11 11 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 10 11 11 13 14 15 16 17 18 10 11 11 13 14 15 16 'J.1 13 14 15 16 17 18 19 10 11 12 13 14 15 17 18 19 10 11 11 13 'J.9 30 31 16 17 18 19 30 14 15 16 27 18 19 30 31 April 17 , 2006