Summerfield Subdivision Homeowners Association Board€¦ · Inside Perimeter E Summerfalls Drive (Park Area) .594 Inside Perimeter E Summerheights Drive .059 Inside Perimeter N Summerside

Summerfield Subdivision Homeowners Association Board [email protected]

Meridian, Idaho 83646

REQUEST FOR PROPOSAL

Proposal #13-001

for Lawn Care and Maintenance Services and Materials

Issued on: Tuesday, December 24, 2013 Proposal Due Date: Friday, January 17, 2013 by 5:00 PM (MST)

Administered by: Allen Mair, Summerfield HOA Board Vice President

Date Version Change information Responsible Parties

12.17.2013 V0 Submitted for Initial Review by Tim Blood; submitted a copy to Complete Property Management. Sheryl Bishop

12.19.2013 V1 Modified lawn care verbiage for accuracy and succinctness; modified service schedule for more flexibility; added “notification” and “pre-approval” criteria, etc.; synched up the cost proposal with scope of work. Removed reference to OSHA regulations for safety. Removed steel-toed boots as a safety requirement. Note: The initial RFP template was based on a state-developed RFP with more regulations noted, than we would need to require. Submitted to Larry Lipschultz, Allen Mair and Don Miller for review.

Tim Blood Sheryl Bishop

12.19.2013 V2 Added information to identify which location reflected the Park area; added verbiage to call out the need for common areas to be watered between 8A and 5P. Reduced total pages to 15, including a table of contents, cover page and bidder’s letter. Modified the Proposal Form to be more straightforward and reduced the number pages to 4. Confirmed we ask for references from at least three (3) HOA/Property Management firms – we ask for four (4).

Allen Mair Larry Lipschultz Sheryl Bishop

12.19.2013 V3 Modified acreage to reflect the removal of turf from the Ustick road widening project. Modified the due dates in the Proposal Schedule – received approval to distribute for Board review from Tim Blood, Allen Mair, Don Miller and Larry Lipschultz. Renamed file from V3 to Final Review. Distributed to Board, cc to Complete - 12.20.2013 1:05P

Tim Blood Allen Mair Don Miller Larry Lipschultz Sheryl Bishop

12.20.2013 Final Review

Submitted for Final Review by Tim Blood, Allen Mair, Don Miller, Larry Lipschultz, Eric Jurgensen, Jason Knorpp and Hal Chapman; cc: Complete Property Management.

Sheryl Bishop

12.20.2013 Final Rev V1

Found date type in Proposal Schedule changed January 8, 2013 to January 8, 2014. Saved file name to Final Review V1

Sheryl Bishop

Final Rev V2

Added, “Assess trees, shrubs, etc. for future replacement needs” to annual activities in October for scope of work – with a pre-approval requirement.

Sheryl Bishop

mailto:[email protected]

Summerfield Homeowners Association Board RFP #13-001 Response Due Date: Friday, January 10, 2013 by 5:00PM MST Lawn Care and Maintenance Services and Materials

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Table of Contents

Section I: Introduction ................................................................................................................................. 3

Section II: Proposal Schedule ....................................................................................................................... 4

Section III: Background Information ............................................................................................................ 5

Section IV: Terms, Conditions and Financial Provisions .............................................................................. 6

Section V: Employee Guidelines and Safety ................................................................................................ 9

Section VI: Proposal Requirements............................................................................................................10

Section VII: Scope of Work .........................................................................................................................11

Proposal Response Form ............................................................................................................................12

Part I Contractor Information .................................................................................................................12

Part II Mandatory Information................................................................................................................13

Part III Cost Proposal ...............................................................................................................................14

Part IV Acknowledge Receipt of Addenda (if any) ..................................................................................15

Part V Submit Proposal ...........................................................................................................................15


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SECTION I: INTRODUCTION

Letter of Notice

Pursuant to Article III, section 3.5.1.2 Common Areas, the Summerfield HOA Board plans to contract for lawn care and maintenance services for the twenty-two (22) defined common areas of the subdivision.

This Request for Proposal is for Lawn Care and Maintenance Services and Materials. The contractor will be expected to provide the necessary materials to perform the services described in the Scope of Work. The selected Contractor will begin work on January 20, 2013.

Hard copy RFP documents may be obtained from Allen Mair, Board VP via email at [email protected] or via phone at 208.573.1271, upon request .

Proposals shall be submitted on the proposal form provided in within this RFP and shall be submitted via email attachment to [email protected]. If hard copies need to be submitted, then place hard copy submittal in a sealed envelope identifying the Contractor’s name, the RFP title, the RFP number, and the RFP due date on the face of the envelope and mailed to Allen Mair, HOA Board Vice President at 3362 N. Summerfield Way, Meridian, Idaho 83646.

Submission of a proposal signifies the Contractor’s agreement that its’ proposal and the content thereof are valid and will become part of the contract that is negotiated between the Summerfield Subdivision Homeowners Association Board and the successful Contractor. All prices submitted with the proposal shall remain in effect for the contract period.

Sincerely, Allen Mair, Vice President Summerfield Subdivision Homeowners Association Board




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SECTION II: PROPOSAL SCHEDULE

Lawn Care and Maintenance Services Request for Proposal Schedule

Due Dates Details

Tuesday, December 24, 2013 RFP notices e-mailed, mailed to potential Contractors and placed on Summerfield website. www.summerfieldsubhoa.org

Wednesday, January 8, 2014 5:00 P.M.

Last day for attended site visits. If you would like a Board member to attend your site visit, you need to make your request 24 hours in advance of visit. Contact Allen Mair via email at [email protected] or via phone at 208.573.1271.

Thursday, January 9, 2014 5:00 P.M.

Last day for questions. Questions must be submitted to Allen Mair via email by 5:00 P.M. on the due date, at [email protected], or submitted in writing, to Allen at 3362 N. Summerfield Way, Meridian, Idaho 83646 by the due date.

Friday, January 10, 2014 5:00 P.M.

Last day Addenda will be posted. All questions will be clarified through an addendum. Addenda information will be posted as needed on Summerfield HOA website until 5:00 P.M. on the due date. www.summerfieldsubhoa.org

Friday, January 17, 2014 5:00 P.M.

Proposal deadline -proposals opened. All emailed proposals are due by 5:00 PM. on the due date. Hard copy proposals need to be received by Allen Mair at 3362 N Summerfield Way Meridian, Idaho 83646 by due date. No late proposals will be accepted.

January 21, 2014 Board-appointed proposal review team, led by Allen Mair will present their recommendation to the HOA Board. Alternatively, the entire Board may review the proposals collectively and make their decision accordingly.

January 24, 2014 Vendors are notified. Verbal notification, preceded with a written and binding Award Letter.

January 27, 2014 Contract term begins

http://www.summerfieldsubhoa.org/



http://www.summerfieldsubhoa.org/


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SECTION III: BACKGROUND INFORMATION

Summerfield Subdivision HOA is soliciting proposals for Lawn Care and Maintenance Services for the common areas listed below. The subdivision is comprised of 204 homes and twenty-two (22) defined common areas. The pressurized irrigation system is comprised of two irrigation pumps and one well pump (used as needed in the event of low irrigation water pressure).

The HOA Board is currently using contract lawn care services provided by Pro-Vision Landscape. The contract resulting from this RFP will be for the twenty-two (22) common areas listed below.

Common Areas – Location and Estimated Size

Location Address Estimated Size (acre)

Outside Perimeter E Ustick Rd from just west of Leslie Way to Locust Grove Rd. Note: This area is affected by the ACHD project to widen Ustick Rd – the estimated size has been modified to reflect the projected reduction of acreage.

.782

.632

Outside Perimeter N Locust Grove Rd south from Ustick to the end of the fence line .315

Inside Perimeter N Summerbrook Place .02

Inside Perimeter E Summerplace Ct .378

Inside Perimeter N Summerfield Way .099

Inside Perimeter E Summerfalls Drive (Park Area) .594

Inside Perimeter E Summerheights Drive .059

Inside Perimeter N Summerside Way .069

Inside Perimeter E Summercove Court .029

Inside Perimeter E Summercove Drive .029

Inside Perimeter E Summerridge Drive .058

Inside Perimeter N Summercrest Way .041

Inside Perimeter E Summerdawn Drive .437

Estimated Total Acres 2.91

2.76


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SECTION IV: TERMS, CONDITIONS AND FINANCIAL PROVISIONS

CONTRACTOR QUALIFICATIONS: The successful Contractor must be properly licensed to do business within the state of Idaho. The successful Contractor shall have been in the Lawn Care and Maintenance business for a minimum of three (3) years. The Contractor shall have a person available during normal business working hours to address any problems or complaints.

PRICING: The Contractor warrants that the pricing stated herein shall remain firm for a period of one (1) year from the first day of the contract period. Pricing shall include all charges that may be imposed in fulfilling the terms of the contract.

HOURS: Hours of lawn care and maintenance services shall be performed from 8:00 A.M. until 5:00 P.M. Monday through Friday, unless otherwise pre-approved by the HOA Board. Contractor will establish designated day(s) of the week that services and maintenance will be performed to minimize impact to watering times for the common areas.

CONTRACT AGREEMENT: All subsequent contract agreements as a result of an award hereunder, shall incorporate all terms, conditions, and specifications contained herein, and in response hereto, unless mutually amended in writing.

GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of Idaho.

TERMS OF CONTRACT: The initial contract term will be from January 27, 2014 through January 31, 2015. The contract will be renewable (same pricing and scope) on an annual basis for up to two (2) additional fiscal years.

CHANGES: The HOA Board shall have the right, at any time, to alter the specifications to meet increased or decreased needs. If any such changes cause an increase or decrease in the cost or the time required for the performance, or otherwise affects any other provision of this agreement, an equitable adjustment shall be made and this agreement shall be modified in writing accordingly.

TERMINATION FOR CAUSE: The Summerfield Homeowners Association reserves the right to terminate this contract at anytime for cause. The violation of any provision or condition contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient grounds to terminate this contract for cause. Should the HOA Board elect to terminate this contract for cause, the HOA Board will notify the Contractor 30 days prior to the termination date and shall specify the cause for termination as well as the date the termination shall be effective. This termination notice will be issued via a written letter sent by certified U.S. mail. Immediate dismissals may be executed if deemed necessary by the HOA Board.

TERMINATION WITHOUT CAUSE: The HOA Board and the Contractor may terminate this contract without cause. Written notice of termination must be sent via certified U.S. mail no later than thirty (30) days prior to the termination date.

SIGNED PROPOSAL CONSIDERED AN OFFER: Receipt of a signed proposal shall be considered an offer on the part of the Contractor. The terms, conditions and specifications of this proposal will become part of the contract, if the proposal shall be deemed approved and accepted by the Summerfield Homeowners Association Board. In the event of a default on the part of the Contractor after acceptance, the HOA Board may take such action as it deems appropriate including legal action for damages or specific performance.

SUBCONTRACTING: The Contractor shall not have the right or power to assign, subcontract, or transfer interest in this contract. The Contractor is prohibited from subcontracting any services covered in the scope of work.

AVAILABILITY OF FUNDS: Any and all payments to the Contractor shall be deemed binding only to the extent of appropriated funds for the purpose set forth in this proposal.

PAYMENT TERMS: Summerfield HOA [or its designated Property Manager] is responsible for all payments to the Contractor under this contract. Payment terms are NET 30 days following receipt of correct invoice. Invoices must be submitted to (subject to change):

Complete Property Management Attn: Summerfield Property Manager 1715 W Bannock Boise, Idaho 83702

NON-DISCRIMINATION: The Contractor shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin or disability.


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ADVERTISING: In submitting a proposal to the Summerfield Subdivision HOA Board, the Contractor agrees not to use the results of their proposal as a part of any commercial advertising without prior approval of the HOA Board.

CONFIDENTIALITY OF PROPOSALS: In submitting a proposal the Contractor agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the Summerfield HOA Board until after the award of the contract. Contractors not in compliance with the provision may, at the option of the HOA Board, be disqualified from contract award. Only discussions authorized by the HOA Board are exempt from this provision.

COST FOR PROPOSAL PREPARATION: Any costs incurred by Contractors in preparing or submitting proposals are the Contractors’ sole responsibility. The Summerfield HOA Board will not reimburse any Contractor for any costs incurred prior to award of this contract.

COLLUSIVE BIDDING: The vendor’s signature on the Summerfield Homeowners Association Board’s “Request for Proposal (RFP)” is a guarantee that the prices quoted have been arrived at without collusion with other eligible Contractors and without effort to preclude the HOA Board from obtaining the lowest possible competitive price.

GENERAL INDEMNITY: The Contractor shall save and hold harmless, pay on behalf of, protect, defend, indemnify the Summerfield HOA Board and its designated Property Manager, assume entire responsibility and liability for losses, expenses, demands and claims in connection with or arising out of any injury, or alleged injury (including death) to any person, or damage, or alleged damage, to property of the Summerfield HOA or others sustained or alleged to have been sustained in connection with or to have arisen out of or resulting from the performance or the intended performance of any work/service, outlined or resulting from this agreement, by the Contractor or their employees, including losses, expenses or damages sustained by Summerfield HOA or Board members (including officers, agents et al.) from any and all such losses, expenses, damages, demands and claims. The Contractor further agrees to defend any suit or action brought against Summerfield HOA or Board members (as outlined above) based on any such alleged injury or damage and to pay all damages, cost and expenses in connection therewith or resulting there from. As an integral part of this agreement, the Contractor agrees to purchase and maintain, during the life of this contract, contractual liability insurance in the amounts required in the general liability insurance requirements. The obligations of the Contractor pursuant to this paragraph shall not be limited in any way by any limitation in the amount or type of proceeds, damages, compensation, or benefits payable under any policy of insurance or self-insurance maintained by or for the use and benefit of the Contractor.

CONFLICT OF INTEREST: All Contractors must disclose in writing with their proposal the name of any owner, officer, director, or agent who is also a member of the HOA Board or an employee of an HOA Board agent. All Contractors must also disclose in writing with their proposal the name of any employee of an HOA Board agent who owns, directly or indirectly, an interest of five percent (5%) or more in the Contractor’s firm or any of its branches or subsidiaries. By submitting a proposal, the Contractor certifies that there is no relationship between the Contactor and any person or entity which is or gives the appearance of a conflict of interest related to this RFP.

ERRORS AND OMISSIONS: The Contractor shall not take advantage of any errors or omissions in this RFP. The Contractor shall promptly notify the Summerfield HOA Board of any omissions or errors found in this document.

INSURANCE COVERAGE: During the term of the contract, the Contractor at their sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. At a minimum, the Contractor shall provide and maintain the following coverage and limits:

Worker’s Compensation - The Contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of Idaho, as well as employer’s liability coverage with minimum limits of $150,000.00, for bodily injury per accident. This insurance must include and cover all of the Contractor’s employees who are engaged in any work under this contract.

General Liability – The Contractor shall provide and maintain General Liability Coverage at a rate no less than $250,000 per occurrence for bodily injury, personal injury and property damage.

Automobile - Automobile Liability Insurance to include liability coverage, covering all owned, hired and non-owned vehicles used in connection with this contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.

INSURANCE REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of the Contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of Idaho. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in Idaho. The Contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing Idaho


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laws or this contract. The limits of coverage under each insurance policy maintained by the Contractor shall not be interpreted as limiting the Contractor’s liability and obligations under the contract.

OTHER INSURANCE PROVISIONS: The policy or policies are to contain, or be endorsed to contain, the following provisions:

A. Contractor’s insurance is to be considered primary for losses that occur as a direct result of the Contractor’s actions.

B. Coverage shall state that the Contractor’s insurance shall not be suspended, voided, canceled, reduced in coverage or in limits except after 30 days written notice.

The Contractor must include a copy of their insurance certificate with their proposal package. Upon award of this contract, the selected Contractor shall add Summerfield Homeowners Association as a Certificate Holder to their insurance policy.

TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of 90 days following the submittal date (refer to Proposal Schedule, page 4). Although the contract is expected to be awarded prior to that time, the 90-day period is requested to allow for unforeseen delays.

RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to this Request for Proposals, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the Contractors shall become the property of the Summerfield HOA Board when received.

PROPOSAL OPENING: After the proposal deadline (refer to Proposal Schedule, page 4) date and time, the package or emails containing the proposals from each responding Contractor will be opened by the HOA Board-appointed contract review team, led by the HOA Board’s Vice President. Interested parties will be informed of review status, if it is deemed the review process will extend beyond intended review end date (refer to Proposal Schedule, page 4).

EVALUATION CRITERIA: Summerfield HOA Board, at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive Contractor. The proposals will be evaluated on a “best overall value” basis including, but not limited to, completeness and content of the proposal, pricing, quality, the Contractor’s ability to follow the specifications, the Contractor’s ability to provide a team of skilled, trained employees, the Contractor’s experience with similar projects and the Contractor’s responses to “Mandatory Information”. In addition to these considerations, the evaluators may request additional information, oral presentations or discussions with any or all of the responding Contractors to clarify elements of their proposal or to amplify the materials presented in any part of the proposal. However, Contractors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the Contractor.

The HOA Board reserves the right to make independent investigations as to the qualifications of the Contractor. Such investigations may include contacting existing customers. Contractors should keep in mind that this is a Request for Proposal and not a request to contract. The HOA Board reserves the unqualified right to accept or reject any and all proposals, and to waive any irregularities as may be permitted by law when it is deemed that such action will be in the best interest of the Summerfield Homeowners Association.

Note: Only information which is received in response to this Request for Proposals will be evaluated. Reference to information previously submitted shall not be evaluated.

AWARD OF BID: The Summerfield HOA Board, at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive Contractor. Price will be a consideration but will not be the determining factor in our selection. The award of this contract will be based and granted on “BEST VALUE.” “BEST VALUE” will allow the HOA Board to consider factors beyond pricing such as whether the responsible Contractor is able to meet and/or exceed the required specifications. “BEST VALUE” will permit and reflect prudent stewardship of HOA non-profit funds and trust. Award of the contract to one Contractor does not mean that the other proposals lacked merit. Award of the contract signifies that after all factors have been considered, the selected proposal was deemed most advantageous to the Summerfield Homeowners Association.

NOTIFICATION OF AWARD: After all prerequisites and specifications have been met by the Contractor and the award for Lawn Care and Maintenance Services has been made, the successful Contractor will be notified within five (5) working days of this award. The HOA Board will notify the successful Contractor in writing, by a LETTER OF AWARD. VERBAL NOTIFICATION OF THE AWARD OF THIS CONTRACT IS NOT CONSIDERED A RELIABLE MODE OF NOTIFICATION AND, THEREFORE, WILL NOT

BE RECOGNIZED AS AN OFFICIAL NOTIFICATION.


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SECTION V: EMPLOYEE GUIDELINES AND SAFETY

EMPLOYEE GUIDELINES: The Contractor shall use only qualified personnel to provide the required services. The Contractor shall be responsible for ensuring that employees abide by all rules and regulations set forth for the work being performed.

AUTHORIZED PERSONNEL: While engaged in the performance of these Lawn Care and Maintenance Services, only authorized employees of the Contractor are allowed at the Summerfield Subdivision common area locations where the work is being performed. During the performance of these services, the Contractor employees are not to be accompanied in the work area by acquaintances, family members, associates or any other person(s) who are not a current, authorized employee(s) of the Contractor. Further, authorized personnel should wear uniforms or other Contractor identifiable apparel when working onsite at the Summerfield Subdivision common areas.

DRUG POLICY: The Contractor certifies that it maintains a drug free work place environment to ensure worker safety and workplace integrity. The Contractor further agrees their employees shall comply with the Contractor’s Drug-Free Workplace Policy.

SAFETY: The Contractor and any persons employed by the Contractor shall be required to wear the following safety items, while performing any part of the work listed under the title “Scope of Work”. These safety items are: closed-toed shoes or boots, gloves, hearing protection, and eye protection.

State and Federal Regulations: The Contractor shall perform all work in accordance with State and Federal safety regulations in regards to work zones, work areas, equipment, vehicles, tools and supplies. The Contractor shall provide all necessary and required work zone protective devices and traffic channeling devices as required under State and Federal safety regulations.

Public Safety: The Contractor shall protect the safety and convenience of the general public. The Contractor shall perform work as needed and necessary to protect the general public from hazards.


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SECTION VI: PROPOSAL REQUIREMENTS

1. All proposals must be submitted using the Proposal Form provided (see page 11). All blank spaces for bid prices must be completed in ink or typewritten – if pricing is not available use “N/A”. Mailed Bid Forms must be completed, signed, and dated by an official of the company authorized to bind the firm. Unsigned mailed proposals will not be considered. Emailed Bid Forms must be completed, e-signed via typed proxy signature – the email must come from the official of the company authorized to bind the firm, [meaning] the proposal must be emailed from the authorizing official’s email account.

2. Questions regarding this RFP must be submitted in writing via email directly to Allen Mair, Summerfield HOA Board VP, [email protected] or by postal mail to Allen Mair, Summerfield HOA Board VP, 3362 N. Summerfield Way, Meridian, Idaho 83646. See schedule on page 2 for due dates.

3. All common area locations must be bid together – no areas can be excluded

4. All questions in the “Mandatory Information” section must be fully addressed in your proposal.

5. The successful Contractor shall be responsible for having taken steps reasonably necessary to ascertain the nature and location of the work, and the general and local conditions, which can affect the work or the cost thereof. Accuracy of the Contractors proposal should be based on information provided during the Question and Answer period, site visitations and a careful review of the RFP specifications including any addenda. After proposals have been submitted, the Contractor shall not assert there was a misunderstanding concerning the quantity or nature of the work to be performed in an effort to alter their responsibility to successfully perform the work without additional expense to the HOA Board.

6. The Contractor to whom this project is awarded shall execute a written contract with the Summerfield Homeowners Association, or its designate Property Manager, to perform the work as outlined in these specifications and in accordance with all the conditions as described in this RFP.

7. Each Contractor and their employees are expected to be trained and experienced in Lawn Care and Maintenance Services and Materials on a medium to large scale. When submitting a proposal, the Contractor should include a statement of experience where Lawn Care and Maintenance Services and Materials have been performed in similar work situations and environments.

8. The HOA Board may make such investigations deemed necessary to determine the ability of the Contractor to perform the services outlined in these specifications. If requested, the Contractor shall provide the HOA Board with all such information and data for this purpose. The HOA Board reserves the right to reject any proposal if the evidence submitted by or derived from an investigation of such Contractor fails to satisfy the HOA Board that the Contractor is properly qualified to carry out the obligations of the contract and to complete the work specified in this RFP.

9. A conditional or qualified proposal will not be accepted.



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SECTION VII: SCOPE OF WORK

CONTRACTOR RESPONSIBILITIES: The chosen Contractor shall provide the management, supervision, and manpower necessary to provide the Lawn Care and Maintenance Services, as detailed in this proposal. All work shall be performed in a professional and workmanlike manner. The HOA Board designated Property Manager, shall be the Contract Administrator and the point of contact regarding services to be performed and submission of invoices.

MAINTENANCE PRODUCTS: Products and equipment used by the Contractor should be meet, or exceed, state and or Meridian City inspection guidelines for public safety. The HOA Board may request the Contractor to provide a Material Safety Data Sheet accordingly. The Board may request the Contractor to keep an inventory of replacement parts to minimize costs associated with individual trips to purchase parts.

SCOPE OF WORK SCHEDULE AND DESCRIPTION The successful Contractor shall be prepared to perform the following services, according to the work schedule outlined in the specifications below. Note: Temperatures and current climate may require services to be performed earlier or later than noted in the schedule below.

Schedule Description Notification or Pre-approval Req’d?

Annually March

Apply pre-emergent to turf and beds Notification

Annually March – April

Apply fertilizer to turf

Repair/replace sprinkler parts

Repair/replace line and or valve leaks

Ensure timers do not run after 5:00 P.M.

Ensure park is not watered Friday thru Sunday

Install flowering annuals at the two main entrances

Pre-Approval

Weekly March – September

Remove litter from turf prior to mowing

Mow turf and edge turf borders

Weed beds

Trim trees to provide standard clearance on walkways

Blow or sweep grass trimmings off concrete and paved areas

Do not blow or sweep trimmings onto homeowner property

N/A

As Needed March – October

Perform weed control (herbicides, etc.)

Treat for insect pests

Apply top dressing (and overseed as needed)



N/A

Notification

Pre-Approval

Pre-Approval

Pre-Approval

Bi-Weekly (every two weeks) September – November

Remove litter from turf prior to mowing

Mow turf and edge turf borders

Weed beds

Blow or sweep grass trimmings off concrete and paved areas

Do not blow or sweep trimmings onto homeowner property

N/A

Annually October

Apply [low nitrogen winterizer] fertilizer to turf

Perform sprinkler blows-outs, including one homeowner

Assess trees, shrubs, etc. for future replacement needs

Pre-Approval

Annually November

Trim shrubbery and bushes

Apply dormant oil to trees and woody shrubs

Remove leaves from turf and beds

N/A

Pre-Approval

Notification

Annual November – January

Install and remove holiday lights on five (5) 35’ trees* Notification

As Needed November – March

Perform snow removal on outside perimeter sidewalks Notification

* This service is optional


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Lawn Care and Maintenance Services and Materials RFP #13-001

PROPOSAL RESPONSE FORM

Part I Contractor Information

1. Company Owner

2. Company Location

3. Company Phone Office: Mobile: Fax:

4. Company Website

5. Company Email Address

6. Company Years in Business

7. Company Contact

8. Company Contact Email Address

9. Company Status – Fulltime or Part-time

10. Number of office staff

11. Office Hours Emergency After Hours Response? (Yes/No)

12. Number of field employees regularly employed

13. Frequency of site visits to evaluate turf, beds, and sprinkler operation

14. Crews for irrigation, mowing, etc.? Describe.

15. Provide qualifications/certifications

15. List at least four (4) references of HOA Boards or Property Management firms for which your company has provided lawn care and maintenance services within the past two (2) years.

HOA or Property Management Firm Contact Name and Title Contact Number


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Part II Mandatory Information

(Incomplete sections will void the Proposal) 1. List or detail information that would indicate the ability of your organization to satisfactorily fulfill the work as outlined in

this Request for Proposal using the HOA and or Property Management references listed in Part I. Example: Type of work performed, size of HOA property, etc.

2. Has a member of your management team personally inspected the proposed work site? Please include a copy of your complete plan for the performance of specified work.

3. How will your company supervise your employees during the performance of the work?

4. How will your company address emergent situations e.g. broken sprinkler head or pipe that is causing water damage? Include turnaround time and how after-hours service is staffed.


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Part III Cost Proposal

Please submit the total bid amount to perform Lawn Care and Maintenance Services per service provided as specified in this RFP. If you cannot or do not provide a certain service, you can use “N/A” to indicate accordingly. Include additional pricing on separate sheet as needed.

Service Schedule Service Description

Bid Amount

Cost per Week, Hour, Unit, etc.

and/or

Total Cost

Annually March

Apply pre-emergent to turf and beds (assume 3.0 acres)

Annually March – April

Apply fertilizer to turf (assume 2.5 acres)



Evaluate timers - cannot run after 5:00 P.M.

Evaluate schedule -park cannot be watered Fri thru Sun

Install flowering annuals at the two main entrances

Weekly March – September

Remove litter, mow, edge, weed, remove trimmings


As Needed March – October

Treat for insect pests

Perform weed control (herbicides, etc.)

Apply top dressing and overseed



Bi-Weekly October – November

Remove litter, mow, edge, weed, remove trimmings


Annually October

Apply [low nitrogen winterizer] fertilizer to turf

Perform sprinkler blows-outs, includes 1 homeowner

Assess trees, shrubs, etc. for future replacement needs

Annually November

Trim shrubbery and bushes

Apply dormant oil to trees and woody shrubs

Remove leaves from turf and beds

Annual November – January Install and remove holiday lights for five (5) 35’ trees*

As Needed November – March

Perform snow removal on outside perimeter sidewalks

Other:

Other:

Other:

Average

Monthly Invoice

Total Annual Cost

(Important: Do Not Include Unit Rate Items) Lump Sum Pre-Pay (include % used to calculate pre-pay amt)

$ $ $ %

*OPTIONAL SERVICES


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Part IV Acknowledge Receipt of Addenda (if any)

Each Contractor is responsible for determining that all addenda issued by the Summerfield HOA Board has been received before submitting a proposal.

Part V Submit Proposal

By submitting this proposal, the potential Contractor certifies the following:

1. This proposal is submitted by an authorized representative of the firm.

2. The Contractor can obtain insurance certificates as required within 10 calendar days after notice of award.

3. The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost.

4. All labor costs, direct and indirect, have been determined and included in the proposed cost.

5. The potential Contractor has read and understands the conditions set forth in this RFP and agrees to them with no exceptions. If exceptions exist, they must be listed on a separate sheet.

Therefore, in compliance with this Request for Proposal, and subject to all conditions herein, the undersigned offers and agrees, to perform the services in accordance with the specifications and conditions in this RFP at the prices quoted, if this proposal is accepted within 90 days from the date of the opening.

Federal Tax Identification No. (TIN/EIN)

By:

Signature

[If emailing proposal, by typing your signature in lieu of your actual signature you certify that you are authorized to submit

this proposal and acknowledge that your electronically provided signature is being accepted as an original signature. Email must come from the authorized signer’s email account]

Typed or Printed Name

Title Date

THIS PAGE MUST BE COMPLETED AND INCLUDED IN YOUR BID PROPOSAL.

Addenda Date Issued Date Contractor Received

“A”

“B”

“C”

Documents

Summerfield Subdivision Homeowners Association Board€¦ · Inside Perimeter E Summerfalls Drive (Park Area) .594 Inside Perimeter E Summerheights Drive .059 Inside Perimeter N Summerside