scope and specifications - covington, georgia

July 29, 2020

The City of Covington is accepting bids for Lawn, Landscape, & Ornamentals maintenance. Sealed bids must be received by the Purchasing Department, Attn: Scott Cromer in City Hall by Monday, August 24, 2020 at 10:00 am at which time the bids will be opened. There will be a mandatory pre-bid meeting on Tuesday, August 18, 2020 at 10:00 am at the City of Covington Council / Court room located at 2116 Stallings Street, Covington, Georgia 30015.

The City of Covington will consider the competency and responsibility of bidders in making the award. City of Covington reserves the right to reject any and all bids, to waive informalities and technicalities, to reject portions of the bids and to award contracts in a manner consistent with the City and laws governing the State of Georgia.

SCOPE AND SPECIFICATIONS

Vendors are invited to submit a bid for the Maintenance of Lawn, Landscape, & Ornamentals in exhibit "A" for the City of Covington.

A mandatory pre-bid meeting will be held at City Hall on Tuesday, August 18, 2020 at 10:00 am. Site locations in which the maintenance will include, will be viewed immediately following the pre-bid meeting. Bids are due to the City of Covington Purchasing Department attention Scott Cromer located at 2194 Emory Street NW, Covington, Georgia 30014 by 10:00 am on Monday, August 24, 2020. Late bids will not be accepted.

Please submit an original and one (1) copy to: City of Covington Purchasing Department

(Lawn, Landscape, & Ornamentals Maintenance Bid #2020-12) Attention Scott Cromer 2194 Emory Street NW Covington, Georgia 30014

This Invitation to Bid is for the Lawn, Landscape, & Ornamentals Maintenance Contract in exhibit A.

SPECIAL TERMS AND CONDITIONS

I. Contract Period:

Contract awarded as a result of bids submitted under this Sealed Bid shall extend from September 21, 2020 until September 21, 2023 with the option to extend for (1) one additional year if agreed upon both parties. Either party may terminate this contract with thirty (30) days' notice without cause and without further obligation except for payment due for services prior to date of such termination.

ll. Submission of Bids

Bids shall be enclosed in sealed envelopes, addressed to the City of Covington Purchasing Department with the name of the bidder, the date and hour of opening and marked "Lawn, Landscape, & Ornamentals Maintenance Bid #2020-12". Bids must be received in the Purchasing Department no later than the date and time (determined by the date/time stamp in the department) set forth in the Invitation to Bid. It is the sole responsibility of the bidder to ensure that his or her bid reaches the Purchasing Department. Any addenda should be enclosed in the sealed envelopes as well. The bids will be publicly opened and read at the time and place set forth in the Invitation to Bid.

Unsigned bids will not be considered except in cases where bid is enclosed with other documents, which have been signed. The City will determine this.

City of Covington is exempt from federal excise tax and Georgia sales tax with regards to goods and services purchased directly by City of Covington. Suppliers and contractors are responsible for federal excise tax and sales tax, including any taxes for materials incorporated in City construction projects. Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information. Tax Exemption Certificates will be furnished upon request.

Information submitted by a bidder in the bidding process shall be subject to disclosure after the public opening in accordance with the Georgia Open Records Act. Each page of proprietary information must be identified. Entire bid may not be deemed proprietary.

III. Requirements

Public Convenience and Safety The contractor shall at all times conduct the work to assure the least obstruction to vehicular as well as pedestrian traffic. The safety and convenience to the public is of the utmost importance along project limits and will be provided by the contractor. If at any time the contractor fails to comply with these provisions they will be notified of such noncompliance. If the contractor fails to immediately correct the noncompliance all work shall stop except for the correction to any items deemed inadequate.

Whenever possible the contractor shall park vehicles on side streets and not on major thoroughfares during performance of the work. The contractor's operation shall be restricted to daylight hours and shall be performed only when weather and visibility conditions allow safe, efficient operations.

IV. Award

Award will be made to the lowest responsive and responsible bidder. Conditional bids are not acceptable. The quality of articles to be supplied, their conformity with the specifications, their suitability to the requirements of the City, and the delivery terms will be taken into consideration in making the award. The City may make such investigations as it deems necessary to determine the ability of the bidder to perform, and the bidder shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract. The City reserves the right to reject or accept any or all bids and to waive technicalities, informalities, and minor irregularities in bids received. The Bidder does not have the exclusive right to fill all of the City's requirements for the goods or services awarded nor will the City be obligated to purchase the estimated annual quantity, or any quantity contained in the bid document.

The City reserves the right to make an award as deemed in its best interest, which may include awarding a bid to a single bidder or multiple bidders; or to award the whole bid, only part of the bid, or none of the bid to single or multiple bidders, based on its sole discretion of its best interest. In case of tie bid, the award will be made as follows:

1. The bid will be awarded to the in-City vendor. 2. The bid will be awarded to the in-State vendor. 3. The bid will be awarded to the vendor with the lesser total dollar volume.

The City reserves the right to award by line item to more than one vendor. If the City is unable to negotiate an acceptable price, it reserves the right to rebid the item(s) involved. If after the award of the bid there is a decrease in the price of a product from the manufacturer, or a rebate, the successful bidder will pass that price decrease and/or rebate onto the City. Time payment discounts will be considered in arriving at net prices and in award of bids. Offers of discount for payment within ten (10) days following the end of the month are preferred.

5000.03 - LOCAL VENDOR PREFERENCE

It shall be the policy of the City of Covington to give local vendors preference given that the quality, prior performance, availability of service, supplies and materials, delivery schedule and price are equal.

V. Joint Purchasing

The Newton County Shared Cost Initiative is an effort to lower the cost of goods and services purchased by public agencies in Newton County through use of shared resources and economies of scale. Accordingly, public agencies located in Newton County and participating in the shared cost initiative shall be allowed to purchase identical items and services at the same price and upon the same terms and conditions as established in this contract.

Participating agencies include the following: Newton County Board of Commissioners; Newton County Board of Education; Newton County Water and Sewerage Authority; the City of Covington; City of Oxford; City of Porterdale; Town of Mansfield; and Town of Newborn.

Request for Bid

CITY OF COVINGTON, GEORGIA 2194 EMORY STREET N.W.

COVINGTON, GEORGIA 30014

Lawn, Landscape, & Ornamentals

Maintenance 2020

#2020-12

August 2020

INTRODUCTION:

This is an Invitation to Bid to furnish all labor, material, and equipment for the Lawn & Ornamentals maintenance for the City of Covington. Instructions for preparation and submission of a bid are contained in this packet Bids must be typed or printed in ink. The City of Covington provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap or veteran status. This policy ensures all segments of the business community have access to supplying the goods and services needed by the City of Covington.

CONTACT FOR THIS REQUEST:

Brian Yoder, Assistant Public Works Director, Transportation and Facilities, 678-625-5985 or via email to [email protected] .

All questions regarding this bid will be answered at the mandatory pre-bid meeting.

BID COPIES FOR EVALUATION:

Two (2) hard copies will be required for review purposes.

CONTRACT TERM:

Starting September 21, 2020 until September 21, 2023 with the option to extend for (1) additional year if agreed upon both parties. Either party may terminate this contract with thirty (30) days' notice without cause and without further obligation except for payment due for services prior to date of such termination.

DUE DATE:

Sealed bids must be received by the City of Covington Purchasing Department, 2194 Emory Street NW, Covington, Georgia 30014 by 10:00 A.M., local time on Monday, August 24, 2020. Bids received after this time will not be accepted.

mailto:[email protected]

PRE-BID/BID MEETING:

There will be a mandatory pre-bid meeting held at City of Covington Council / Court room located at 2116 Stallings Street, Covington, Georgia 30015 at 10:00 A.M., local time on Tuesday, August 18, 2020. INSURANCE:

Contractor shall maintain the following insurance, (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence; and (b) commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 occurrence, and property damage with no limits of no less than $1,000,000 accident, (c) statutory worker's compensation insurance, including $1,000,000 employer's liability insurance. Contractor shall include in their bid, a certificate or policy of insurance evidencing Contractor's compliance with this paragraph with the City of Covington being listed at the certificate holder. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

PERMITS:

The successful bidder shall secure and pay for all licenses, permits, assessments, charges, or fees required in connection with the proposed contract work.

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

Vendors submitting a Qualification package in response to this RFP must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the RFP package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

A. The form must be signed by an authorized officer of the contractor or their authorized agent.

B. The form must be notarized.

C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the City and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits.

GENERAL INFORMATION:

RECEIPT OF BID: No bids received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to City of Covington for the premature opening of a bid not properly addressed and identified.

WITHDRAWAL OF BID: A bidder may withdraw their bid before the bid due date, without prejudice to the bidder, by submitting a written request of withdrawal to the City of Covington Purchasing Department. All submitted bids must remain valid for sixty (60) days after bid opening.

REJECTION OF BID: City of Covington may reject any and all bids and must reject a bid of any party who has been delinquent or unfaithful in any formal contract with the City of Covington. Also, the right is reserved to waive any irregularities or informalities in any bid in the proposing procedure. The City of Covington shall be the sole judge as to which bid is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various bidders.

STATEMENT OF EXPERIENCE AND QUALIFICATIONS: The bidder may be required, upon request, to prove to the satisfaction of the City of Covington that he/she has the skill, experience, necessary facilities and ample financial resources to perform the contract(s) in a satisfactory manner and within the required

time. If the available evidence of competency of any bidder is not satisfactory, the bid of such bidder may be rejected. The successful bidder is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded.

NON-COLLUSION AFFIDAVIT: By submitting a bid, the bidder represents and warrants that such bid is genuine and not sham or collusive or made in the interest or in behalf of any person not therein

named, that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from proposing and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder.

DOCUMENTS DEEMED PART OF THE CONTRACT: The notice, invitation to bidders, general conditions, and instructions for bidders, special conditions, specifications, bid, and addenda, if any, will be deemed part of the contract.

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

ERRORS AND OMISSIONS: The vendor shall not take advantage of any errors or omissions in this Bid Request and shall promptly notify the City of Covington of any omissions or errors found in this document.

BID SPECIFICATIONS:

The specifications are as follows and on the attached pages:

A. General:

1. The contractor's personnel shall have the qualifications, knowledge, and experience to properly and reliably perform the Services described herein.

2. The contractor shall always provide sufficient qualified personnel to perform the Services required in a timely, accurate, and professional manner.

3. The contractor shall perform all work in coordination with the City's schedule and/or other contractors engaged by the City. This may include the ability to respond to a project request within a 48-hour notice after notification by the City of Covington.

4. Contractor shall take necessary precautions to protect any adjacent facilities and/or environment during the course of any maintenance or installation. 5. The Contractor shall examine the sites listed within each division of the contract carefully before submitting a bid and shall investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and all materials and quantities needed for the successful bidding and completion of this project. 6. The Bidder shall be responsible for performing with his own organization at least eighty percent (80%) of the Work in this contract. The Bidder shall not subcontract, transfer, assign, or otherwise dispose of the contractor any portion thereof, without the written consent of the City. 7. Bidders shall identify any subcontractors and include an explanation of the service or product that they may provide.

B. QUALIFICATIONS OF OFFERORS:

1. Contractor is required to submit a copy of their current Georgia Business License with this bid.

2. Contractor is required to complete the "Contractor's Qualification Statement and Questionnaire" included with this bid.

a. Questionnaire shall be used to determine if the contractor is minimally qualified to perform the work shown on the construction documents.

b. If questionnaire is not included, contractor may (at the city's sole discretion) be disqualified from this bid.

c. Contractor shall include 3 references for projects completed within the last 5 years of a similar scale and nature to the scope included in this bid.

Bid Form City of Covington

Lawn, Landscape, and Ornamental Maintenance 2020

Location Bid Price Division 1

A. Covington City Hall -2194 Emory Street NW, Covington, GA 30014

B. Covington Welcome Center - 1143 Oak Street, Covington, GA 30014

C. Water Reclamation Plant — 10192 Covington By-Pass, Covington, GA 30014

D. Land Application — 11085 Flat Shoals Road, Covington, GA 30014

E. Covington Municipal Airport Terminal – 14100 GA-142, Covington, GA 30014

F. Old Airport Terminal – 15200 Airport Rd, Oxford, GA 30054

G. Covington Police Department - 13183 Harland Drive, Covington, GA 30014

H. Transfer Station – 5144 Turner Street NE, Covington, GA 30014

I. Covington Square Park J. Employee Park

Division 2 K. Southview Cemetery – 1 Southview Drive, Covington, GA

30014

L. Westview Cemetery – 4300 Carroll Street Southwest, Covington, GA 30014

Division 3 M. Bob Williams Parkway medians N. Pace Street Right-of-Way and medians O. Roundabout - Turner Lake Road and Clark Street

Division 4 P. I-20 Exits 90, 92, and 93 ramps

Q. I-20 Exit 90 at Turner Lake Rd./ Hwy. 278

R. I-20 Exit 92 at Alcovy Road

S. Hwy 278 grass median at Ginn Chrysler

Division 5

T. Covington City Hall -2194 Emory Street NW, Covington, GA 30014

U. Covington Welcome Center - 1143 Oak Street, Covington, GA 30014

V. Covington Square Park

W. Roundabout - Turner Lake Road and Clark Street

TOTAL BID

$

City of Covington Lawn, Landscape, & Ornamentals Maintenance

Addenda Acknowledgements (if applicable)

Each vendor is responsible for determining that all addenda issued by the City of Covington have been received before submitting a Bid. Any addendums will be posted on the City of Covington website at https://www.cityofcovington.org/index.php?section=business-opportunities.

Addenda Date Vendor

Received / Reviewed Initials "1"

"2"

"3"

"4"

"5"

"6"

"7"

"8"

"9"

"10" Vendor Information:

Vendor Name

Address

Telephone

E-Mail

Representative (print name)

Signature of Representative

Date Submitted

https://www.cityofcovington.org/index.php?section=business-opportunities

Exhibit "A" Lawn, Landscape, and Ornamentals Maintenance Contract

This contract is an agreement between __________________, hereinafter referred to as the contractor, and The City of Covington, hereinafter referred to as the client. The contractor and client hereby promise and agree to the following: The contractor agrees to provide the services detailed in the following specifications. The client agrees to pay the charges specified herein.

Division 1: Facilities

Property Description









I. Covington Square Park

J. Employee Park

Part I Lawn Maintenance

A. Mowing, Edging and Trimming: All turf areas shall be mowed as needed no lower than three inches or taller than five inches. (Up to 52 times per year and a minimum of once a week during the peak growing season May - September). All litter should be picked up prior to mowing. Mower blades will be sharp at all times to provide a quality cut. Clippings may be left on the lawn as long as no readily visible clumps remain on the grass surface 36 hours after mowing. Otherwise, large clumps of clippings will be distributed by mechanical blowing or collected and removed by the contractor. Tree rings and plant beds and all buildings, sidewalks, fences, driveways, parking lots and other surface areas bordered by grass will be edged at least monthly. All edging will be done with mechanical edgers, chemical edging is unacceptable. Contractor will clean all clippings from sidewalks, curbs, and roadway immediately after mowing and/or edging. Clippings will not be swept, blown, or otherwise disposed of in sewer drains.

B. Fertilization: All turf areas shall be fertilized once per quarter. Pre- and post-emergent herbicides will be applied in fall and spring, respectively. Fertilizer will be swept off of walks and drives onto lawns or beds.

C. Pest Control: The contractor will inspect lawn areas each visit for indications of pest problems and advise the client or representative of such problems. Fire ant control shall be applied quarterly. All spraying of pesticides and fertilizer applications will be performed when temperatures are below 90 F and wind drift negligible.

D. Leaf Removal: Leaves will be removed from lawn areas as needed.

Part II Landscape Plant Maintenance

A. Pruning: Shrubs will be pruned with hand shears as needed to provide an informal shape, fullness, and bloom. Trees will be pruned as needed. All trimmings will be removed by the contractor.

B. Fertilization: Ornamental shrubs, trees and ground covers shall be fertilized four (4) times per year. Applications shall be made during the months of February, April, June and October. Established shrubs and trees in lawn areas exposed to lawn fertilizations will not be fertilized supplementally.

C. Weed Removal: Weeds in beds or mulched areas will usually be removed mechanically or by hand. Herbicides may be employed for heavy weed infestations.

D. Pest Control: Contractor shall practice Integrated Pest management to control insects on and around perennials, ground covers, shrubs, vines, and trees. This will include frequent monitoring and spot treatment, as necessary. All spraying will be performed when temperatures are below 90 F and when wind drift is negligible.

Division 2: Cemeteries


K. Southview Cemetery – 1 Southview Drive, Covington, GA 30014



A. Mowing, Edging and Trimming: All turf areas shall be mowed as needed throughout the year to maintain height by turf species: Warm season turf 1.5 to 2.5 inches, Cool season turf 3 to 4 inches, Utility turf will be maintained at the optimal aesthetic height, no more than 1/3 of the leaf blade will be removed with each frequency. Warm season turf will be scalped in late winter to remove previous season growth. All litter should be picked up prior to mowing. Mower blades will be sharp at all times to provide a quality cut. Excessive grass clippings within turf or beds will be removed or distributed evenly after each mowing. Tree rings and plant beds and all buildings, sidewalks, fences, driveways, parking lots and other surface areas bordered by grass will be edged as needed to maintain neat appearance or at least monthly. All edging will

be done with mechanical edgers, chemical edging is unacceptable. Contractor will clean all clippings from sidewalks, curbs, and roadway immediately after mowing and/or edging. Clippings will not be swept, blown, or otherwise disposed of in sewer drains.

B. Site clean-up: General site clean-up each visit includes policing of all maintained areas for the removal of paper, cans, bottles, sticks, leaves, and other debris. A complete blowing, by mechanical means, of the entire roadways, curbs, gutters, drains, and sidewalk areas. Parking lot areas will be kept clean of organic material within fifteen feet (15') of curbs and planted areas.

C. Weed Control: Pre- and post-emergent herbicides will be applied in fall and spring, respectively.

D. Pest Control: The contractor will inspect lawn areas each visit for indications of pest problems and advise the client or representative of such problems.

Fire ant control shall be applied as necessary to control populations. All spraying of pesticides and fertilizer applications will be performed when temperatures are below 90 F and wind drift negligible.

E. Leaf Removal: Weekly dispersal of leaves from focal areas, formal areas, and turf areas to prevent heavy build-up and damage to plant material. Leaves will be collected and removed from lawn areas as needed to maintain appearance.


A. Pruning: Shrubs will be pruned with hand shears as needed to provide an informal shape, fullness, and bloom. Groundcovers shall be maintained within their respective borders and kept neat at all times. Trees will be pruned as needed to remove unwanted sprouting and dead, dying, damaged, or diseased branches. All trimmings will be removed by the contractor.

B. Weed Removal: Herbicides may be employed for heavy infestation of weeds in beds, mulched areas, or paved areas. Weeds may also be removed mechanically or by hand as needed.

C. Pest Control: Contractor shall practice Integrated Pest management to control insects on and around perennials, ground covers, shrubs, vines, and trees. This will include frequent monitoring and spot treatment, as necessary. All spraying will be performed when temperatures are below 90 F and when wind drift is negligible.

Division 3: Roadways


M. Bob Williams Parkway medians

N. Pace Street Right-of-Way and medians

O. Roundabout - Turner Lake Road and Clark Street


F. Mowing, Edging and Trimming: All turf areas shall be mowed as needed throughout the year to maintain height by turf species: Warm season turf 1.5 to 2.5 inches, Cool season turf 3 to 4 inches, Utility turf will be maintained at the optimal aesthetic height, no more than 1/3 of the leaf blade will be removed with each frequency. Warm season turf will be scalped in late winter to remove previous season growth. All litter should be picked up prior to mowing. Mower blades will be sharp at all times to provide a quality cut. Excessive grass clippings within turf or beds will be removed or distributed evenly after each mowing. Tree rings and plant beds and all buildings, sidewalks, fences, driveways, parking lots and other surface areas bordered by grass will be edged as needed to maintain neat appearance or at least monthly. All edging will be done with mechanical edgers, chemical edging is unacceptable. Contractor will clean all clippings from sidewalks, curbs, and roadway immediately after mowing and/or edging. Clippings will not be swept, blown, or otherwise disposed of in sewer drains.

G. Site clean-up: General site clean-up each visit includes policing of all maintained areas for the removal of paper, cans, bottles, sticks, leaves, and other debris. A complete blowing, by mechanical means, of the entire roadways, curbs, gutters, drains, and sidewalk areas. Parking lot areas will be kept clean of organic material within fifteen feet (15') of curbs and planted areas.

H. Fertilization: All turf areas shall be fertilized once per quarter. Pre- and post-emergent herbicides will be applied in fall and spring, respectively. Fertilizer will be swept off of walks and drives onto lawns or beds.

I. Pest Control: The contractor will inspect lawn areas each visit for indications of pest problems and advise the client or representative of such problems. Fire ant control shall be applied quarterly. All spraying of pesticides and fertilizer applications will be performed when temperatures are below 90 F and wind drift negligible.

J. Leaf Removal: Leaves will be removed from lawn areas as needed.


D. Pruning: Shrubs will be pruned with hand shears as needed to provide an informal shape, fullness, and bloom. Trees will be pruned as needed. All trimmings will be removed by the contractor.

E. Fertilization: Ornamental shrubs, trees and ground covers shall be fertilized four (4) times per year. Applications shall be made during the months of February, April, June, and October. Established shrubs and trees in lawn areas exposed to lawn fertilizations will not be fertilized supplementally.

F. Weed Removal: Weeds in beds or mulched areas will usually be removed mechanically or by hand. Herbicides may be employed for heavy weed infestations.

G. Pest Control: Contractor shall practice Integrated Pest management to control insects on and around perennials, ground covers, shrubs, vines, and trees. This will include frequent monitoring and spot treatment, as necessary. All spraying will be performed when temperatures are below 90 F and when wind drift is negligible.

Division 4: GDOT Right-of-Ways


P. I-20 Exits 90, 92, and 93 ramps





K. Mowing, Edging and Trimming: All turf areas shall be mowed as needed no lower than three inches or taller than five inches. (Up to 52 times per year and a minimum of once a week during the peak growing season May - September). All litter should be picked up prior to mowing. Mower blades will be sharp at all times to provide a quality cut. Clippings may be left on the lawn as long as no readily visible clumps remain on the grass surface 36 hours after mowing. Otherwise, large clumps of clippings will be distributed by mechanical blowing or collected and removed by the contractor. Tree rings and plant beds and all buildings, sidewalks, fences, driveways, parking lots and other surface areas bordered by grass will be edged at least monthly. All edging will be done with mechanical edgers, chemical edging is unacceptable. Contractor will clean all clippings from sidewalks, curbs, and roadway immediately after mowing and/or edging. Clippings will not be swept, blown, or otherwise disposed of in sewer drains. Weeds on concrete median of Alcovy Road can be chemically treated.

L. Site clean-up: General site clean-up each visit includes policing of all maintained areas for the removal of paper, cans, bottles, sticks, leaves, and other debris.

M. Fertilization: All turf areas shall be fertilized once per quarter. Pre- and post-emergent herbicides will be applied in fall and spring, respectively. Fertilizer will be swept off of walks and drives onto lawns or beds.

N. Pest Control: The contractor will inspect lawn areas each visit for indications of pest problems and advise the client or representative of such problems. Fire ant control shall be applied quarterly. All spraying of pesticides and fertilizer applications will be performed when temperatures are below 90 F and wind drift negligible.

O. Leaf Removal: Leaves will be removed from lawn areas as needed.


H. Pruning: Shrubs will be pruned with hand shears as needed to provide an informal shape, fullness, and bloom. Trees will be pruned as needed. All trimmings will be removed by the contractor.

I. Fertilization: Ornamental shrubs, trees and ground covers shall be fertilized four (4) times per year. Applications shall be made during the months of February, April, June, and October. Established shrubs and trees in lawn areas exposed to lawn fertilizations will not be fertilized supplementally.

J. Weed Removal: Weeds in beds or mulched areas will usually be removed mechanically or by hand. Herbicides may be employed for heavy weed infestations.

K. Pest Control: Contractor shall practice Integrated Pest management to control insects on and around perennials, ground covers, shrubs, vines, and trees. This will include frequent monitoring and spot treatment, as necessary. All spraying will be performed when temperatures are below 90 F and when wind drift is negligible.

Division 5: Annual Flowers


T. Covington City Hall -2194 Emory Street NW, Covington, GA 30014

U. Covington Welcome Center - 1143 Oak Street, Covington, GA 30014

V. Covington Square Park

W. Roundabout - Turner Lake Road and Clark Street

Part I Annual Flowers

P. This section includes two plantings of annual flowers per year at each of the listed facilities.

Q. Flowers should be planted at each facility once in Spring and once in Fall.

R. Fertilization: All areas shall be fertilized once per planting. Pre- and post-emergent herbicides will be applied in fall and spring, respectively. Fertilizer will be swept off of walks and drives onto lawns or beds.

S. Weed Removal: Weeds will be removed from planted areas as needed. Weeds in beds or mulched areas will usually be removed mechanically or by hand.

Optional Services

Any additional work shall be billed at a rate of $____________ per man hour plus the cost of materials. (Replacement of trees or shrubs, refreshing mulch in beds etc.)

Insurance Requirements

Contractor shall maintain the following insurance, (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence; and (b) commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence, and property damage with no limits of no less than $1,000,000 per accident, (c) statutory worker's compensation insurance, including $1,000,000 employer's liability insurance. The contractor is also responsible for obtaining any licenses and/or permits required by law for activities on client's property.

Terms

This agreement shall commence on September 21, 2020 and shall expire on September 21, 2023 with the option to extend for (1) additional year if agreed upon both parties. Either party may terminate this contract with thirty (30) days' notice without cause and without further obligation except for payment due for services prior to date of such termination.

The client agrees to pay the contractor $__________________ per month for the services listed. Any additional or unscheduled services agreed on by the client and contractor should be billed separately.

I HAVE READ FULLY THE ABOVE TERMS AND CONDITIONS AND AGREE TO BE BOUND BY THEM.

________________________________ ______________________________________

Client Representative Contractor

Date _______________ Date ______________

PROPOSAL SIGNATURE FORM

The undersigned, as proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and services as requested at the price proposed in Exhibit "A", Lawn, Landscape, & Ornamentals Maintenance Contract.

Firm Name:

Date:

Address:

Telephone:

Name (Print)

Signature:

(Person executing response & official capacity)

Exhibit B Location Maps

The location maps are not, nor are they intended to be, an accurate depiction of the limits of the project sites. Maps are included solely as information to assist the Bidder in locating the various project sites.



I. Covington Square Park

J. Employee Park

K. Southview Cemetery – 1 Southview Drive, Covington, GA 30014


M. Bob Williams Parkway medians

N. Pace Street Right-of-Way and medians

O. Roundabout - Turner Lake Road and Clark Street

P. I-20 Exits 90 and 93

Affidavit Verifying Status for City Public Benefit Application

By executing this affidavit under oath, as an applicant for the award of a contract with the City of Covington, Georgia, I ___________________________ [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity] am stating the following as required by O.C.G.A. Section 50-36-1:

_______I am a United States citizen

OR

_______I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant: Date

SUBSCRIBED AND SWORN Printed Name: BEFORE ME ON THIS THE

DAY OF 20

Alien Registration number for non-citizens

Notary Public My commission Expires:

*Note: O.C.G.A. 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their registration number. Because legal permanent residents are included in the federal definition of "alien", legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below.

CITY OF COVINGTON

NON-COLLUSION AFFIDAVIT OF CONTRACTOR

State of

County of

, being first duly sworn, deposes and says that: (1) He is (owner, partner officer, representative, or agent) of _____________________, the Vendor that has submitted the attached RFB; (2) He is fully informed respecting the preparation and contents of the attached RFB and

of all pertinent circumstances respecting such RFB;

(3) Such RFB is genuine and is not a collusive or sham RFB; (4) Neither the said Vendor nor any of its officers, partners, owners, agents,

representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham RFB in connection with the Contract for which the attached RFB has been submitted or refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Vendor, firm or person to fix the price or prices in the attached RFB or of any other Vendor, or to fix any overhead, profit or cost element of the proposing price or the proposing price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Covington or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached RFB are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Vendor or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed) (Title) Subscribed and Sworn to before me this ______________ day of ____________, 20__ Name _____________________________________ Title ______________________________________ Notary Public: My Commission expires (Date)

CITY OF COVINGTON

NON-COLLUSION AFFIDAVIT OF SUB-CONTRACTOR (If applicable)

State of

County of being first duly sworn, deposes and says that:

(1) He is (owner, partner officer, representative, or agent) of , the Vendor that has submitted the attached RFB; (2) He is fully informed respecting the preparation and contents of the attached RFB and

of all pertinent circumstances respecting such RFB;

(3) Such RFB is genuine and is not a collusive or sham RFB; (4) Neither the said sub-contractor nor any of its officers, partners, owners, agents,

representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham RFB in connection with the Contract for which the attached RFB has been submitted or refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Vendor, firm or person to fix the price or prices in the attached RFB or of any other Vendor, or to fix any overhead, profit or cost element of the proposing price or the proposing price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Covington or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached RFB are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Vendor or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed) (Title) Subscribed and Sworn to before me this ______________ day of ____________, 20__ Name _____________________________________ Title ______________________________________ Notary Public: My Commission expires (Date)

Contractor Affidavit under O.C.G.A. S 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A §13-10-91 , stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of The CITY OF COVINGTON has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-91 . Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. §13-10-91 (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on __________, ______, 20___ in _______________ (city), __________________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE_____DAY OF ______________, 20____.

NOTARY PUBLIC My Commission Expires: ___________________________________

Sub-subcontractor Affidavit under O.C.G.A. §13-10-91(b)(4)

By executing this affidavit, the undersigned sub-contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services under a contract for _______________________________________________________________and __________________________________ on behalf of the CITY OF COVINGTON has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. S 13-10-91. Furthermore, the undersigned sub-contractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91 (b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to ________________________________. Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to

. Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Sub-subcontractor

Name of Project

Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ___________________ , ______ 20__ in __________________(city), ____________________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE____DAY OF _______________, 20__. _______________________________

NOTARY PUBLIC My Commission Expires: ________________________________

CONTRACTOR'S QUALIFICATION STATEMENT AND QUESTIONNAIRE

NAME OF PROPOSED CONTRACTOR:

INSTRUCTIONS A. For the purposes of this Questionnaire, "Contractor" refers to the company presenting a proposal for the purposes and scope of work outlined in the bid documents where said company would be hired as a contractor of the City for goods, services, and/or labor whether in the form of contracting, consulting, or vendor services. B. All questions are to be answered in full. If copies of other documents will answer the question completely, they may be attached and clearly labeled. If additional space is needed, additional pages may be attached and clearly labeled. C. The owner, City of Covington, Georgia, its agents and representatives, shall be entitled to contact each and every reference listed in response to this questionnaire, and each entity referenced in any response to any question in this questionnaire. By completing this questionnaire, the contractor expressly agrees that any information concerning the contractor in possession of said entities and references may be made available to the owner. D. Only complete and accurate information shall be provided by the contractor. The contractor hereby warrants that, to the best of its knowledge and belief, the responses contained herein are true, accurate, and complete. The contractor also acknowledges that the owner is relying on the truth and accuracy of the responses contained herein. If it is later discovered that any material information given in response to a question was provided by the contractor, knowing it was false, it shall constitute grounds for immediate termination or rescission by the owner of any subsequent agreement between the owner and the contractor. The owner shall also have and retain any other remedies provided by law. E. This form, its completion by the contractor, and its use by the contractor, and its use by the owner, shall not give rise to any liability on the part of the owner to the contractor or any third party or person. GENERAL BACKGROUND

A. Current address of contractor: ______________________________________________

B. Previous Name or address of contractor: ______________________________________

C. Current president or CEO & years in position: _____________________________________

D. Number of permanent employees: ______________________________________________

E. Name & address of affiliated companies: _________________________________________

COMPANY EXPERIENCE - SIMILAR PROJECTS

A. List three projects and/or references of reasonably similar nature, scope, and duration to that requested in the bid documents that your company has performed in the last five years, specifying, where possible, the name and last known address of each owner of those projects:

Reference/Project #1: Name and Address: ______________________________ ____________________________ ____________________________ Date of Project: _______________________________

Type of Project: _______________________________

Cost of Project: _______________________________

Client contact info: _______________________________ __________________________________ __________________________________ Other contact info: ________________________________ ___________________________________ ___________________________________ Reference/Project #2: Name and Address: ______________________________ ____________________________ ____________________________ Date of Project: _______________________________

Type of Project: _______________________________

Cost of Project: _______________________________

Client contact info: _______________________________ __________________________________

__________________________________ Other contact info: ________________________________ ___________________________________ ___________________________________ Reference/Project #3: Name and Address: ______________________________ ____________________________ ____________________________ Date of Project: _______________________________

Type of Project: _______________________________

Cost of Project: _______________________________

Client contact info: _______________________________ __________________________________ __________________________________ Other contact info: ________________________________ ___________________________________ ___________________________________

ARBITRATIONS LITIGATIONS AND OTHER PROCEEDINGS Has your company been involved in any arbitration demands __________ filed by, or against, you in the last five years?

Has your company been involved in any lawsuits (other than __________ labor or personal injury litigation) filed by, or against, you in the last five years?

Has your company been involved in any lawsuits, __________ proceedings, or hearings initiated by the National Labor Relations Board or similar state agency in the past seven years?

Has your company been involved in any lawsuits, proceedings, or __________ hearings by the Occupational Safety and Health Administration concerning the project safety practices in the last seven years?

Has your company be involved in any lawsuits, proceedings, __________ or hearings by the Internal Revenue Service, or any state revenue department, concerning the tax liability (other than audits) in the last seven years?

Have any criminal proceedings or investigations been brought __________ against your company in the last ten years?

If you answered yes to any of the questions above, please identify the nature of the claim, the amount in dispute, the parties, and the ultimate resolution of the proceeding (attach documentation if needed): ________________________________________________________________________________________________________________________________________________________________________

COMMENTS Please list any additional information that you believe would assist the Owner in evaluating the possibility of using your company on this Project. You may attach such additional information as an Exhibit to this Statement and Questionnaire.

I certify to the Owner that the information and responses provided on this Questionnaire are true, accurate and complete. The Owner, or its designated representative, may contact any entity or reference listed in this Questionnaire. Each entity or reference may make any information concerning the Contractor available to the Owner, or its designated representative.

Contractor:

Signature Date

Sworn to and subscribed before me

This ______ day of ___________, 20__.

Signature

Notary Public

My Commission Expires: ______________________________

Document Checklist - Forms to be submitted with bid

(Please arrange documents when submitting proposal in this order)

Documents Required

______ Completed Bid Form

Exhibit "A" Lawn, Landscape, & Ornamentals Maintenance Contract and Proposal Signature Form

Copy of Georgia Business License

Insurance Certificate of Coverage (As required in bid documents)

City Benefit Affidavit

Affidavit of Non-Collusion (Contractor)

Affidavit of Non-Collusion (Sub-Contractor) if applicable

Immigration & Security Form (Contractor)

Immigration & Security Form (Sub-Contractor) if applicable

Contractors Qualification Statement & Questionnaire (4 pages)

Addenda Acknowledgement (If applicable)