Landscaping Services from qualified Landscaping Companies for mowing the grounds surrounding the nine (9) facilities comprising the Timberlane District. The Sco...

REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 1 of 22 REQUEST FOR PROPOSALS Lawncare Services FY 2025 – FY 2027 A. The Timberlane Regional School District will receive sealed Proposals for Landscaping Services from qualified Landscaping Companies for mowing the grounds surrounding the nine (9) facilities comprising the Timberlane District. The Scope of work is described in this RFP including satellite pictures of the areas to be maintained. B. The scope of work and specifications are attached hereto. C. The Contract will, in general, be awarded to the lowest qualified proposal. The School District reserves the right to accept or reject any or all proposals in part or whole, whether from responsible vendors or otherwise, even though the proposer may not submit the lowest proposal. The School District has sole discretion in determining the best interest of the district and to waive any informality deemed to be in the best interest of the

School District. Vendors shall be responsible for all expenses that they may incur in preparing their Proposals. D. Proposers shall carefully examine the specifications to obtain first-hand knowledge and verify requirements. E. A mandatory walk-through will be held on, Wednesday, April 3, 2024, at 1:00PM. Beginning at SAU 106, 30 Greenough Rd. Plaistow, NH and proceeding to Timberlane Regional High, Middle and Performing Arts Campus and Athletic Fields, proceeding to Pollard School, Atkinson Academy Sandown Central School, Sandown North Elementary and ending at Danville Elementary School. F. For more information, please contact Mr. Karl Ingoldsby, Director of Plant Operations, at (603) 944-3785 or karl.ingoldsby@timberlane.net. G. All work in the District must meet the requirements of all applicable town, local and state codes, laws, and ordinances, permits un addition to any technical societies referenced herein. Contractor shall obtain all required permits and provide copies to the District. H. All questions during the Bidding period should be directed to Karl Ingoldsby, Director of Plant Operations. Questions should be submitted by email and will be shared with all potential bidders. Email karl.ingoldsby@timberlane.net. Last opportunity to submit questions shall be Wednesday April 24, 2024, at 3:00 pm. mailto:karl.ingoldsby@timberlane.net REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 2 of 22 I. Proposal shall be submitted on the attached PROPOSAL SUBMISSION FORM. Faxed or electronically submitted bids will NOT be accepted. Submit proposals in a sealed envelope clearly marked: "PROPOSAL FOR LANDSCAPING – 2025 - 2027" Timberlane Regional School District Send to: Karl Ingoldsby Director Of Plant Operations SAU-106, Timberlane Regional School District 30 Greenough Road Plaistow, NH 03865 J. Closing Date: Tuesday, April 30, 2024, 1:00PM. Any proposal or offer received after this date and time will not be considered and shall be returned unopened to the proposer. K. Public Proposal Opening: Sealed proposals will be opened in public immediately following the closing in the SAU 106 Conference Room, 30 Greenough Rd, Plaistow, NH, 03865 L. The District’s decision with regard to the selection of the contractor shall be considered final. M. The District reserves to investigate the financial responsibility of any and all submitters to determine the ability of the firm and/or individual to assure services throughout the term of the contract and to provide insurance that will be required by the District. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 3 of 22 You are invited to submit a Proposal for the entire project based on the proposal summary enclosed with this invitation. Sealed proposals are due on Tuesday April 30, 2024, at 1:00 PM at the SAU 106 office Building at 30 Greenough Road, Plaistow NH where they will be publicly opened. A mandatory pre- Proposal meeting and walk through is scheduled for Wednesday April 3, 2024, at 1:00 PM (meet at SAU 106 Administrative Building). The site walk will be conducted by Karl Ingoldsby, who is the Director of Plant Operations for TRSD. Proposers will be required to demonstrate that the equipment they plan to use on the project meets or exceeds the requirements of the specifications. By submitting a proposal for this project, the proposer agrees that he has examined the site and the proposal documents and is satisfied with the conditions to be encountered in performing the work involved. All applicable Federal, State, County, and municipal laws will be enforced as they apply to the project. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 4 of 22 TIMBERLANE REGIONAL SCHOOL DISTRICT Facilities Department Conditions of Contract The work involved in this contract will be authorized by purchase order from Timberlane Regional School District, based on the Proposal schedule provided by the selected contractor and the amount of work that can be accomplished based on available funds. The contractor must file a certificate of insurance naming Timberlane Regional School District as additional insured. The certificate should note that in the case of any claim, the contractor's insurance carrier is the primary defendant. Payment will be made Monthly based upon invoice of previous months work completed as indicated on invoice and according to the payment schedule of the Timberlane Regional School District, within 30 days of invoice approval. Proposers must note that this Campus is a year-round facility. Traffic and emergency vehicles must have access to the facility at all times. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 5 of 22 ADDITIONAL INFORMATION General: A. It is the intention of this proposal to break out mowing for buildings and surrounding lawns and Mowing services for the Timberlane Regional Athletic Fields. B. Mowing shall be performed at the Timberlane Regional School District Administrative offices at 30 Greenough Rd. Plaistow, NH, Timberlane Regional High School, 36 Greenough Rd. Plaistow, NH, Timberlane Regional Performing Arts Center 40 Greenough Rd. Plaistow, NH, Pollard Elementary School, 120 Main St. Plaistow, NH, Atkinson Academy, 17 Academy Ave. Atkinson NH, Sandown North Elementary School, 23 Stagecoach Dr, Sandown NH, Sandown Central School, 295 Main St. Sandown NH and Danville Elementary School, 23 School St. Danville NH. C. All grass within the designated areas shall be cut and bagged, lawn waste shall be deposited in the designated area. Gras if kept up with at the Athletics complex may be left, however if there are too many clippings it may need to be bagged. D. Mowing around buildings will occur weekly from the start of the growing season in early spring until July 1st. After July 1st and extending through the end of the growing season, mowing shall be performed every other week. Mowing may need to occur more frequently depending on weather conditions and the time of year. E. Mowing athletic playing surfaces will occur twice weekly from the start of the growing season until the end of the growing season. Non-playing surfaces around the playing surfaces will be mowed at least 1 time per week. F. All fence lines will be trimmed 1 time weekly. G. All mowing at the Elementary Schools will be done before 8:00 A.M. on weekdays, after 3:30 P.M. on weekdays or at any time on weekends. H. All mowing at the Timberlane Regional Administrative Office will be done before 8:00 A.M. on weekdays, or at any time on weekends. I. All mowing at the Timberlane Regional Campus Schools will be done before 8:00 A.M. on weekdays, or at any time on weekends. J. All mowing of the athletic fields will be done prior to 2:00 P.M. on weekdays or on weekends. K. As special events occur on all the district’s grounds, we may ask to exclude or add certain days or times as needed. L. Contractor must be mindful of classes, including marching band, and physical education classes and must mow around their schedules and locations. M. Care must be taken to ensure proper height of playing surfaces for athletic events: a. Filed Hockey – 1.5” max b. Soccer – 2” max c. All other sports – 2.5” max d. Note: Playing height should be maintained year-round. N. Nets bust be moved and replaced in order to mow properly, care to be taken to make safe by ensuring anchors are reinstalled. O. Any areas of concern whether it be damage, disease, weed infiltration, must be reported to the Grounds Supervisor or Director of Plant Operations Immediately. P. Care must be taken to ensure equipment is clean and free from clippings from previous jobs to ensure weed seeds, disease, or contamination is not brought onto our campus. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 6 of 22 TIMBERLANE REGIONAL SCHOOL DISTRICT Facilities Group EXAMINATION A. Contractor must examine existing area. Measurements listed in these specifications are intended to give an approximation of the scope of the work. B. All final field measurements are the responsibility of the contractor. QUALIFICATION REQUIREMENTS • Contractor shall be a single firm specializing in landscaping, and lawn mowing. Portions of the work may be subbed out, but ultimate responsibility for workmanship falls on contractor. • A qualified landscaper with a minimum of 10 years of experience. • All employees must be properly trained and familiar with the work, products, and procedures. • Contractor must provide a list of at least 3 past client references relating to work of a similar project and scope. Reference list must include contact name, address, email address, and phone number. Contractor agrees to allow the SAU to contact any and all client references provided. BOND REQUIREMENTS Contractors must provide payment bond in accordance with New Hampshire RSA 447:16 Bond Required. “...shall if said contract involves an expenditure of $125,000, and may if it involves an expenditure of less amount, obtain as a condition precedent to the execution of the contract, sufficient security, by bond or otherwise, in an amount equal to at least 100 percent of the contract price, or of the estimated cost of the work... “ Failure to secure bonding, if required, will result in disqualification of Proposal. WORK SITE • All materials and equipment must be submitted by the Contractor and reviewed and approved by Owner prior to installation. • Furnish and install only the materials as specified herein, in strict accordance with and approval by the manufacturer. • The Contractor must examine the conditions under which work is to be performed and notify the Owner of unsatisfactory conditions. Do not proceed with the work until unsatisfactory conditions have been corrected in a manner acceptable to the Owner. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 7 of 22 • Weather conditions - Proceed with work only when weather conditions are in compliance with standards, and when conditions will permit the work to proceed in accordance with requirements and recommendations • Protect the grass areas from damage resulting from spillage, and dripping. Any areas of the grounds which have become stained or damaged in any way shall be repaired or replaced by the Contractor. The method of repair used must be acceptable to the Owner. • Contractor shall supply all tools and equipment necessary for the tasks at hand, use of school tools and equipment will not be permitted. • Cleanup: Remove trash and debris resulting from work at the end of each day's work. Contractor shall dispose of all waste materials off-site. • Non-prescription drugs, and alcoholic beverages are not permitted on the grounds. • The Timberlane Regional School District is a Smoke Free Campus. No tobacco or Vape use is permitted on school grounds. HEALTH AND SAFETY • The health and safety of all workers, SAU employees, and school children is paramount. The Contractor shall implement all practical means of preventing injury including the placement of signs, ropes, barricades or other warning devices to exclude people from the work zone. • If any unauthorized person enters the work area, the Contractor shall cease all operations which could result in injury/accident to the visitor and not restart until the area is cleared. SPECIAL CONDITIONS • The Contractor is responsible for obtaining all applicable permits and the associated fees. • At Owners request, the Contractor shall provide release-of-liens from all subcontractors with payment requests. • The awarded contract cannot be assigned or transferred to another company. • The Owner will inspect all work and have the authority to stop work to ensure the proper execution of the contract and • The Owner has the authority to reject any and all materials, and equipment, if such materials, or equipment, are not in accordance with the specifications • If at any time, the Owner determines that the Contractor's rate of performance is jeopardizing completion of the work within the Contract Time, the Contractor may be considered in default of the contract and the Owner may terminate the contract for convenience. The terminated Contractor shall be responsible for all additional costs (above contracted value) incurred as necessary to complete the contracted scope of work by others. • The contractor shall, and ensure that all subcontractors shall, perform criminal background checks for all persons that will be present on the jobsite at any time. If background checks reveal convictions of any crimes involving offense against children, notify the Owner immediately and do not allow the offender access to the jobsite. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 8 of 22 DELIVERY, STORAGE, AND PROTECTION • Products on site must be sealed and properly labeled, in manufacturer’s original containers, dry and undamaged. Do not use materials which have been opened prior to this project or damaged in any manner. • Products and other materials shall be delivered to site at such a time as required for proper coordination of the work. Timberlane Regional School District has minimal storage space and therefore, cannot make accommodations to store materials or equipment for an extended period of time. • The Contractor shall arrange material storage so as not to interfere with the Owner’s operations. • Deliver materials in manufacturer's unopened container or bundles, fully identified with brand, type, grade, class, and all other qualifying information. • The Contractor is responsible for coordinating and receiving all deliveries and shipments. • The Contractor shall hold the Owner harmless from any loss arising from lost, stolen or damaged materials stored at the job site. REMOVAL AND DISPOSAL OF MATERIALS • It is the responsibility of the Contractor to remove and dispose of all material according to federal, state and local policies. • Discarded materials must be removed from school site on a daily basis unless the Contractor provides an on-site dumpster. Dumpster should be emptied when it reaches capacity. It is the responsibility of the Contractor to have the dumpster removed from school property at the conclusion of the project. • Location of on-site dumpster may be permitted at the Owners discretion. • At the completion of the job, all unused material and rubbish shall be removed from the site. The space shall be clean, and all work areas shall be broom cleaned. INSURANCE • The Contractor shall purchase and maintain such insurance as will protect him from claims set forth below which may arise out of or result from the Contractor's operations under the Contract, whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. The Contractor shall submit a Certificate of Insurance showing the Contractor has the required coverage. • The contractor shall name the SAU 106 Timberlane Regional School District as an additional insured. • Claims under Workers' Compensation, disability benefit and other similar employee benefit acts. • Claims for damages because of bodily injury, occupational sickness or disease, or death of his employees, and claims insured by usual personal injury liability coverage. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 9 of 22 • Claims for damage because of bodily injury, occupational sickness or disease, or death of any person other than his employees, and claims insured by usual personal injury liability coverage. • Claims for damage because of injury to or destruction of tangible property, including loss of use resulting therefrom. a. Workers Compensation and Employers' Liability Statutory Limits Each Accident $1,000,000 Disease (Policy Limit) $1,000,000 Disease (Each Employee) $1,000,000 b. Comprehensive General Liability Bodily Injury (Each person/Each occurrence) $1,000,000 Property Damage $1,000,000 c. Comprehensive Automobile Liability Bodily Injury (Each person/Each occurrence) $1,000,000 Property Damage $1,000,000 LAWS AND REGULATIONS • Contractor shall be solely responsible for complying with all Laws and Regulations governing the work, including, without limitation, applicable OSHA, EPA, NH State regulations, and local town ordinances. REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 10 of 22 Sealed bids are due on Tuesday April 30, 2024, 1:00PM at the SAU 106 office Building at 30 Greenough Road, Plaistow NH 03865 COMPANY PROFILE and REQUIRED SUBMITTALS Please provide the following information regarding your business. This form is required as part of your proposal submission. You may attach additional sheets or documents as needed. 1. DUNS Number or Federal Tax ID # __________________ 2. Size of Company: Total number of employees ________ Total number of service employees_________ 3. Number of years in business _________ 4. Number of years under current management ________ 5. Office locations (service, retail, other) ___________________________________________ 6. Please provide website address: ______________________________________________ 7. Insurance – Please provide proof of insurance per specifications. 8. Have you, or any of the principals of our company, been involved in any litigation, arbitrations, mediations, or administrative proceedings in the past 10years? a. If yes, please Attach a letter explaining the details of the claims attorneys, and resolution. 9. Proposal Payment Bond – please provide if applicable, see specifications, proof of eligibility Per New Hampshire RSA 447:16 if project is over $125,000. 9. Provide list of proposed equipment/materials to be used on this project (per specifications) _________________________________________________________________________ _________________________________________________________________________  No equipment substitutions will be part of this project. ___________ Please initial above REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 11 of 22 COMPANY PROFILE cont. Page 2 10. List 3 references for which your Company performed similar scope and size work for, include company/agency name, contact name and telephone number and email address. 1) ___________________________________________________________________ __________________________________________________________ 2) ___________________________________________________________________ __________________________________________________________ 3) ___________________________________________________________________ 11. List all subcontractors to perform work including contact name and telephone number or check box below.  No subcontractor will be performing work on this project. ___________ Please initial above A. ____________________________________________________________ B. ____________________________________________________________ C. ____________________________________________________________ Provide references for each subcontractor under separate attachment. ________________________________ _____________________________ (Company Name) (Print Name) ________________________________ _____________________________ (Authorized Signature & Title) (Date) REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 12 of 22 PROPOSAL SUBMISSION FORM Timberlane Regional School District Lawncare 2025 - 2027 To: Mr. Karl Ingoldsby SAU 106/Timberlane Regional School District 30 Greenough Rd. Plaistow, NH 03865 Having carefully examined the description of the work to be accomplished, as contained in the Specifications dated March 2024, and having fully inspected the sites for all particulars, the undersigned agrees to perform the work, for the following Contract Price: • Two Optional one-year (1-Year) extensions may be exercised at the conclusion of the original three-year agreement term, provided that both parties agree to the extension(s). In the event of an agreement to the extension, rates shall be renegotiated in the form of a fully executed annual contract addendum, with all other terms and conditions remaining the same as outlined in the original agreement. BASE BID PRICE: Atkinson Academy Mowing and Trimming $_________________ Danville Elementary Mowing and Trimming $_________________ Pollard Elementary Mowing and Trimming $_________________ Sandown North Mowing and Trimming $_________________ Sandown Central Mowing and Trimming $_________________ SAU 106 Mowing and Trimming $_________________ Timberlane Regional Buildings Mowing and Trimming $_________________ Timberlane Regional Athletic Fields Mowing and Trimming $_________________ Total Base Bid: $_________________ Submittals Included: ___ Company Profile ___ Insurance Certificate By signature below, the vendor, if awarded a contract, • Agrees to comply with all applicable and relevant codes, standards, regulations, and laws NAME OF CONTRACTOR: ________________ SIGN HERE: _______________________ ADDRESS OF CONTRACTOR: _______________ Authorized Officer: ________________ _________________ Date: _________________________ PHONE #: ______________________ EMAIL: ______________________________ REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 13 of 22 Exhibit A: Atkinson Academy REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 14 of 22 Exhibit B: Danville Elementary School REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 15 of 22 Exhibit C: Sandown Central School REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 16 of 22 Exhibit D: Sandown North Elementary School REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 17 of 22 Exhibit E: Pollard Elementary School REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 18 of 22 Exhibit F: SAU 106 Administrative Building REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 19 of 22 Exhibit G: Timberlane Regional Schools REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 20 of 22 Exhibit H: Athletic Fields, Lower REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 21 of 22 Exhibit I: Athletic Fields Upper REQUEST FOR PROPOSAL – Timberlane Regional School District Lawncare Services (3/11/2024) Page 22 of 22 Exhibit J: Athletic Fields Back