Mowing and Landscape Maintenance - Health Dept South Clinic

Page 1 of 3 PURCHASING DIVISION Calvin Brinks, Manager (616) 632-7720 purchasing@kentcountymi.gov SOLICITATION Solicitation Type Request for Quotation (RFQ) Solicitation Number 5498 Description Mowing and Landscape Maintenance- Health Dept South Clinic Date of Issuance 11/22/2023 Inquiries Deadline Date & Time (local) 12/1/2023, 11 AM Due Date & Time (local) 12/6/2023, 11 AM Buyer Name Underhill INTRODUCTION The Kent County Purchasing Division is soliciting quotations for mowing and landscape services at the Kent County Health Department South Clinic located at 4700 Kalamazoo Ave Se, Kentwood, MI 49508. This is a one (1) year contract starting in 2024 with two (2) additional, one (1) year optional renewals. SCOPE The mowing season runs roughly April 15 October 31 (once a week/29 mows) with a spring and fall cleanup. No subcontract labor is to be used without prior written permission of the Kent County Health Department.

RFQ Form must be submitted with vendor response. Map of mowing area is attached. Spring clean-up shall consist of the following: All lawn and ground cover are to be cleaned of accumulated late fall and winter debris by means of raking. All accumulated debris is to be removed from the site prior to first mow. Removal of downed limbs and branches. Removal of any accumulated trash throughout the grounds. Mowing shall include the following: Prior to mowing at each site, the Vendor will be required to collect and remove rocks, trash and yard waste. Any material removed shall be disposed in the designated areas for yard waste on campus and all other waste shall be placed in the various dumpsters around the campus. Kent County will perform debris removal first thing in the AM hours. If there are large downed limbs, please contact Kent County and they will remove the limbs for proper mowing. Mowing height shall be maintained at a height of 3. Grass shall be mowed when it attains approximately 1-1/3 of its maximum height. The fall cut shall leave the grass at a height of 2 2 high. The final cut shall be determined by a stop in growth of the leaf blades. The contractor shall vary mowing direction by alternating weeks, to prevent tracking of the turf. All mowing equipment shall be maintained in order to provide a clean, sharp cut. Kent 4 County Page 2 of 3 Clippings shall be of a size that no grass deposits can be seen lying on top of the lawn. Grass accumulating on the top of lawns shall be collected and disposed of offsite by the contractor. Mowing shall not occur when grass or subsoil is excessively wet. Clippings must not be left on pavement or walkways. Yard clippings and debris must be blown off sidewalks and curb lines of the main drives and parking lots. Mowing areas within 20 of parked cars must be done with grass recycler. Edging shall be maintained twice a month and shall consist of the following: All lawns adjacent to walkways, curbs, edging material, planting beds, etc. shall be edged by means of suitable mechanical edging equipment. All edging shall be done in a manner to leave a sharply defined edge. Any edging that has been damaged by contractor shall be the responsibility of said contractor to replace at no cost to the County. All edging shall continue as required throughout the season to maintain a neat appearance. Vendor is responsible for debris cleanup at time of edging. General clean-up shall consist of the following: All concrete walks shall be swept or mechanically broom clean. No grass clippings shall enter the planting beds, ground cover or stone covered areas. After mowing, all areas shall be left in a neat and clean fashion. All waste products (extra grass clippings, edging material, weeds, pruning or trimming branches, etc.) are to be removed off site. All vehicles and equipment that are used by the contractor shall be parked and/or stored in a manner that is not detrimental to the use of the properties serviced. Fall clean-up shall consist of the following (start October 15 and must be completed by mid-November of each year): Removal of all downed limbs and branches. Removal of leaves and trash that has accumulated throughout the grounds. Removal of all debris from site. Final payment will be withheld until Fall cleanup has been approved by Facilities Manager. The contractor shall take reasonable precautions for safety and shall provide reasonable protection to prevent damage, injury or loss to: Employees and/or their personal property that is on County property. Other property at the site or adjacent, such as trees, shrubs, lawns, walks, pavements, roadways, structures, utilities and irrigation systems. Vendor agrees to repair or replace, at the Countys discretion, any damaged items stated above. Any malfunction or other repair should be reported as soon as possible to the Facilities Manager 616-632- 7072. The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County Purchasing Division website are incorporated by reference and shall be deemed to have the same force and effect as if fully set forth herein. https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action Page 3 of 3 INQUIRIES Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the right to determine the response format or not respond, at its sole discretion. REFERENCES Provide 3 references of current/past customers who can verify the quality of products and/or services of similar size and scope your company provides. References may not include any current/past Kent County employees. INVITATION FOR BID/RFQ SUBMISSION Complete submissions must be received in the Kent County Purchasing Division on or before the due date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be considered. Submissions may be submitted electronically on the Bid Opportunities page of the Kent County Purchasing Division's website. Respondent must include a complete submission as 1 non-password protected PDF document with the following: Completed RFQ 5498 Form The time required to upload a submission may vary. Respondent assumes all risks associated with electronic submission, including all technological difficulties, and deems the County and its service provider harmless and without fault. Successful electronic submissions are confirmed via Respondent's email. Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time. Submissions that deviate from the Solicitation specifications will only be considered if the deviations are clearly detailed and noted within the submission. In case of a dispute regarding the true intent and meaning of the specifications, the Countys interpretation will prevail. When a Solicitation states no alternates, no deviations are permitted. Kent County is not liable for cost incurred prior to award. A submission shall constitute an irrevocable offer for a period of 45 days from the due date/time. In the event the notification of award is not made within 45 days from the due date/time, the Respondent may withdraw or provide a written extension of their submission. Submissions may only be withdrawn by written request if the request is received before the due date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy Centralized Purchasing 5(i)(2). NO BID Please provide feedback if you are electing not to participate in this Solicitation. https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action https://www.accesskent.com/Departments/Purchasing/vendor.htm https://www.accesskent.com/Departments/Purchasing/vendor.htm https://forms.office.com/g/PSALYQZm1Z South Clinic - 4700 Kalamazoo Ave SE ae ly e 4 : (i i ANA ig oR or 7 I] | H 1 iii | TLS ALA VAAN MH Hl i a C - He Sie! Hing ytdt THI Ht a A A TMH Alas: "Wo res , oe or Hi TAA Hi A Mth HATH _) | Ml Hi \es ii ii wi HO ee ail RFQ5498Form Decription Yearlytotalfor mowing(29mows) SpringCleanup FallCleanup ExtensionPrice KentCountySouthClinic2024 KentCountySouthClinic2025(OptionalRenewal) KentCountySouthClinic2026(OptionalRenewal) CompanyName_______________________________________________ YourName____________________________________Title__________________________ Signature___________________________________________________Date____________