Grounds Maintenance RFP

PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 1 Request for Proposal (RFP) PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE Issued By: Pike County Schools Pike County Schools seeks to achieve the best value for the expenditures of public funds by offering experienced and qualified vendors the opportunity to submit bid proposals for providing Grounds Maintenance services. The location will include the Pre-K, Auditorium, Primary, Elementary, Middle, 9th Grade Academy, High schools, Central Offices, Maintenance Building, Transportation Facility and around athletics fields, per the specifics of services in attachment 1 for the period of March 1, 2023 to June 30, 2023 and one year starting July 1st 2023 thru June 30th 2024. Project selection timeline: Public Advertisement: Jan 17th, 2023 Proposals Due: February 16th,, 2023 Bid Approval: no later than February 21st, 2023 Inquiries: Questions that arise prior to the bid date shall be submitted in writing to Mick

Rawls via email or U.S. mail by February 15th, 2023. All questions and answers will be posted on the website under the RFP posting. Proposers are encouraged to check the website (www.pike.k12.ga.us) to review the questions and answers. Mr. Mick Rawls Facilities Director Pike County Schools 7452 US Highway 19S Zebulon, GA 30295 Phone: 770-567-3536 Fax: 770-567-2892 rawlsw@pike.k12.ga.us Submission of Proposals: a. To be accepted, all responses must be submitted on the attached Bid Form in a sealed package and clearly marked on the outside “Bid Grounds Maintenance, February 17th, 2023 at 2:00pm EST”. Late responses will be returned unopened and will not be considered. Facsimile or telephone bids will not be accepted. There will not be a public review of the RFP. Results from the presentations will be shared with all vendors following tabulation of best value. b. RFP submissions that are sent via fax or email will not be considered. http://www.pike.k12.ga.us/ mailto:rawlsw@pike.k12.ga.us PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 2 c. RFP submissions received late, incomplete, unsigned or in locations other than the address indicated will not be considered. d. The Pike County School System is not be bound to accept the lowest price and reserves the right to accept or reject any or all bids in whole and/or in part and waive all formalities in bidding, to be the sole judge of quality and equality of the several bid proposals and to the most desirable bidder. e. All costs incurred in preparation, presentation or submission of the RFP response shall be borne solely by the vendor. f. Any proposal submitted in response to this RFP will become irrevocable upon closing time. g. Vendors shall submit an original including a signed proposal form, reference form and contractor affidavit. h. Submission of proposal shall be construed to mean that the Vendor(s) agrees to carry out all of the conditions set forth. Any variation from the specifications, terms and conditions shall be clearly identified. If no changes are indicated, PCS shall expect to receive services exactly as specified. Confidentiality: Responses submitted are subject to the Freedom of Information and Protection of Privacy Act. Site Visits: Site visits are to be arranged by vendors at their convenience. Please contact the Administrative Secretary at the maintenance department to schedule – (770) 567-3536. Equipment: Vendor(s) shall, at their own expense, provide sufficient equipment necessary to fulfill contract requirements. Access to Premises: Vendors shall have reasonable access to the premises in order to ensure quality service work. Vendor/workers shall not be on school property outside of the agreed upon hours of work without permission. Housekeeping: Vendor(s) shall, as a direct cost of operation, maintain standards of housekeeping and sanitation in the immediate areas under its responsibility to the complete satisfaction of PCS. Vendor Purchases: Vendor(s) will make all purchases in its own name and shall not in any way bind PCS in its Contractual Agreements. Utilities: PCS shall provide power and water. Personnel: a. The selected vendor(s) agrees that, at all times, their employees furnishing or performing any of the services specified under this agreement shall do so in an identifiable uniform and in a professional and dignified manner. PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 3 b. Prior to working on PCS premises, the vendor(s) shall subject all of its employees to a Criminal Records Check. Vendor will not permit any of its employees with a Criminal Record to enter PCS premises. In addition, PCS reserves the right to carry out its own Criminal Record Check for the selected vendor and any of the vendor’s employees as is deemed necessary. c. Selected vendor(s) employees must be 18 years of age or older. d. Selected vendor must be enrolled in and use E-Verify. Contractor affidavit at Attachment 5 must be included in bid submission. e. Vendors shall provide the appropriate number of employees to achieve the goals listed in the Specifics of Services listed on pages 4 and 5. Insurance and License: All bidders are required to furnish proof of license and insurance at the time of bid submission. Minimum insurance guidelines are listed in Attachment 3. Theft and Disappearance: PCS shall have no responsibility for the loss, theft or mysterious disappearance of, or damage to, equipment, materials, supplies and other personal property of the vendor(s) or its employees, which may be located at the Service area. Termination: PCS, at its sole discretion, reserves the right and exclusive option to immediately and without further notice, terminate any contract, or part thereof, without further liability and penalty of any kind. Terms of Contract: Any contract shall be for a period of one year, renewable annually at the discretion of the Pike County Schools for a maximum of three years. Compliance with Laws: The contractor shall procure all permits, bonds, and licenses, pay all charges, taxes and fees, and give all notices necessary and incidental to the due and lawful prosecution of the work. All costs thereof shall be deemed to be included in the proposal price. The contractor shall, at all times, observe and comply with all Federal, State, City, and other laws, codes, ordinances, rules and regulations in any manner affecting the conduct of the work. The contractor agrees to perform all work in compliance with O.C.G.A. 50-36-1. The contractor also agrees to provide verification of compliance with executed affidavits available ton the Department of Audits and Accounts website at: http://www.audits.ga.gov/NALGAD/section_17_affidavits.html. The contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Pike County School System at the time the subcontractor(s) is retained to perform such service. Pike County School System School District Requirements: 1. Pike County School System intends to continue school business functions during the project. The contractor must coordinate the services schedule with the Principal at each school. This project must not interfere with any school business function. 2. Proposers shall carefully examine the work site to obtain first-hand knowledge of existing conditions. http://www.audits.ga.gov/NALGAD/section_17_affidavits.html PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 4 3. School District Regulations – the contractor shall follow all applicable Pike County School System regulations while on Pike County School System property, including no alcohol, no tobacco products, no weapons and drug-free policies. (1) Displays and/or verbiage, including those on vehicles, shirts, or hats of tobacco, illegal drugs, alcoholic beverages, fire arms, profane or obscene language or gestures, is prohibited. (2) A safe separation of work areas and occupied areas is required. (3) The Contractor shall comply with the Federal Clean Water Act. Payment Terms: Payment terms for Pike County School System are Net 30 days from receipt of invoice. Contractor shall invoice monthly. Attachment 1 Locations: Pike County Primary School 7218 US Highway 19S Zebulon, GA 30295 Pike County Elementary School 607 Pirate Drive Zebulon, GA 30295 Pike County Middle School 406 Hughley Drive Zebulon, GA 30295 Pike County 9th Grade/Auditorium 7360 US Hwy 19S Zebulon, Ga. 30295 Maintenance/Facilities 7452 US Hwy19 South Zebulon, Georgia 30295 Pike County Pre-K 7454 US Hwy 19S Zebulon, Ga. 30295 Pike County High School 331 Pirate Drive Zebulon, GA 30295 Pike County Central Office 16 Jackson Street Zebulon, Ga 30295 Pike County Transportation 111 Adams Street Zebulon, Ga 30295 Various Athletic Areas (excluding fields) Specifics of Services Record: 1. All turf areas and playgrounds are to be serviced at a minimum of once every ten days. This would include trash and debris removal, mowing, weed eating, edging, leaf removal, and blowing of each site. Every item listed above must been completed on each campus before moving on to the next building. 2. Use a weed eater to cut any area too wet to be mowed or not accessible with a mower (playgrounds). PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 5 3. All areas that are on the exterior of baseball fields, soccer fields, and football fields shall be serviced prior to the events. The fields themselves will be maintained by school personnel. 4. Blow off all walkways, sidewalks, and parking lots where work is performed. 5. Apply proper weed killers along sidewalks, paths, walks, drives and buildings. 6. Apply ant killer to any ant active mounds weekly. 7. Edging all sidewalks, curbs and beds. Debris from edging operations shall be removed and areas swept or blown clean. 8. Trimming hedges and bushes and removing all trimmings 9. Spray parking lots, playgrounds (as permitted), tennis courts, perimeter fences and beds with approved herbicides a. Trimming trees that will meet buildings, vehicles and pedestrians in the parking lots and sidewalks. 10. The Stadium Grounds (excluding football field) shall be serviced within 3 days of graduation ceremonies in May. 11. All schools shall be serviced prior to open house and special events. 12. All schools will receive pine straw in the beds 1 week prior to the open houses & the stadium will receive pine straw prior to Graduation Ceremonies the last week of May. Frequency of service: 1. Services 1-9 to be provided every 10 days or 3 times per month. 2. Services 10, 11, and 12 as stated. * Staffing should be adequate to complete the above services in the times required within the contract. PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 6 Attachment 2: References: Please provide three Company:_________________________________________________________ Address:__________________________________________________________ City: ______________________________State:____________ Zip:__________ Phone: ____________________________ FAX: _________________________ Company:_________________________________________________________ Address:__________________________________________________________ City: ______________________________State:____________ Zip:__________ Phone: ____________________________ FAX: _________________________ Company:_________________________________________________________ Address:__________________________________________________________ City: ______________________________State:____________ Zip:__________ Phone: ____________________________ FAX: _________________________ PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 7 Attachment 3: Proposal Recap Sheet Contract Price Quotation PROPOSAL NUMBER 01162023- GROUNDS MAITENANCE Total Proposal/Bid Amount: $______________________________________ Name of Company/address: _______________________________________ _______________________________________ _______________________________________ Website: _______________________________________ Contact: Name: _______________________________________ Phone: _______________________________________ Cell Phone: _______________________________________ Fax: _______________________________________ Email: _______________________________________ Signature of Authorized Company Representative: _______________________________________ Date: _______________________________________ PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 8 Attachment 4: Required Insurance 1. The contractor shall furnish to the Pike County School System a Certificate of Insurance showing compliance with the limitations listed herein. The Certificate of Insurance must be sent to the Pike County School System prior to commencement of work. All Auto, General Liability and Umbrella policies shall name Pike County School System as an Additional insured. Property policies should name Pike County School System as Loss Payee, as their interest may appear. No insurance will be acceptable unless written by a company licensed by the State Insurance Department to do business in Pike County, Georgia and have a Best Guide financial Rating of A or better. 2. The contractor, and any sub-contractors, agrees to comply with the provisions of worker’s compensation laws of the State of Georgia. A certificate from an insurance company showing issuance of worker’s compensation coverage for the State of Georgia of a certificate from Georgia Worker’s Compensation Board showing proof of ability to compensate directly shall be submitted to the Pike County School system prior to beginning the work. 3. It shall be stated on every policy or certificate of insurance, as the case may be, that “The insurance company agrees that Policy Number (insert number ) shall not be cancelled, changed, or allowed to lapse until thirty (30) days after the Pike County School System has received written notice.” 4. The contractor further shall maintain such other insurance (with limits as shown below) that shall protect the contractor and Pike County School System from any claims for property damage or personal injury, including death, which may arise out of operations under this contract, and the vendor shall furnish the Pike County School System certificates and policies of such insurance as shown below. 5. Below is listed the insurance coverage which must be procured by the vendor at his own expense. The contractor agrees to follow instructions indicated in each case: (1) Comprehensive General Liability Insurance – Personal injury, including death, with limits of $1,000,000 for each person and $2,000,000 for each occurrence. (2) Property Damage – limits of $100,000 for each accident and $300,000 for the aggregate. (3) Auto Liability – including Owner, hired, and non-owned vehicles with limits of Bodily injury, including death limits of $1,000,000 for each person and $1,000,000 for each occurrence, and Property damage limits of $1,000,000 for each occurrence. (4) Umbrella Excess Liability Insurance: Contractor shall carry umbrella excess liability including Auto, General Liability and Professional Liability in the amount of $1,000,000 over existing primary insurance and over self-insured hazards. (5) Environment Impairment Liability and/or Pollution Liability - $1,000,000 per occurrence. (6) Worker’s Compensation: As required by law. All of the above policies must be occurrence based. The Pike County School System shall be named as an additional insured on all policies. The policies shall contain provision that the coverage provided by said policies shall be primary to any insurance maintained by the School System. Said insurance shall in fact be primary to any insurance maintained by the School System. PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 9 Attachment 5: Contractor Affidavit under O.C.G.A. 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 physical performance of services on behalf of Pike County Schools 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 identification number and date of authorization are as follows: _______________________________________ Federal Work Authorization User Identification Number _______________________________________ Date of Authorization _______________________________________ Contractor Name _______________________________________ Project Name SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ____DAY OF ________20__ PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 10 Attachment 6: PROPOSAL NUMBER 01162023- GROUNDS MAINTENANCE February 17th,, 2023 at 2:00 pm 11