JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON September 5, 2014
PURCHASING AGENT: MICHAEL MATTHEWS ITB NO: 131-14
TO: / Prospective BiddersINVITATION TO BID NO.: / 131-14(Full document available for download at http://paca.jccal.org)
SEALED BID FOR: / “GROUNDS KEEPING SERVICES”
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Dorothea Robinson, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE:
SEPTEMBER 18, 2014 by 5:00 PM (CST) / SEPTEMBER 19, 2014 at 2:00 PM (CST)
Return responses to this Invitation to Bid in a sealed envelope marked:
“ITB # 131-14 GROUNDS KEEPING SERVICES”
Jefferson County Courthouse
Purchasing Division, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
NOTIFICATION OF INTENT
All recipients of this solicitation notice must indicate intent to submit a bid. Those vendors submitting a Notification of Intent will be sent a complete copy of any related addendum, answers to inquiries, etc. pertaining to this ITB. Notification of intent must be faxed to (205) 214-4034 or e-mailed to Dorothea Robinson at no later than SEPTEMBER 12, 2014. Full document available for download at http://paca.jccal.org
TELEPHONE INQUIRIES – NOT ACCEPTED
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must be written and faxed to (205)214-4034 or e-mailed to Dorothea Robinson at no later than the end of business, SEPTEMBER 15, 2:00 p.m. CST
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” will not be considered.
Jefferson County, Alabama (henceforth referred to as “The County”) reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation may be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the County regardless of the Bidder selected. Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of Jefferson County, or any other means of delivery employed by the Bidder. Similarly, the County is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the ITB file, unopened.
Released by:
______
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON September 5, 2014
PURCHASING AGENT: MICHAEL MATTHEWS ITB NO: 131-14
INVITATION TO BID
#131-14
“GROUNDS KEEPING SERVICES”
DOROTHEA ROBINSON, PRINCIPAL BUYER
Room 830*716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203
Phone: (205) 325-5381
Email:
INVITATION TO BID
Sealed bids, one original and two (2) copies, marked “ITB #131-14 GROUNDS KEEPING SERVICES” will be received by the Purchasing Manager, Room 830 Courthouse, Birmingham, Alabama.
Bids will be accepted until 5:00 P.M. Central Time (standard or daylight savings time, as applicable) on SEPTEMBER 18, 2014. Bids submitted after this date may not be considered if determined to be in the best interest of the County.
Bids will be opened at 2:00 P.M. (CST) on SEPTEMBER 19, 2014.
TERMS OF CONTRACT
Any contract resulting from this ITB will become effective upon approval and execution by the County. The contract will end September 30, 2015. The term of this contact shall be for one year with two additional one-year renewals upon mutual agreement by both parties.
TELEGRAPHIC/ELECTRONIC ITB RESPONSES
Bid responses sent by electronic devices (i.e., facsimile machines and email) are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time for delivery of their ITB responses either by airfreight, postal services, or by other means.
NOTIFICATION OF INTENT
All recipients of this ITB are required to return a letter of Notification of Intent indicating that they intend to submit a bid. Only those vendors submitting the Notification of Intent will be advised of any clarifications, addendum, answers to inquiries, etc. pertaining to this ITB. Notification of intent must be faxed or e-mailed no later than AUGUST 20, 2014 to
TELEPHONE INQUIRIES
Telephone inquires with questions regarding clarification of any and all specifications of this Invitation to Bid will not be accepted. All questions will be written and faxed or e-mailed to DOROTHEA ROBINSON, Jefferson County Purchasing Department (fax 205-214-4034) or no later than the end of the business AUGUST 22, 2014. Correspondence with individuals other than those listed herein will not be allowed.
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the ITB shall be binding on the County unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing Department. Interpretations and/or clarifications shall be requested in writing and directed to DOROTHEA ROBINSON , Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL 35203, (Fax 205 214-4034) or (email: ). Verbal information obtained otherwise will not be considered in awarding of contract. All addenda shall become part of the ITB.
INVITATION TO BID
STATEMENT OF PURPOSE
This ITB provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the County. By submitting a response, you are affirming that you (in the case of individuals) and/or your organization are interested in contracting with the County to provide services covered herein. This document serves a two-fold purpose in that it is the County’s document of record showing our specifications, terms and conditions, besides the purchase order, that will be executed with regard to the purchase of the services requested herein.
The County desires to enter into an agreement with qualified bidder(s) or complete grounds keeping service at the Shades Valley Facility and Pump Stations and miscellaneous lots.
SPECIFICATIONS:
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to the County's intended use.
SCOPE OF SERVICES:
Five Mile Creek
a. Grass Maintenance (Area #1)
Roadway leading into the plant, Roadway around lagoons, Both sides of road to plant water tank, Area around plant water tank For weed management along the roadway the guardrails shall be weeded and sprayed at a minimum of four (4) times per year.
1. Mowing will be performed between 7:00 A.M and 5:00 P.M. Monday through Saturday.
2. Mowing and weed management shall be performed four (4) times a year in the contract (every three months
January, April, July and October).
3. Mowing will be set to three (3) inches.
b. Grass Maintenance (Area #2)
Interior plant property, including the plant’s entrance gate which continues down both sides of the
roadway to the first quardrail on the right side of the road, back gate, bank on west side road of north
drying beds, grassy areas inside/ outside of fence line. Effluent Outfall 0011, area around the
Lagoons along with north and south side of Lagoons, and Lagoon fence line.
1. Mowing will be performed between 7:00 AM and 5:00 PM Monday through Saturday
2. Mowing shall be performed the 2nd and 4th week of March, weekly April through September;
and twice in October.
3. Mowing will be set to two and one-half (2 1/2") inches in April and October and to three (3)
inches in May through September
4. Trimming will be performed around all bed edges, buildings, structures, poles, posts, fences,
and site fixtures with each mowing visits to the specified height.
INVITATION TO BID
5. All grass Clippings will be removed from walkways, curbs, and roadways after each mowing
visit. Including the concrete drainage ditch along the east bank and any other drainage
structure. Grass clumps will be removed from turi.
6. All walkways, curbs, and driveways will be edged at least twice a month March through October.
7. Graveled bed areas are around most of the interior plant buildings and process basins.
Graveled beds shall be weeded and sprayed for weed management a minimum of four (4)
times per year.
8. Roadways into the north and south dring beds, along with the bottom portion of the
containment walls need to be weeded and sprayed a minimum of four (4) times per year
c. Property Clean-up
1. Remove all paper, plastic, metal, trash, or other debris, and accumulated leaves, fallen
branches or other material from the site prior to each operation.
2. All grass clippings must be discharged away from any and all AC condensers or AC
units. This is also true for storm drains. It will be the grass company's responsibility
to remove all clippings that are not kept out of these areas, or equipment.
3. All sidewalks, pavement and roadways shall be swept or blown clean upon completion of the day's work.
4. All debris resulting from leaf or brush removal must be removed from the site upon completion of the day's work.
5. The site will receive a general clean-up. Clean-up includes curbs and parking areas of
landscape debris, and removing all trash and unwanted debris form landscaped areas.
d. All Fencing shall be kept clear and free of vegetation. Kudzu, honey suckle and all other vegetation
Growing on the fencing should be sprayed and physically removed. Grass on both sides of the fencing must be cut and trimmed to maintain a clean appearance of all fence lines.
* Clippings, and trash may be disposed of on the plant premises. Ask plant management where debris is to be put.
SCOPES OF SERVICE:
Valley Creek WWTP Grounds keeping services at the Valley Creek WWTP including mowing, trimming, edging, site clean-up, vegetation control, and shrubbery and tree up-keep. The plant is located at 3923 Clear Water Drive
Bessemer, AL 35023. The Valley Creek WWTP and surrounding properties contains approximately 120
acres of area to be maintained by the CONTRACTOR as denoted in Exhibit “A” and Exhibit “B”. Site contact:
Robby Bennett (205) 428-2614.
SCOPE OF WORK includes, but is not limited to the following:
· Grass Maintenance – Interior Plant Property Exhibit “A”
\\datacenter\ESDdata\share\Landscaping Maintenance\WWTP Landscaping Maintenance\New 2014 WWTP maps\Valley_Creek_WWTP_2014_update.pdf
1. Mowing will be performed between 7:00 AM and 5:00 PM Monday through Saturday
beginning March 1st and ending October 31st.
INVITATION TO BID
a. Mowing shall be performed twice per month during March, April, and October. May through September mowing shall be performed no less than every ten days or sooner as determined by grass height. Grass height shall not exceed six (6) inches in Area 1 and shall not exceed ten (10) inches in Area 2 as shown in Exhibit “A”.
2. Mowing will be set to no more than two (2-1/2”) inches in all areas circled in green as shown on the included maps.
3. Trimming will be performed around all walks, bed edges, buildings, structures, poles, posts, fences, and site fixtures with each mowing visit to the specified height.
4. All grass clippings will be removed from walks, curbs, and roadways after each mowing visit. Grass clumps will be removed from turf.
· Grass Maintenance – Exterior plant properties including the property just north of the plant along Bessemer Johns Road and the property west of the plant along Bessemer Johns road. Exhibit “A”. \\datacenter\ESDdata\share\Landscaping Maintenance\WWTP Landscaping Maintenance\New 2014 WWTP maps\Valley_Creek_WWTP_2014_update.pdf
1. Area 3 bush hog twice per year. Once in May and once in September.
2. Trimming or herbicide treatment will be performed along all fence lines.
· Grass Maintenance – Exterior plant properties including Halls Branch Pump Station and Junction Box2 located off Murphy’s Lane. Exhibit “B” \\datacenter\ESDdata\share\Landscaping Maintenance\WWTP Landscaping Maintenance\New 2014 WWTP maps\Valley_Creek2_WWTP_2014_update.pdf
1. Mowing will be performed between 7:00 AM and 5:00 PM Monday through Saturday beginning March 1st and ending October 31st.
a. Area 2 Mowing shall be performed twice per month during March, April, and October. May through September mowing shall be performed no less than every ten days or sooner as determined by grass height. Grass height shall not exceed ten (10) inches.
b. Mowing will be set to two (2”) inches and can be done with a tractor equipped with a flail mower or belly mower.
c. Area 3 bush hog twice per year. Once in May and once in September.
d. Trimming or herbicide treatment will be performed along all fence lines.
Shades Valley Facility and Pump Stations and miscellaneous lots:
Grounds keeping services at the Shades Valley Facility, pump stations, and miscellaneous lots including mowing, trimming, edging, site clean-up, and shrubbery and tree up-keep. The Shades Valley Facility is located at 1290 Oak Grove Road Birmingham, Alabama 35209. The Shades Valley Facility contains approximately 13.54 acres of area to be maintained by the BIDDER. Site contact: Ken Bennett (205)942-7385
INVITATION TO BID
The location of each pump station and line maintenance lot and the approximate acres of area to be maintained by the CONTRACTOR as denoted in Exhibits B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, X, Y, Z, and AA are as follows:
Bessemer Hospital Pump Station, 1005 Golf Course Road Bessemer, Alabama 35022 - 0.47 approximate acres as denoted in Exhibit “B” http://www.jeffcointouch.com/jeffcointouch/purchasing/esd-gmc/pump-stations/besshospital-ps-land-maint.pdf
Blue Ridge Pump Station, 2253 Blue Ridge Boulevard Birmingham, Alabama 35226 - 0.16 approximate acres as denoted in Exhibit “C” http://www.jeffcointouch.com/jeffcointouch/purchasing/esd-gmc/pump-stations/bluridge-ps-land-maint.pdf
Edgewater Pump Station, 7500 Arabia Avenue Birmingham, Alabama 35224 - 0.05 approximate acres as denoted in Exhibit “D” http://www.jeffcointouch.com/jeffcointouch/purchasing/esd-gmc/pump-stations/edgewateroaks-ps-land-maint.pdf