Bid Detail

15-117 - Ground Services for Municipal and School Properties

The intent of this bid is to establish a contract with a to provide grounds maintenance services that consist of mowing, trimming, and snow removal services, as well as seasonal cleanups at various locations within the City of Springfield.

In addition to mowing and trimming, the successful vendor will be required to complete a clean-up at these various locations. The site visits shall entail the removal and disposal of all debris that has accumulated in the bed and lawn areas. This debris shall include but not be limited to: leaves, paper, trash, dead plant debris, etc. All collected debris is to be removed from the site at no additional charge to the City. Additional services may be requested at the individual sites.

Plowing and snow/ice management services include parking lot areas and municipal sidewalks that are located on school grounds and or/public property owned and managed by the City of Springfield. Sodium Chloride may be used by the vendor on asphalt surfaces; however, a non-degrading salt alternative must be used for all concrete surfaced areas. The vendor must identify all substances that will be used during the duration of this contract.

TERM OF CONTRACT
This contract will be for the period of one year with two additional options to renew at the sole discretion of the City of Springfield. The initial term of the contract shall be on or about November 17, 2014 to November 16, 2015 or a mutually agreed upon date. Services shall be provided to meet the specifications outlined in the detailed specifications below.

VENDOR REQUIREMENTS
In order for vendors to be qualified to provide the services required by the City of Springfield under this proposal, vendors must meet the following minimum evaluation criteria. In addition, the awarded vendor shall, prior to the start of any work, furnish to the City all State and local licenses required for the specified work to be performed.

MINIMUM QUALITY REQUIREMENTS
The quality requirements are established to describe the responsiveness, experience, and capabilities required of a firm to be evaluated as a candidate for the contract to provide grounds maintenance services.

To be considered for this contract a firm must:

1. Document a minimum of ten years experience in providing maintenance services on public lands.

2. Document that the firm will have the appropriate and staff and equipment to complete the work needed and the experience desired to provide quality workmanship. Provide a listing of owned or long term leased equipment capable of performing to completion all of the work specified in this document. At a minimum, the successful vendor must own or lease the following equipment and if leased, must be able to provide documentation detailing that the length of the lease is consistent with the duration of the contract term:

30 commercial grade trucks
8 commercial grade sanders
17 plows
3 Bobcat/Skid Steers/small loaders

3. Document that the firm is has at least three years experience conducting full service maintenance activities with a New England city or town with the following inventory of properties: At least 30 (thirty) schools per year; 30 (thirty) parks per year, and over 125 green traffic islands in an urban environment. Full service includes regular mowing/trimming and snow removal services. Documentation must show regular service at ALL sites throughout the year.

4. Complete all the requirements of the IFB (Invitation for Bid); to submit a complete and valid proposal to the City and agree to contract with the City if offered a contract. This requirement includes all certifications that are part of the IFB (Invitation for Bid) documents.

The award shall be made to a responsive and responsible proposer capable of performing the work set forth in this Invitation for Bid document. Each proposal will be screened to determine whether it meets all of the proposal submission requirements as described in this Invitation for Bid document. Any proposal that fails to include the information or documentation specified in this Invitation for Bid document will be considered non-responsive, will be rejected, and will not be further evaluated. Any proposal which includes information that does not meet the minimum specifications for the information required on the form will be considered non-responsive, will be eliminated from competition, and will not be further evaluated.

REQUIRED SUBMITTALS
The following information should be submitted with your proposal:
1. Provide a brief history of your firm indicating number of years in business (minimum of ten years).
2. Provide three references including the closest in scope to the work being bid. The scope of this work includes providing grounds services to public school buildings and grounds (35), public parks and open space (35), and various other public buildings including libraries.
Provide the name of account, address, telephone number, contact person and dates of service, and approximate area serviced for each reference.
3. Vendor shall furnish names of any previous or current contracts with City of Springfield. (if applicable)
4. The vendor\\\\\\\\\\\\\\\'s contract manager (or designated representative authorized to make decisions) must be accessible to the Executive Director of the Department of Parks, Buildings, and Recreation Management or designated city employee at all times including at job sites. This includes all hours of operation, nights, weekends, and holidays. Contact information must be available to the Department of Parks, Buildings, and Recreation Management at all times. Include with the bid submission a plan of service that demonstrates how this will be accomplished if your firm is awarded this contract.
5. Vendors shall submit a detailed management plan, delineating the days, weeks, etc., that they see fit to meet the specifications outlined below. (Primarily associated with mowing/trimming practices)
6. Provide a list of all equipment presently owned which will be utilized as part of this quote. Include quantities, make, model, and age of each item; as well as the
cutting width(s) of the mower(s), and pushing width(s) of the plow blade(s).

Vendors may be asked to provide additional information. If requested, vendors should furnish the information within 10 calendar days of a request.

REQUIRED SERVICES
Each site, on average, is visited 27 times throughout the growing season- further delineated by Spring/Fall clean-ups (4) and mowing (20). It is the sole responsibility of the City to determine when services take place.

The determination of when to conduct snow and ice services will be the sole decision of the designated School Zone Chief for the properties set forth. Cooperation with the Director, Assistant Directors and School Zone Chiefs is expected. The awarded vendor shall diligently pursue the course of all work under this quote until completed. Upon completion of the work, the Director or designee will perform an inspection. Should the completed work not receive the approval of the Director or designee, additional work shall be performed until approval is confirmed. All workmanship shall be of the highest quality. SUBSTANDARD WORK WILL BE REJECTED.

NOTE: When service is requested by the City, should any of the mowers, trimmers, plows, vehicles or any of the other required equipment not be operational, the awarded vendor shall be responsible for renting equipment similar to what is specified herein. ANY COST INVOLVED IN THE RENTAL OF EQUIPMENT SHALL BE AT NO ADDITIONAL CHARGE TO THE CITY.

DESIGNATED CONTACT
The awarded vendor shall appoint a person or persons to act as a primary contact with the City. The vendor\\\\\\\\\\\\\\\'s contract manager (or designated representative authorized to make decisions) must be accessible to the Director of the Department of Parks, Buildings, and Recreation Management, School Zone Chiefs, or designated city employee at all times including at job sites. This includes all hours of operation, nights, weekends, and holidays. Contact information must be available to the Department of Parks, Buildings, and Recreation Management at all times. Include with the bid submission a plan of service that demonstrates how this will be accomplished if your firm is awarded this contract.


SITE CONDITIONS
All vendors submitting quotes for this work shall be responsible to first examine the sites and all conditions thereon and/or herein. All quotes shall take into consideration all such conditions as may affect the work under this quote. It is the responsibility of the vendor to locate and reasonably survey and examine each site. No site visits will be conducted by the City of Springfield and/or the Department of Parks, Buildings, and Recreation Management. All questions regarding the sites (or any other matter involved in this request) should be written and directed to the Office of Procurement, attention of the Chief Procurement Officer and may be faxed to (413) 787-6295 or emailed to Lauren Stabilo, CPO at lstabilo@springfieldcityhall.com.

The specification may be changed with the issue of addenda to the specifications to change or a clarification of the specifications. Written questions must be received at least five work days before the date set for bid opening.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

Available Solicitations

As of 2:04 am Friday, April 26, 2024

24-236 - Interior Painting at Rebecca Johnson Elementary School
End date: Tuesday May 14, 2024 at 2 p.m.

24-235 - Interior Painting at Milton Bradley Elementary School
End date: Tuesday May 14, 2024 at 2 p.m.

24-222 - For Sale: Redevelopment Boston & Albany Railroad at Factory Road/Hendee Street
End date: Monday May 13, 2024 at 2 p.m.

24-234 - Window Shade Replacement at the High School of Commerce
End date: Friday May 10, 2024 at 2 p.m.

24-233 - Fire Escape Repairs at Old Homer St. School
End date: Thursday May 9, 2024 at 2 p.m.

24-232 - Site Improvements at Arthur T. Talmadge Elementary School
End date: Thursday May 9, 2024 at 2 p.m.

24-231 - Site Improvements at Brightwood-Lincoln Elementary School
End date: Thursday May 9, 2024 at 2 p.m.

24-221 - Mary O. Pottenger School Parking Lot Improvement Project
End date: Thursday May 2, 2024 at 2 p.m.

24-220 - Frank H Freedman School Parking Lot Improvement Project
End date: Thursday May 2, 2024 at 2 p.m.

24-219 - Daniel B. Brunton School Parking Lot Improvement Project
End date: Thursday May 2, 2024 at 2 p.m.

24-180 - Roadway & Sidewalk Improvements - Arterial and Residential Streets including Sidewalks
End date: Wednesday May 1, 2024 at 2 p.m.

24-205 - Request for Proposals for Springfield's 2024 Public Mural Program
End date: Monday April 29, 2024 at 2 p.m.

24-226 - Flooring Installation at Mary O. Pottenger Elementary School
End date: TODAY Friday April 26, 2024 at 2 p.m.

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