NOTICE TO BIDDERS 1. MOWING SERVICES FOR LEAVENWORTH COUNTY

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1 NOTICE TO BIDDERS The Leavenworth County Clerk, 300 Walnut Street, Suite 106, Leavenworth, Kansas 66048, will receive sealed bids, until 10:30 a.m. local time on TUESDAY April 1, 2014, at which time and place the bids will be publicly opened and read aloud for the following: 1. MOWING SERVICES FOR LEAVENWORTH COUNTY Bids shall be submitted in a sealed envelope with the name of the bidder and 2014 Mowing Contract clearly written on the envelope, and addressed to the Leavenworth County Clerk, 300 Walnut St, Suite 106, Leavenworth, Kansas Any Bids received after the 10:30 a.m. Tuesday April 1, 2014 shall be returned unopened. All bids submitted shall be deemed a valid offer for not less than 30 days after the submission deadline. A pre-bid conference is scheduled for 10:00 a.m. on March 26, The pre-bid conference will be held in the Leavenworth County Court House basement conference room. Bid specifications can be viewed on the County s website and can be picked up at the Public Works Office located in the lower level of the Leavenworth County Courthouse, 300 Walnut St, Suite 007, Leavenworth, Kansas Any questions, please feel free to contact Trevor Huhn at A copy of the specification is also on file at the office of the County Clerk of Leavenworth, Kansas, and is open for the public inspection. Leavenworth County, Kansas is an equal opportunity employer. Small, minority, disadvantaged or women owned businesses are encouraged to submit bids. The Governing Body, of the County of Leavenworth, Kansas, reserves the right to reject any or all bids, and to waive any non-conformity in any submitted bid. Janet Klasinski, County Clerk Courthouse, 300 Walnut St, Suite 106 Leavenworth, Kansas (913)

2 LEAVENWORTH COUNTY MOWING SPECIFICATIONS March 19, 2014 SECTION #1: GENERAL 1. GROUNDS MAINTENANCE SPECIFICATIONS AND WORK STATEMENT. Leavenworth County, Kansas is requesting bids from qualified firms to provide Lawn Mowing Service for nine (9) County properties. The nine properties to be serviced as part of this contract are described in the next paragraph. The Contractor will plan, schedule and ensure effective performance for all described services. 2. SCOPE OF SERVICE. The total area to be maintained under this contract is nine (9) parcels containing approximately acres. The work covered by these specifications includes furnishing all labor, materials, transportation, and equipment necessary for the accomplishment of grounds maintenance services required at the following locations: Parcel 1 Parcel 2 Parcel 3 Parcel 4 Parcel 5 Parcel 6 Courthouse grounds are the grassy areas from the slope crest of Three- Mile Creek on the north side of Custer St. to north side of Walnut Street and from the East side of 4 th Street to the West side of 3 rd St. Also included in this parcel is the parking lot property on the South side of Walnut known as 315 Walnut. The area to be mowed is approximately 2.00 acres. Justice Center grounds are the grassy area from South side of the Three- Mile Creek bank to Chestnut Street and from the west side of 2 nd Street to the East side of 3 rd Street. The area to be mowed is approximately 2.50 acres. Leavenworth County Health Department grounds are the grassy areas located 500 Eisenhower. The area to be mowed is approximately 1.50 acres. Leavenworth County EMS North station grounds are the grassy areas located at 1050 North 16 th Street. The area to be mowed is approximately 0.75 acres. Leavenworth County Annex (EMS Building) grounds are the grassy areas located at 425 Laming Road in Tonganoxie, Kansas. The area to be mowed is approximately 0.50 acres. 4-H Building ground is the grassy area from west side of the Right-of Way for Kansas State Highway 7 beginning from the corner of 4-H Road and Kansas State Highway 7, then south approximately 400LF, then west approximately 500LF, then north approximately 180LF to the south side of the Convenience Store property line then east approximately 350LF to the southeast corner of the Convenience Store property line, then north 220LF to the south side of the 4-H Road Right-of Way then east approximately 150Lf to the west side of the Right-of Way for Kansas State Highway 7 and the southwest corner of 4-H Road and Kansas State Highway 7, the point of beginning. The area to be mowed is 1

3 LEAVENWORTH COUNTY MOWING SPECIFICATIONS March 19, 2014 approximately 3.20 acres. Note: This property may be removed at a later time and subject to a credit change order. Parcel 7 Parcel 8 Parcel Olive Street, Leavenworth, Kansas is a vacant lot otherwise identified as the east 40LF of lot 5 in the Clark Rees Addition. The area to be mowed is approximately 0.13 acres th Street, Lansing, Kansas is the Leavenworth County Solid Waste Transfer Station. The area to be mowed is approximately 3.71 acres. 301 Walnut Street, Leavenworth, Kansas is a vacant lot. The area to be mowed is approximately 0.13 acres. 3. MOWING OF GRASSY AREAS Equipment shall be appropriate for the area to be mowed. Hand mowers, riding mowers, or tractor-drawn equipment may be used providing that the equipment will present an even and pleasant appearance and not damage the grass surface. Hand mowers, weed whips and edgers shall be used to cut grass adjacent to buildings, sidewalks, utility fixtures, fence lines, under shrubs, trees and flower beds Mowing shall include pick-up of all cans, rocks, bottles, paper, Styrofoam, plastics, trash, tree limbs and other items prior to performing any type of mowing. The contractor shall mow the grass to a height of four (4) inches every time he mows. The contractor shall properly dispose of all debris, including anything created by the contractor. The grassy areas to be mowed can be identified by the Deputy Director of Buildings and Grounds, his Maintenance Supervisor or any of the Buildings and Grounds staff. Additionally, each mowing includes the trimming of all grass along curbs, sidewalks, driveways, walls, fences, guy wires, poles, tree trunks, foundations, dumpster pads, fire hydrants, or any object within the landscaped areas. After all mowing has been completed the sidewalks and parking areas shall be swept clean of all grass clippings and debris removed Mowing at the Solid Waste Transfer Station shall be coordinated with the Director of Solid Waste or with the Deputy Director of Buildings and Grounds. The coordination will allow the Solid Waste staff time to remove any trash from the grassy areas. If the contractor does not coordinate the mowing in advance any trash shredded by his mowing activities shall be picked and disposed of by prior to leaving the site. Mowing will only be allowed during the Transfer Station business hours of 08:00 to 16:00 M-F or 08:00 to 14:00 on Saturdays. Mowing will not be allowed at any other time. The contractor shall also be responsible for keeping the weeds and grass to four inches or less on the berms delineating the grassy area directly east of Building B and the area near to the main gate. 4. FREQUENCY OF MOWING. Mowing shall be on a weekly basis unless directed otherwise by the Deputy Director of Buildings and Grounds, his Maintenance Supervisor or other key Buildings and Grounds staff. The initial mowing shall be when the 2

4 LEAVENWORTH COUNTY MOWING SPECIFICATIONS March 19, 2014 Courthouse grass is at a height of no more than four (4) inches. Grass clippings from each mowing will be left in place except for the sidewalks and parking areas as identified above in paragraph 2.2. Those clippings are to be mechanically removed and the surface left free of debris. 6. INVOICING. The Contractor shall invoice no later than the third Monday of each month for the services performed during the previous month. Submit invoice to the Public Works Department, 300 Walnut Street Suite 007 Leavenworth, Kansas to the attention of Stephanie Cobb. In the event that the contractor does not comply with paragraph 3.2 above the County shall deduct 10% from each invoice. 7. EMPLOYEES OF THE CONTRACTOR. Employees of the Contractor assigned to perform this contract shall be subject to dismissal from the premises upon determination by the Deputy Director of Buildings and Grounds that such action is in the best interest of the County. Employees of the contractor are subject to employment eligibility verification, see attached form. 8. LOST AND FOUND ARTICLES. The Contractor shall ensure that all articles of personal property found on the properties, by their employees, while performing duties under this contract are turned into the Front Lobby Security at Leavenworth Justice Center. 9. INTERFERENCE WITH BUSINESS. The Contractor shall schedule his work in coordination with the County so as to cause a minimum interference with business of the County. 10. INSPECTION AND ACCEPTANCE. The performance of grounds maintenance work required here under shall be inspected at any and may be accepted by the Deputy Director of Buildings and Grounds or his agent at the time of the mowing. The Contractor, or his supervisor(s), may accompany Deputy Director of Buildings and Grounds during the inspections at any or all times. The Contractor shall immediately correct any and all deficiencies noted at the time of the inspection. The Contractor shall contact the Deputy Director of Buildings and Grounds for any unresolved issues between themselves and any Building and Grounds agent, within three (3) days of the identified disagreement. 11. ACCIDENT PREVENTION AND SAFETY REQUIREMENTS. The Contractor shall comply with all pertinent provisions of the Occupational Safety & Health Act (OSHA) requirements as may be amended. The Contractor shall take or cause to be taken such additional measures as the Deputy Director of Buildings and Grounds or his agent may determine to be reasonably necessary for the purpose of safety. 12. FIRE PROTECTION AND PREVENTION. The Contractor shall not store any equipment or combustible supplies on County property. Contractors will not mix, store, or dispose of pesticides or pesticide containers on County property. Contractor s vehicles shall contain equipment/materials necessary to clean up pesticide or combustible material spills. 3

5 LEAVENWORTH COUNTY MOWING SPECIFICATIONS March 19, TERM S OF CONTRACT. Contract shall begin from date of the Notice to Proceed letter thru November 30, 2014 or the first killing frost, which ever comes first, with the option in favor of the county to extend the contract for up to two additional one-year terms. The contract is subject to termination for the convenience of the County upon 30 days prior written notice to contractor and at anytime for cause. 14. POINTS OF CONTACT. The Deputy Director of Buildings and Grounds and Maintenance Supervisor are as followed: a) Trevor Huhn at Leavenworth County Courthouse Public Works Department, 300 Walnut Suite 007, Office phone: b) Nick Herken at Leavenworth County Courthouse 300 Walnut Leavenworth, KS 66048, Office Phone: TERMINATION: Subject to the provisions below, any contact derived from this Request for Proposal may be terminated by either party upon thirty (30) days advance written notice to the other party. 16. HOLD HARMLESS: The contractor agrees to protect, defend, indemnify and hold the County Commission, its officers, employees, and agents free and harmless from and against any and all claims, of every kind and character in connection with or arising directly or indirectly out of the error, omission or negligent act of the contractor. 17. ANTI-DISCRIMINATION CLAUSE: No respondent to this request shall in any way, directly or indirectly, discriminate against any person because of age, race, color, handicap, sex, national origin, or religious creed. 18. INSURANCE: Proof of insurance shall be submitted with bid form. The contractor shall be required to maintain and carry in force for the duration of the contract, insurance coverage of the type and minimum liability limits as set forth below: A claim made policy not less than $1,000, per occurrence and as an annual aggregate The Contractor shall maintain the full limit of coverage as stated above for one year after substantial completion of any project resulting from this request for proposals. 19. COMPREHENSIVE GENERAL LIABILITY A claim made policy in an amount not less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damages. Policy will include: Premises and Operations Broad Form Contractual Personal Injury with employee exclusion deleted 4

6 LEAVENWORTH COUNTY MOWING SPECIFICATIONS March 19, 2014 Products/Completed Operations Broad Form Property Damage Independent Contractors Operation of Motor Vehicles 19.2 WORKER S COMPENSATION AND EMPLOYER S LIABILITY Contractor shall at all times maintain, and be responsible for Workman's Compensation insurance for all employees of Contractor. Before entering into a contract, the successful respondent shall furnish to the County Clerk a Certificate of Insurance verifying such coverage and identifying the County Commission, County of Leavenworth, Kansas, its officers, commissions, agents and employees as additional insured as pertains to the contract. This inclusion shall not make the County a partner or joint venture with the contractor in its operations hereunder. The certificate holder on the Certificate shall be as follows: Board of County Commissioners Leavenworth, Kansas C/O County Clerk Courthouse 300 Walnut St Suite 106 Prior to any material change or cancellation, the County Commission, County of Leavenworth, Kansas, its officers, commissions, agents and employees will be given thirty (30) days advanced written notice by registered mail to the stated address of the certificate holder. Further, the County Commission, of Leavenworth, Kansas, its officers, commissions, agents and employees will be immediately notified of any reduction or possible reduction in aggregate limits of any such policy. 20. Immigration Law Compliance: Leavenworth County is committed to employing only United States citizens or those who have valid permits to work in the United States. Leavenworth County does not unlawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, all contractors and their employees must complete the Certification Regarding Immigration Reform & Control. 21. Submittal Requirements: The contractor shall submit a signed bid form, Certification Regarding Immigration Reform & Control, and proof of insurance in a sealed envelope titled 2014 Mowing Contract. The sealed bids are due to Ms. Janet Klasinski, Leavenworth County Clerk, 300 Walnut Street, Suite 106, Leavenworth, Kansas by 10:30 a.m. on Tuesday April 1, There will be a pre-bid conference held at the Leavenworth County Court House basement conference room on Wednesday March 26, 2014 beginning at 10:00 a.m. 5

7 Leavenworth County Public Works Department 300 walnut Street, Suite 7 Leavenworth, Kansas Bid Form Parcel #1 - Courthouse and Grounds, (approximately 2.0 acres) $ 300 Walnut Street, Leavenworth, Kansas Cost Per Mowing Parcel #2 - Justice Center and Grounds, (approximately 2.5 acres) $ 601 S. 3 rd Street, Leavenworth, Kansas Cost Per Mowing Parcel #3 - Health Department, (approximately 1.5 acres) $ 500 Eisenhower Street, Leavenworth, Kansas Cost Per Mowing Parcel #4 - County EMS Station, (approximately 0.75 acres) $ 1050 N. 16 th Street. Leavenworth, Kansas - Cost Per Mowing Parcel #5 - County Annex and Grounds, (approximately 0.50 acres) $ 425 Laming Road, Tonganoxie, Kansas Cost Per Mowing Parcel #6-4-H Building and grounds, (approximately 3.2 acres) $ H Road, Lansing, Kansas Cost Per Mowing Parcel #7-321 Olive Street, (approximately 0.13 acres) Cost Per $ Mowing Parcel #8 LVCO Solid Waste Transfer Station, (approximately 3.71 $ Acres) - Cost Per Mowing Parcel #9 301 Walnut Street, (approximately 0.15 Acres) - Cost $ Per Mowing Total Cost Per Mowing $ Leavenworth County may consider a mult-year contract for the mowing contract. Please provide any proposed rate increases by year: 2015 % 2016 % Your Company Name: Your Company Address: Date: The Leavenworth Board of County Commissioners reserve the right to reject any and all bids and to waive any nonconformity in any submitted bid. The BOCC may accept any bid they fell is in the best interest of Leavenworth County

8 CERTIFICATION REGARDING IMMIGRATION REFORM & CONTROL All contractors are expected to comply with the Immigration and Reform Control Act of 1986 (IRCA), as may be amended from time to time. This Act, with certain limitations, requires the verification of the employment status of all individuals who were hired on or after November 6, 1986, by the Contractor as well as any subcontractor or sub-subcontractor. The usual method of verification is through the Employment Verification (I-9) Form. With the submission of this bid, the Contractor hereby certifies without exception that the contractor has complied with all federal and state laws relating to immigration and reform. Any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and, at the County s opinion, may subject the contract to termination and any applicable damages. Contractor certifies that, should it be awarded a contract by the County, Contractor will comply with all applicable federal and state laws standards, orders and regulation affecting a person s participation and eligibility in any program or activity undertaken by the Contractor pursuant to this contract. Contractor further certifies that it will remain in compliance throughout the term of the contract. At the County s request, Contractor is expected to produce to the County any documentation or other such evidence to verify Contractor s compliance with any provision, duty, certification, or the like under the contract. Contractor agrees to include this Certification in contracts between itself and any subcontractors in connection with the service under this contract. Signature, Title of Contractor Date 1

9 0.568 Acres 0.16 Acres 1.20 Acres 0.32 Acres 0.12 Acres 0.14 Acres 0.05 Acres Date: 03/12/2008 Leavenworth County Courthouse 300 Walnut Leavenworth, KS Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates Total Acres: however, it is not intended for legal puposes. Accuracy can not be guaranteed.

10 0.960 Acres Acres Acres Acres Date: 02/28/2014 Justice Center 601 South 3rd Leavenworth, KS Total Acres: 2.43 Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates however, it is not intended for legal puposes. Accuracy can not be guaranteed.

11 Construction Site.46 Acres 1.49 Acres Date: 03/12/2008 Leavenworth County Health Department 500 Eisenhower Rd Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates Total Acres: 1.95 however, it is not intended for legal puposes. Accuracy can not be guaranteed.

12 1.126 Acres Date: 03/12/2008 EMS Station 1050 N 16th Leavenworth, Kansas Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates Acres however, it is not intended for legal puposes. Accuracy can not be guaranteed.

13 0.131 Acres Acres Date: 03/12/2008 Leavenworth County Annex 425 Laming Rd Tonganoxie, KS Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates Total Acres: 0.53 however, it is not intended for legal puposes. Accuracy can not be guaranteed.

14 3.2 Acres Date: 03/12/2008 4H Building 104 4H Road Drawn By: T. URBAN Title: Disclaimer: Map is Projected in Real World Coordinates legend however, it is not intended for legal puposes. Accuracy can not be guaranteed.

15 OLIVE Acres 4th St SPRUCE Date: Olive Street Leavenworth Kansas Drawn By: T. URBAN Title: legend leavenworth city streets Disclaimer: Map is Projected in Real World Coordinates Parcel_2_9_11 however, it is not intended for legal puposes. Accuracy can not be guaranteed.

16 Map Prepared By Tim Urban Date: 01/07/2010 SOLID WASTE TRANSFER STATION th St. Lansing, KS 3.71 ACRES Disclaimer: Map is Projected in Real World Coordinates however, it is not intended for legal puposes. Accuracy can not be guaranteed. legend Mowing Boundries

17 WALNUT 0.24 Acres 3rd St MARKET 301 Walnut Date: 03/06/2013 Map Prepared By Total Acres: 0.24 Tim Urban