Procurement / Bids / RFPs Asset Risk Manager Services IFB: Lawn/Tree Pest Control Services Section 3 Registry Unit Turnaround/Flip and Cleaning Services

IFB: Lawn/Tree

Invitation For Bid
Landscaping Services to Include Trees and Shrubbery
Invitation Closing Date and Time
11:00 AM December 6, 2024

The Arcadia Housing Authority conducts its procurement activities in accordance with 24CFR, part 85, applicable federal and state regulations, and the AHA procurement policy. These documents are available for review at the Arcadia Housing Authority office located at 7 Booker T. Washington Road, Arcadia, FL. 34266.

Invitation for Proposal (IFP #22-002)
Landscape Services

Sealed proposals for landscape services will be received by the executive director of the Arcadia Housing Authority until 4:00 PM E.D.T. on December 6, 2024. All proposals will be publicly opened and read aloud at the Arcadia Housing Authority office conference room located AT 7 Booker T. Washington Road, Arcadia, FL 34266 on December 6, 2024, at 11:05 AM. Interested parties may obtain service specifications and contract requirements for this solicitation beginning November 4, 2024 to December 6, 2024 by contacting the AHA by written request at the above referenced address, by telephone request; 863.494.4343 OR by email request; director@housingarcadia.com.

All proposals shall be conspicuously marked, "Landscape Service Proposal", on the outside of the sealed envelope. The AHA may reject any proposal not conforming to Proposal Specifications and Contract Requirements and select the proposal that is determined in the best interest of the AHA.

Address' as follows for Lawn Care, Tree and Shrubbery Maintenance:

Booker T Washington Road

4 BTW
5 BTW
6 BTW
7 BTW
8 BTW
11 BTW
12 BTW
13 BTW
14 BTW
15 BTW
16 BTW
17 BTW
18 BTW
19 BTW
20 BTW
21 BTW
22 BTW
23 BTW
24 BTW
25 BTW
26 BTW
27 BTW
28 BTW
30 BTW
31 BTW
32 BTW
33 BTW
34 BTW
36 BTW
37 BTW
38 BTW
39 BTW
40 BTW
42 BTW

15 Oak Trees
11 Crepe Myrtle Trees
10 Palm Trees - Admin Bldg
9 Palm Trees - Maint Bldg
47 Palm Trees
Retention Pond (#2 Office) - clear fence line - should not have any grass, weeds or growth taller than 12 inches
Mulch - Admin/Maint Building (average of 11 loads of mulch)

Harris Road

3 Harris Road
5 Harris Road
107 Harris Road
109 Harris Road
111 Harris Road
211 Harris Road
213 Harris Road
323 Harris Road
402 Harris Road
403 Harris Road
404 Harris Road
405 Harris Road
406 Harris Road
407 Harris Road
408 Harris Road
409 Harris Road
411 Harris Road
413 Harris Road
502 Harris Road
503 Harris Road
504 Harris Road
506 Harris Road
508 Harris Road

14 Crepe Myrtle Trees
11 Palm Trees

S Orange Ave

613 S. Orange
617 S. Orange
619 S. Orange
706 S. Orange

3 Oak Trees
2 Palm Trees
Clear perimeter fence line
7 Crepe Myrtle Trees

S Dade

612 S. Dade
614 S. Dade
616 S. Dade
618 S. Dade
620 S. Dade
622 S. Dade
624 S. Dade
626 S. Dade
628 S Dade
630 S Dade

Multiple Pine Trees - side of building
Multiple Oak Trees - near parking lot - prevent over hanging
Clear perimeter fence lines

N 10th Ave

302 10th Avenue
304 10th Avenue
306 10th Avenue
308 10th Avenue
310 10th Avenue
312 10th Avenue
314 10th Avenue
316 10th Avenue

1 Oak Trees
2 Palm Trees

N11th Ave

305 11th Avenue
307 11th Avenue
309 11th Avenue
311 11th Avenue
313 11th Avenue
315 11th Avenue
317 11th Avenue
319 11th Avenue
321 11th Avenue

6 Palm Trees

NE Hickory

1107 NE Hickory St.
1109 NE Hickory St.
1111 NE Hickory St.

Friendship Ct.

203 Friendship Ct.
207 Friendship Ct.
209 Friendship Ct.
213 Friendship Ct.
215 Friendship Ct.
217 Friendship Ct.
219 Friendship Ct.

4 Crepe Myrtle Trees
Retention Pond - (#3) clear fence line - should not have any grass, weeds or growth taller than 12 inches

Harmony Dr. (cross School St)

101 Harmony Dr.
103 Harmony Dr.
105 Harmony Dr.
107 Harmony Dr.
109 Harmony Dr.
111 Harmony Dr.

7 Palm Trees
3 Crepe Myrtle Trees

Pleasant Circle

1637 Pleasant Cr.
1638 Pleasant Cr.
1639 Pleasant Cr.
1640 Pleasant Cr.
1642 Pleasant Cr.
1644 Pleasant Cr.
1646 Pleasant Cr.
1648 Pleasant Cr.
1649 Pleasant Cr.
1650 Pleasant Cr.
1652 Pleasant Cr.
1654 Pleasant Cr.
1656 Pleasant Cr.
1658 Pleasant Cr.
1659 Pleasant Cr.
1660 Pleasant Cr.
1661 Pleasant Cr.
1662 Pleasant Cr.
1664 Pleasant Cr.
1665 Pleasant Cr.
1666 Pleasant Cr.
1668 Pleasant Cr.
1671 Pleasant Cr.
1675 Pleasant Cr.
1679 Pleasant Cr.
1680 Pleasant Cr.
1681 Pleasant Cr.

47 Palm Trees
33 Crepe Myrtle Trees
Retention Pond - (#1) clear fence line - should not have any grass, weeds or growth taller than 12 inches

Definitions:

Lawn Maintenance Includes:

Mowing as follows:
- January, February & March mowing once a month,
- April thru and including September mowing once a week,
- October, November and December mowing twice a month.
Mowing of all properties up to the fence or property line.
Moving all items necessary to mow (examples lawn furniture, small limbs etc.).
Weed eating around all areas a mower can't reach (buildings, fences, bushes, trees, playground equipment etc.).
Blowing lawn debris off sidewalks, street, porches and driveways after each mowing and weed eating.
Edging sidewalks, driveways, street weeds at the curb and curb areas as needed but not less than once per month.
Apply weed killer along fences, cracks in the sidewalk, curbing and street as needed.
Service is to be completed in no more than 3 days per week, weather permitting.
Mulch - Admin & Maint. building - minimum once per year.

Pesticide:

Any substance or mixture or substances intended for preventing weeds.

Use of Pesticides

All pesticides shall be procured, processed, handled, and applied in strict accordance with the manufacturer's label which shall be registered with the Environmental Protection Agency (EPA) and applicable state Lead Agency for enforcement of the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA).

Chemical List

A list of all the chemical insecticides that you propose to use, as well as a chemical that can be used in certain units where the tenant has a known respiratory problem shall be provided. Material Safety Data Sheets (MSDS) will be provided for all chemicals used. Include the percentage strength of each major active ingredient.

Note:

All Palm trees need to have a hurricane cut prior to the hurricane season and maintained as needed.
All crepe myrtle trees need to be trimmed at the end of the winter season and prior to the summer season.
All Oak trees need to be maintained with a canopy style shape.

Specifications And Contract Requirements:

Contractor Identification
Contractor personnel must be recognizable while on authority property. This shall be accomplished by wearing distinctive clothing bearing the contractor's trade name in a prominent place on the outer garment. The Contractor shall determine the type of clothing and identification to be worn and shall provide them at his own expense for all Contractor personnel employed under this contract.

Pre-Performance Conference
A pre-performance conference shall be conducted. Prior to commencing work, the Contractor shall meet with the Executive Director, or designated representative (Asset Risk Manager) to discuss and develop mutual understandings relative to scheduling and administration of work. At this conference the Contractor should be prepared to propose a mowing schedule.

Insurance

The Contractor must provide a copy of liability & workers comp insurance for file, renewal copies must be resubmitted in a timely fashion. Liability coverage of at least $1,000,000.00.

Inspection

Each phase of the services rendered is subject to Housing Authority inspection or designee during the Contractor's operations and/or after the completion of the task. Any defect or unaccomplished work shall be immediately brought to the attention of the Contractor. The Contractor shall meet with the Housing Authority's representative to discuss the work in question without delay. Work determined unsatisfactory after the discussion or the Contractor's failure to discuss the work in question shall be cause for termination, or adjustment in contract price based on the Housing Authority estimate of work not performed utilizing the contract unit price(s).

Contact Number
The Contractor shall notify the Housing Authority in writing of the mailing address and telephone number on contract start date and immediately thereafter in the event of change.

General Information:

References
The Contractor shall provide the names, addresses, telephone numbers and point of contact person of at least (3) three current clients. Service provided to these clients should be similar in scope, i.e., large number of units, multiple locations, etc., to the requirements of this contract.

Subcontracting
Subcontracting of services is not allowed.

Contract Commencement/Duration
All proposals should be for a one-year (1) contract commencing on January 1, 2025, and running through Dec 31, 2025. Based on the mutual concurrence of both parties and satisfactory performance, the contract may be extended for additional one (1) year periods up to a total of three (3) years, i.e. 2026 & 2027. Following any continuous 3-year service period, the contract will be sent out to re-bid.

Termination
At any time during the course of said contract, the Arcadia Housing Authority may terminate the contract within a thirty-day notice at its discretion.

Proposal Rejection
Any proposer may be rejected if investigations conclude that the contractor is unqualified to perform contractual duties. Investigation may include, but not limited to, contact with the Better Business Bureau, the number of recent complaints, and length of time in business, personnel experience, criminal history, check of references and determination of existing or previous contracts of comparable size and scope.

Expiration
The awarded agent will, in writing, notify the Housing Authority (60) sixty calendar days prior to the expiration of this contract.

Cost
Cost per unit, as well as a lump sum cost for the entire program, based on a (12) twelve-month program.

Proposal Form
The contractor must utilize our proposal form for tabulation. Also, a copy of this package, with the contractor's initials at the top right of each page, must be returned with the proposal. To contact Becky-Sue Mercer for the Proposal Form, please click here.

Proposal
Any questions concerning this proposal should be directed to the Executive Director at 863.494.4343 or by email at director@housingarcadia.com.

The Arcadia Housing Authority reserves the right to reject any and all proposals and waive any informality or discrepancy in any proposals or, to accept any item in the proposal. In the event of mathematical error in the extension of prices in the proposal, the unit prices will govern. The authority reserves the right to award by item or in its entirety, whenever such an award or rejection is in the best interest of the authority.

Contractor has read the foregoing in its entirety and understands all of its terms and conditions. Also, the person signing on behalf of the contractor warrants to the Arcadia Housing Authority that he has the authority and power to execute this agreement on behalf of the contractor and after the execution hereof, the contractor is bound by all of the terms and conditions herein. This agreement shall not be binding on the contractor until after a pre-performance conference and execution by the director of support management of the Arcadia Housing Authority.

The Arcadia Housing Authority conducts its procurement activities in accordance with 24CFR, part 85, applicable federal and state regulations, and the Arcadia Housing Authority procurement policy. These documents are available for review at the Arcadia Housing Authority office located at 7 Booker T Washington Road, Arcadia, FL 34266.

Respectfully,
Becky-Sue Mercer
Executive Director, Arcadia Housing Authority

To contact Becky-Sue Mercer for the Proposal Form, please click here.