ADDENDUM NO. 1 REQUEST FOR PROPOSAL FOR LAWN MAINTENANCE SERVICE BY THE JACKSON MUNICIPAL AIRPORT AUTHORITY PROJECT # DATED JULY 15, 2015

Size: px

Start display at page:

Download "ADDENDUM NO. 1 REQUEST FOR PROPOSAL FOR LAWN MAINTENANCE SERVICE BY THE JACKSON MUNICIPAL AIRPORT AUTHORITY PROJECT # DATED JULY 15, 2015"

Shanna Thornton
6 years ago
Views:

1 ADDENDUM NO. 1 REQUEST FOR PROPOSAL FOR LAWN MAINTENANCE SERVICE BY THE JACKSON MUNICIPAL AIRPORT AUTHORITY PROJECT # DATED JULY 15, 2015 This Addendum No. 1 ("Addendum") to the Request for Proposals ( RFP ) issued by the Jackson Municipal Airport Authority ("JMAA") f o r the purpose of lawn maintenance at the Jackson-Medgar Wiley Evers International Airport is issued as of this, the 1 2 th day of August, A. Defined Terms. Capitalized terms used but not defined in this Addendum have the respective meanings given in the RFI. B. Responses to Questions Received. The following are questions received from Respondents prior to the Deadline for Questions, and JMAA s responses. 1. Question: Will employee s hourly wage be determined by Department of Labor under the Davis-Bacon Act? Response: No federal funds will be expended for this project, therefore the Davis-Bacon Act will not come into play. 2. Question: Are the Contractors allowed to purchase fuel from the Field Base Operations ( FBO ) (General Aviation Company)? Response: Any arrangement made with the FBO is between them and the Contractor. You are welcome to contact the General Manager of Atlantic Aviation, Mitch Martin, to discuss arrangements. He does advise, however, that you will pay approximately $1.50 more per gallon than if purchased at a gas station. 3. Question: Is a Certificate of Responsibility ( COR ) required for this project? Response: Verification was made with the MS Board of Contractors that if more than 50% of the work to be performed is for cutting grass, a COR is not required. JMAA staff anticipates approximately 75% of the work will be for cutting of grass. C. Clarification on Seasonal Color plants in 1.9, Scope of Work. This is flowers, not shrubs or bushes D. The minutes taken during the mandatory Pre-Submittal Conference on August 4, 2015 are included at. Page 1 of 3

2 E. A map is included showing revised parameters as Exhibit B. F. As per Part II, General Requirements for Proposal, Number 9, Acknowledgment of Addenda of the RFP issued July 15, 2015 for Lawn Maintenance, each Respondent must acknowledge receipt of any Addendum to this RFP. Respondent shall do this by including with its Response a properly executed Acknowledgment of Receipt of Addendum in the form that accompanies such Addendum, if any. JACKSON MUNICIPAL AIRPORT AUTHORITY Date: _ Karen B. Hatten, Procurement Specialist Page 2 of 3

3 Acknowledgment of Receipt of Addendum Addendum #1 Issue Date: July 24, 2015 INFORMATION AND STATEMENTS OF QUALIFICATIONS BY THE JACKSON MUNICIPAL AIRPORT AUTHORITY FOR THE PURPOSE OF COLLECTING PRODUCT AND SERVICE INFORMATION ON PARKING ACCESS AND REVENUE CONTROL SYSTEMS PROJECT # DATED JULY 1, 2015 By signing this document, I, acknowledge the receipt of the above mentioned addendum and that it shall be included with the proposal submitted for consideration for the above mentioned proposal. Name of Firm Signature Date Page 3 of 3

4 EXHIBIT A REQUEST FOR PROPOSALS FOR LAWN MAINTENANCE SYSTEMS PROJECT # PRE-SUBMITTAL CONFERENCE AUGUST 4, 2015 MEETING MINUTES The Jackson Municipal Airport Authority ( JMAA ) held a mandatory pre-submittal Conference on August 4, 2015 at 9:00 am. There was a sign in roster provided for attendees. The sign in roster will serve as the official record of attendance for the Pre-Submittal Conference. (Roster included in these minutes) 1. Introduction a. Garry Montgomery, Maintenance Manager for JMAA, welcomed the attendees. Introductions were made for all in attendance. b. Karen Hatten is the official contact for any questions in reference to this project subsequent to this meeting. c. JMAA is a seeking a contractor to maintain the grounds at the Jackson-Medgar Wiley Evers International Airport ( JAN ) from the front of the terminal to the entrance of International Drive. There is approximately 75 acres included in the project. 2. Project Information and Instructions to Respondents Presented by Garry Montgomery a. Key points in the Request for Proposals ( RFP ): i. The contact for the RFP is Karen Hatten. All questions outside of this meeting must be in writing to Karen Hatten. ii. The deadline for submitting Proposals is August 19, 2015 at 3:00 pm central time. No Proposals will be received after the deadline. iii. The Proposals will be rated per the criteria stated in the RFP and not the low price. iv. The deadline for questions is August 7, 2015 at 3:00 pm central time. v. References should be for services of similar size and scope of work. Page 1 of 7

5 b. Scope of Work. i. There is approximately 75 acres included wooded areas and cap ends. ii. The areas will be maintained in a professional manner. iii. The contractor will provide all labor, materials, and equipment required to perform the Services. iv. All Services are to be provided during daylight hours Monday through Friday. Servicing on Saturday may be preapproved should inclement weather interfere with the weekday schedule. v. The contractor is expected to use only commercial grade equipment. vi. Weeds are to be removed chemically or manually in all landscaped areas and parking lots. vii. The contractor is to trim all areas that can t be reached by lawn mowers. c. Schedule of Services: i. The contractor is expected to perform spring mulching. JMAA will perform fall mulching ii. The contractor is expected to blow off hard surfaces including the East, West, and open parking area south of the garage. iii. While the parking garage is shown in the map, no work is to be performed in the garage. iv. Trash and debris removal is expected prior to mowing to avoid the scattering of shredded paper. v. The contractor is expected to replace, at their own expense, any broken glass caused by flying debris while mowing or edging. 3. Disadvantaged Business Enterprise ( DBE ) Participation a. Jack Thomas, Director of Disadvantaged Business Enterprises and Community Development for JMAA, spoke about JMAA s DBE Program. The goal for DBE participation on this project is 10%. Firms must be certified by JMAA and/or the Mississippi Department of Transportation ( MDOT ), the City of Jackson, the Small Business Administration ( SBA ) 8(a), or the Mississippi Development Authority ( MDA ) in order to be counted towards the JMAA DBE program goals for this contract. You can find the listings of firms certified by JMAA/MDOT, the City of Jackson or SBA on JMAA s website at MDA has a searchable database for eligible DBE firms on their website. Page 2 of 7

6 b. Submission Requirements. JMAA is requesting each Respondent to submit the following items with their Proposal: i. DBE Utilization Plan. The Respondent should list each DBE firm scheduled to be utilized on the contract on the DBE Utilization Plan. ii. Good Faith Effort Certification- If the Respondent is unable to meet the contract goal of 10%, their efforts to meet the contract goal must be documented on this form. On this form you identify the firm contacted, the date of contact, method of contact, and why this firm will not be included in the Proposal. iii. The Notice of Intent to Perform is required to be signed by the Prime Contractor and the DBE participants that will be included in the Proposal. This form is to verify that the DBE participants will, in fact, be utilized in performing the contract. iv. The Participation Compliance Report is to list DBE participation in previous contracts over the past 5 years. c. Criteria. It is important to JMAA that each Respondent make an honest effort in meeting the goals set forth in this Proposal. Each Respondent can receive up to 20 points during the evaluation of Proposals based on the level and quality of DBE participation. Twenty 20 points will be awarded for outstanding DBE participation. In a close competition DBE participation could be the determining factor in the selection of one firm over another with other factors being equal. As mentioned earlier by Garry Montgomery, JMAA is seeking the best firm to provide the Services. Part of that definition of best is DBE participation. 4. Review of Maps. a. Garry Montgomery reviewed the perimeter of the property to be maintained in the contract. 5. Criteria for Selection. a. Garry Montgomery reviewed the criteria in the RFP. Additional information shared was that JMAA will verify references. 6. Security and the Requirement for Badging. a. Tonya Coakley, Access Control Specialist, spoke on the requirements for badging. The work to be performed is a public area, so there will be no criminal background checks. There will, however, be a security threat assessment on each employee, which is an Page 3 of 7

7 immigration check. The selected firm will designate an authorized person to sign the Identification Badge Request form for each employee requesting verification for a badge. The employee is required to produce two (2) original forms of identification along with the form signed by the authorized person. Each employee is required to wear their identification badge in plain view at all times while performing the Services. The Transportation Security Administration ( TSA ) performs random inspections and will approach contractors and employees to verify they are wearing their badges. If no identification can be shown to a TSA Agent, that person will be asked to leave the premises and the contractor can be fined. Be sure each employee can provide the proper means of identification and pass the immigration check. 7. High Visibility Clothing. a. Every employee, including those of a contractor, must wear high visibility clothing or vests for safety. 8. Questions a. The floor was opened to the attendees for questions and answers. i. Question: Is there a length of a contract? Response: It is an annual contract with an option to renew for three (3) years. ii. Question: Do you provide an area to store equipment or do we need to take it with us? Response: JMAA does not have a secure area available for storage of equipment, therefore you would need to take it with you. Space could possibly be provided if you had a trailer with a lock. iii. Question: What about in terms of material storage, such as large quantities of fertilizer? Response: There will be no available storage place for materials. iv. Question: What areas are to be fertilized? Response: All areas that are mowed. Page 4 of 7

8 v. Question: Will an area be provided for the disposal of dead tree/branches or will that need to be hauled off? Response: JMAA does have an area where fallen branches/limbs can be dumped. There is a roadway between International Drive and the cemetery on Old Brandon Road. JMAA staff will remove dead trees during the fall when mowing slows down. vi. Question: What is the turnaround time on payment of invoices? Response: We are allowed 45 days to make payment, but if the invoice is received at the first of the month, typically by the 7 th or 8 th day, the invoice will be paid at the end of that month. The dates vary each month, but if an invoice is received in the middle of the month it will be the end of the next month before payment is made. vii. Question: In the 75 acres scope, is hard surface as well as curb surface included? Response: The 75 acres is the total area, including parking areas. The 75 acres is an estimate. Anyone is welcome to wheel it off if they want a more accurate measurement. viii. Question: Can the wooded areas be maintained with a bush hog? Response: Yes ix. Question: On the commercial lawn fertilizer application between February 1 and February 28, I m not accustomed to fertilizing dormant grass. Is there a reason for fertilizing at this time? Response: You are the experts, so if you feel it should be at a different time, say March, we can adjust that time. x. Question: Is the pre-emergent herbicide on the lawn areas only? Response: Yes xi. Question: Where is the post-emergent herbicide to be applied? Response: The lawn areas, parking lots, sidewalks, and anywhere else weeds tend to grow between cracks. xii. Question: Requiring continuous post-emergent herbicide is really broad. Are you wanting a turf field where we are continuously spraying? Page 5 of 7

9 Response: Mowing weekly should take care of the lawn weeds. The areas to be continuously maintained would be the areas not cut down weekly. xiii. Question: Are we responsible for providing or just maintaining the seasonal colored plants? Response: The Contractor is responsible for providing and maintaining the seasonal colored plants for the landscaped beds. xiv. Question: Do you have an irrigation system? Response: Yes. It is inoperable at the moment because the water tower is down for maintenance and the pressure is focused on the terminal. xv. Question: Who is responsible for maintaining the landscaped beds if no irrigation causes deterioration of the plants? Response: Everything around the terminal and the teardrop has irrigation, but the FAA building does not have irrigation. The monument sign does have irrigation, but it is on a remote and that system is currently down. We haven t had a lot of die off because most of the plants are established, but if the weather continues with this heat we may lose some. As far as responsibility of die off plants, I d say give us a price and we can most likely work something out. Since we don t know how many we ll lose, a cost can t be determined at this time. But, if you or your staff run over one, JMAA expects you to replace it at your own expense. The sprinkler heads are all located primarily in the landscaped areas and the lawn areas around the garage. They run at night and have moisture sensors. xvi. Question: Are you expecting an initial cleanup to bring the area up to the quality you expect or will the contractor be allowed to work at it as they go? Response: There will be no additional fees provided for an initial cleanup. As fall approaches and less mowing is required, more focus can be placed on cleaning up these areas. That said, JMAA does not expect this Service to be performed overnight. It would be expected that these areas be up to speed by spring. xvii. Question: When are you anticipating the start of this contract? Response: The next couple of months. xviii. Question: You are saying year around, but only 35 times on a weekly basis, which is not a year. Do you actually mean 52 times? Page 6 of 7

10 Response: Some things are continuously, such as weed control in landscaped areas and parking lots. Other areas such as mowing JMAA is estimating 35 times throughout the year. xix. Question: The RFP requests some services only to be performed once a year. Does this one time fulfill the requirement for that year? Response: Yes. JMAA staff can perform any additional needs that may arise throughout the year. xx. Question: Do we need to specify hardwood or pine straw mulch? Response: The RFP asks for unit prices on both items. xxi. Question: Is the parking garage the only area requiring hardwood mulch? Response: Yes, all other areas are pine straw mulch. But if we choose to change that during the duration of the contract, you will have provided a unit cost to include installation. xxii. Question: Is there a strip of lawn to be maintained on the hanger side of the road? (This is in reference to South Hanger Road) Response: Yes, there are a couple of offsets per the map that will need mowing. There is also a strip of lawn on the west side Freight Way Drive about 4 to 5 feet in width between the hangers in the area that s between the fence and the road. There are also a couple of other offsets that will need to be mowed as well. An updated map will be included in the Addendum. 9. Site Visit a. A site visit of the areas were conducted. The participants were asked to submit in writing to Karen Hatten any questions they may want to ask during this visit. We had approximately 15 participants. Garry Montgomery and Gary O Quin, Airfield Maintenance Supervisor, walked the group to the Lower level and showed them the areas where the seasonal color would be planted. We left there and walked through the garage to the South lot. Garry Montgomery informed the group they could take as much time as they needed and they could come back on their own and drive around the property if they wanted to take another look at it before submitting their RFP. Page 7 of 7

11 b. The site visit was concluded and the group dismissed. Page 8 of 7

12 EXHIBIT B Exhibit B Page 1 of 1

Pennsylvania Department of Transportation District 8-0 Rest Area Site G Specifications for Landscaping and Lawn Maintenance

Revised 2/15 Pennsylvania Department of Transportation District 8-0 Rest Area Site G Specifications for Landscaping and Lawn Maintenance 1. DESCRIPTION The contractor shall furnish all equipment, personnel