POLICE DEPARTMENT. Bid Package SITE MAINTENANCE

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1 Town of Middlebury, Vermont POLICE DEPARTMENT Bid Package SITE MAINTENANCE July 1, June 30, 2019

2 Town of Middlebury, Vermont Police Department Site Maintenance Bid July 1, June 30, 2019 Invitation to Bid Sealed competitive bids for site maintenance at the police station at 1 Lucius Shaw Lane, Middlebury to include mowing, weed control, garden maintenance, and snow plowing. Information for Bidders and Bid Forms can be obtained without charge at the Police Station at 1 Lucius Shaw Lane, Middlebury, VT 05753, or can be accessed on the Police Department and Town webpages at or Contractors wishing to schedule a prebid site visit or seeking other information may contact BJ Carter at Bids must be received by 3 PM on May 11th, 2018 to be considered for the contract.

3 TOWN OF MIDDLEBURY, VERMONT POLICE DEPARTMENT SITE MAINTENANCE BID July 1, 2018 June 30, 2019 GENERAL SPECIFICATIONS This request for bids contains individual packets for mowing and weed control, garden maintenance, and snow plowing. Contractors may bid on any, or all of the bids. The Town has a preference a single general contractor to perform all work, but will consider bids on individual packages and may award different packets to different contractors. The Contractor shall take all reasonable precautions for the protection of property, personnel, other workmen, and the general public during the execution of the contracted service. The Contractor shall be liable for any and all damages occasioned by the contractor s neglect or that of his agents during the performance of all contracted services. The bidder agrees to acquire and maintain, at his/her own expense, Workman s Compensation Insurance to cover injury to his/her employees as required by statute. The Bidder further agrees to provide General Liability Insurance for Bodily Injury and Property Damage at a combined single limit of one million dollars ($1,000,000) per occurrence. Before commencement of work, the Bidder shall provide the Police Chief a certificate from the insuring companies indicating such policies have been issued and are in force, and that said insurance companies agree to notify the Police Chief at least ten (10) days prior to the date of termination of or change in said policies. The Contractor shall conform to all applicable Federal, State, and Local Laws and Ordinances. Payment will be made on a monthly basis after the receipt of an itemized invoice. Monthly invoices shall include cost of services performed. Invoices must be submitted to the Accounting Services Manager on or before the fifth (5 th ) day of each month in order to be processed within said month. Invoices must be submitted to the Police Department at 1 Lucius Shaw Lane, Middlebury, 05753, to facilitate timely processing by the Town.

4 TOWN OF MIDDLEBURY, VERMONT POLICE DEPARTMENT SITE MAINTENANCE BID July 1, 2018 June 30, 2019 GENERAL SPECIFICATIONS CONTINUED The Town of Middlebury reserves the right to increase or decrease the service requirements at any time during the contract period and to exclude some areas from the contract award. Prices are to remain firm during the contract period. The contract period will run from July 1, 2018 through June 30, Bidders desiring a site visit prior to bidding may make an appointment with Chief Tom Hanley at Confidence and respect in the police service is in a large part based on initial perceptions it is important that the building and grounds convey a sense of order, professionalism and pride by the neat and orderly appearance of the site. Evaluation of service provided by contractor(s) will be in a large part based on this objective. Packet 1 - MOWING 1. All work shall be done in a professional manner. All areas will be properly maintained so that a good appearance is prevalent at all times 2. Sidewalk areas, paved roadways, etc. shall be swept or blown clean of grass clippings and any other debris (branches, buds, etc). 3. Accumulated grass clippings or clumps of grass shall be removed from the areas. 4. Due to the narrow lawn areas and obstructions (light poles, trees, plantings, shrubbery, hydrant, and other structures) mowing should be conducted using a push mower on the front lawn, strips of land bordering Lucius Shaw Lane, and around the visitor parking area, 5. It is the intent of these specifications to have the surfaces mowed to a height of two inches. 6. Areas along fences, posts, trees, the buildings and other structures shall be trimmed (string trimmer). Trees and plantings shall not be damaged by the trimmer. 7. Ornamental shrubbery will be trimmed as needed

5 8. The impound lot and the fuel storage area is to be kept free of weeds and other growth 9. All Bidders shall submit a list of the mowing equipment that will be used in performing the work called for in this contract. Packet 2 GARDENING 1. Two decorative gardens are maintained at the police station along with smaller areas containing plantings. One garden is located in the front of the building with the flag poles and is designed to provide a respite area for visitors outside the building. Plantings in this garden should convey a sense of calm to those who have endured a stressful event. The second garden surrounds the gateway sign to the police station and should convey a sense of professionalism. Other plantings at the walkway and building perimeter are decorative and are intended to enhance the appearance of the grounds as well as convey a calm, civic atmosphere. 2. All gardens are to be weeded regularly 3. The gardens, plantings, and surfaces are to be kept neat and orderly; plants are to be kept viable and healthy. Clippings, weeds, dead plants, fragments should be removed regularly. Disposal of cuttings and other debris is the responsibility of the contractor. 4. Any change in surface material, plants, or design must be approved by the Chief of Police. 5. In October, the gardens should be prepared for winter in a manner appropriate for the genus trimming, cutting, etc. 6. Spring preparation should commence as soon as is feasible, considering the weather.

6 Packet 3 SNOW PLOWING 1. The snow plowing contract is supplementary to Town Highway Department maintenance to ensure pedestrian and vehicular ingress and egress from the police department. The police department remains open 24 X 7 and does not close due to inclement weather or winter storms and therefore is required to remain accessible.. The Department of Public Works cannot provide sufficient service during a storm to keep the building accessible. 2. The Department of Public Works or staff from the Waste Water Division may periodically plow Lucius Shaw Lane, the parking area, and the impound lot. 3. The contractor is responsible to prevent snow and ice accumulation during and after a storm: a. on the entrance walkway b. sidewalk frontage to the building c. drive to the sally port d. the drive into the garage adjacent to the police building e. walkway up to the staff entrance door g. parking areas h. gate frontage to the fuel tanks and the generator i. impoundment lot j. the maintenance and fuel delivery driveway to the end of the gravel surface. k. the apron fronting the 3-bay garage building. l. Lucius Shaw Lane from Seymour Street to the police car parking area at the impound lot fence. m. The fire hydrant at the corner of Lucius Shaw Lane and the maintenance drive. 4. The contractor is responsible for post-storm clean up to maintain accessibility to the building and all related utilities. 5. The contractor is NOT to apply salt to any concrete surfaces. Other non-corrosive ice-melt substances may be used. 6. The contractor will provide a 24 X 7 contact number to police dispatch.

7 BID PROPOSAL #1 - MOWING NAME: (Please Print) ADDRESS: TOWN: TEL. NO.: ( ) SITE LOCATION EST. MOWINGS PRICE PER MOWING Police Department Grounds 20 By submitting this proposal, the Contractor agrees to do and perform all the necessary work and labor and to furnish all equipment and appurtenance to comply and conform to the Contract Document. The Middlebury Police Department reserves the right to determine the frequency and need for service and so inform the Contractor. The undersigned further declares that he (they) have inspected all locations and completely understands this Contract and hereby agrees to perform said work at the following Bid Price per mowing. The Contractor understands that the Police Dept., Town of Middlebury, Vermont reserves the right to waive any informalities in, or reject any and all bids, to make a partial bid award, or accept any bid deemed to be in the best interest of the Town of Middlebury. This Proposal is submitted by: Signature: Please provide three references for your work 1. Telephone # 2. Telephone # 3. Telephone #

8 BID PACKET #2 GARDENING NAME: (Please Print) ADDRESS: TOWN: TEL. NO.: ( ) SITE LOCATION PRICE PER Season April-October Police Department entrance sign, front garden and plantings: By submitting this proposal, the Contractor agrees to do and perform all the necessary work and labor and to furnish all equipment and appurtenance to comply and conform to the Contract Document. The Middlebury Police Department reserves the right to determine the frequency and need for service and so inform the Contractor. The undersigned further declares that he (they) have inspected all locations and completely understands this Contract and hereby agrees to perform said work at the following Bid Price per mowing. The Contractor understands that the Police Dept., Town of Middlebury, Vermont reserves the right to waive any informalities in, or reject any and all bids, to make a partial bid award, or accept any bid deemed to be in the best interest of the Town of Middlebury. This Proposal is submitted by: Signature: Please provide three references for your work 1. Telephone #

9 2. Telephone # 3. Telephone # BID PACKET #3 SNOW PLOWING SITE LOCATION PRICE PER PLOWING 1. Police driveway, entrance road and walkways By submitting this proposal, the Contractor agrees to do and perform all the necessary work and labor and to furnish all equipment and appurtenance to comply and conform to the Contract Document. The Middlebury Police Department reserves the right to determine the frequency and need for service and so inform the Contractor. The undersigned further declares that he (they) have inspected all locations and completely understands this Contract and hereby agrees to perform said work at the following Bid Price per mowing. The Contractor understands that the Police Dept., Town of Middlebury, Vermont reserves the right to waive any informalities in, or reject any and all bids, to make a partial bid award, or accept any bid deemed to be in the best interest of the Town of Middlebury. This Proposal is submitted by: Signature: Please provide three references for your work 1. Telephone # 2. Telephone # 3. Telephone #

10 APPENDIX Site mages Road edge mowing. Fire Hydrant to be kept clear during snow events Lucius Shaw Lane Fuel Access Drive Fuel Access Gate

11 Fuel Tanks to be kept free of weeds and deep snow. Shrubbery requiring regular trimming

12 Gardens to be maintained

13 Access Gates to be kept free of snow. Generator (top) and impound (bottom) 3-bay garage apron and entry area need to be kept free of snow accumulation

14 Rear lawn mowing areabuilding to bottom edge of slope. Mowing area- around visitor parking. Front and side lawn areas to be mowed

15 Entrance walk and frontage sidewalk to be kept free of snow and ice accumulation Garage and sally port drives and entrances to be kept clear of snow and ice accumulation. Staff entrance way

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