PROJECT MANUAL LAWN AND GROUNDS MAINTENANCE AMP 40 CHA JOB#

Transcription

1 PROJECT MANUAL LAWN AND GROUNDS MAINTENANCE AMP 40 CHA JOB# BID DUE DATE FEBRUARY 13, 2018 HOUSING AUTHORITY OF THE CITY OF CHARLESTON 550 MEETING STREET CHARLESTON, SC PURCHASING DEPARTMENT PRISCILLA WARING LEE PROCUREMENT/CONTRACTS MANAGER PHONE: (843) FAX: (843) WEB:

2 CONTENTS OF THIS BID PACKAGE LAWN AND GROUNDS MAINTENANCE AMP 40 CHA JOB# DESCRIPTION PAGE NUMBER CONTENTS...1 INVITATION FOR BIDS...2 SCOPE OF WORK...3 CONTRACT MANAGEMENT...9 PRE-AWARD SURVEY...11 GENERAL SAFETY REQUIREMENTS AND REPORTS...12 SPECIAL INSTRUCTIONS...14 BID FORM AMP HUD FORM 5369-B INSTRUCTIONS TO OFFERORS NON CONSTRUCTION HUD FORM 5370-C I GENERAL CONDITIONS NON-CONSTRUCTION HUD FORM 5370-C II GENERAL CONDITIONS NON-CONSTRUCTION HUD FORM 5369-CERTIFICATIONS & REPRESENTATION OF BIDDERS NOTICE EMPLOYEE RIGHTS ON GOVERNMENT CONTRACTS NOTICE SECTION 3 CLAUSE HUD FORM 4010 FEDERAL LABOR STANDARDS PROVISIONS FORM WH-347 PAYROLL/STATEMENT OF COMPLIANCE FORM CHA SECTION 3 COMPLIANCE REPORT FORM CHA SECTION 3 BUSINESS SELF-CERTIFICATION FORM CHA SECTION 3 COMPLIANCE AFFIDAVIT FORM CHA NON-COLLUSIVE AFFIDAVIT CHA NO SMOKING POLICY FORM CHA CRIMINAL ACTIVITY CERTIFICATION FORM CHA SENSITIVE INFORMATION POLICY HUD FORM MAINTENANCE WAGE RATE DETERMINATION Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 1

3 INVITATION FOR BIDS Job# Lawn and Grounds Maintenance AMP 40 Sites The Housing Authority of the City of Charleston (CHA) will receive sealed bids for Lawn and Grounds Maintenance AMP 40 Sites. Sealed Bids will be accepted until 2:00 p.m. local time on February 13, 2018 at The Housing Authority of the City of Charleston, 550 Meeting Street, Room 232, Charleston South Carolina Copies of the bidding documents may be obtained at the Procurement/Contracts Management Dept., 550 Meeting Street Room 232, Charleston, SC or downloaded via the CHA website Contact Priscilla Waring Lee, Procurement/Contracts Manager at or (843) A voluntary pre-bid conference will be held at 550 Meeting Street, Room 209 on Thursday, February 1, 2018 at 9:00 a.m. This contract is federally assisted; therefore, contracts for work under this bid will obligate the contractor and subcontractors not to discriminate in employment practices as mandated by the Davis-Bacon Act and Section 3 of the Housing and Urban Development Act of Minority and women owned business are encouraged to respond. The Housing Authority reserves the right to wave irregularities and to reject any and all proposals. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 2

4 SCOPE OF WORK LAWN AND GROUNDS MAINTENANCE AMP 40 CHA JOB# CONTRACT TERM: Contract for the first year shall end on December 31, CHA shall have the option to renew this contract yearly for three consecutive years for a maximum contract term of four consecutive years. GENERAL INFORMATION: The contractor shall furnish all labor, supervision, equipment, and materials necessary to provide grounds maintenance services for the Housing Authority of the City of Charleston, (CHA) in accordance with the requirements specified herein. The operations to be performed shall include cutting grass, edging, collection and disposal of litter and debris, raking, and other miscellaneous services as described herein. These operations shall be performed in accordance with the schedule provided in this package. 1. GRASS CUTTING: All grassed areas shall be cut to a uniform height of two inches at the frequencies specified. If any bare grounds within the limits of an area become vegetated with grass, weeds, or other similar growths through spread, ie., not artificially planted, it shall be maintained as part of the basic contract. Prior to cutting, any trash, paper, or other debris that would detract from the finished appearance of the cut or present a safety hazard shall be removed. Such debris includes but is not limited to paper, cans bottles, limbs, pine cones, Spanish moss, rocks and other such objects within the maintenance area, and shall include trash, paper, dead leaves, and other debris lodged in shrubs, hedges, fences, and along foundations and other walls. Debris shall be disposed of off CHA property the same day as collected. Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Cutting equipment shall have sharp cutting edges, which produce a neat, clean, and even cut. Use of cutting equipment, which is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing or grouping of the soil shall not be permitted. Ground speeds and, mower speeds shall be synchronized to assure effective cutting action. After cutting, grass shall have a uniform height. Grass cutting is to be accomplished with mowers and grooming mower decks only. No bush hog decks will be allowed. All mowers must be equipped with a mulching kit. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 3

5 SCOPE OF WORK Job# Page 2 of 6 Grass clippings shall not be windowed or allowed to be deposited in piles or clumps. Grass clippings shall be uniformly distributed over the mowed area. Grass areas close or adjacent to building, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements, may require hand mowing. Hand trimming shall match the height and appearance of the surrounding mowed grass. 2. EDGING All sidewalks, driveways, street edges, curbs, other paved areas, and shrubbery areas shall be edged the same day the grass is mowed. Edging shall create a ½ inch wide and 1 inch deep clear zone immediately adjacent to the paved surface. All edging shall be by mechanical edger and not a weed eater. The edging operation shall include removal of grass and other vegetation which has encroached onto street and other paved surfaces from adjoining grassed areas. Where driveway or street pavement edge is not discernible due to grass encroachment, a straight and even line approximately the edge of pavement shall be established and maintained. The edging operations shall produce neat, clean lines along the sides of sidewalks, and other areas, edged, and shall be accomplished free of scalping, rutting, bruising, uneven and rough cutting. All vegetation growing in the following areas shall be removed during the edging operation: 1. Sidewalk and driveway expansion joints and cracks 2. Street/driveway curbing expansion joint 3. Cracks between curbing and street/driveway pavement *Note* - For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work. EVERY CUT SPRAY FOR WEEDS. The use of herbicides shall not be allowed for the purpose of eliminating or reducing normal mechanical edging along straight paved edges (sidewalks, etc.). Debris generated by edging operations, which falls on or is thrown on sidewalks, on curbs, in gutters, streets, or is thrown on nearby sod, causing an unsightly appearance, shall be removed from the site the day of the edging operation and disposed of off the Charleston Housing Authority property. All paved surfaces shall be blown clean when all work is completed. This is to include all sidewalks, driveways, curbs, porches, steps and Parking lots AND CITY STREETS ADJACENT TO CHA PROPERTIES. SHOULD NOT BLOCK OR COVER DRAINS AND GRATES ON THE CITY STREET OF ON CHA PROPERTY All Plant beds shall remain free of Weeds and Trash. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 4

6 SCOPE OF WORK Job# Page 3 of 6 3. TRIMMING OF SHRUBS All shrubs shall be maintained and kept trimmed neatly at ALL times (EACH CUT) All shrubbery will be trimmed to natural shape of shrub and shall be trimmed to match the height and appearance of surrounding shrubbery. Vines and weeds shall be kept trimmed off all buildings and fences. Minimum of 6 off buildings and windows. Trees and shrubs shall not be damaged by trimming operations. Any grassed areas, trees, or shrubs which are killed or damaged as a result of contractor s work shall be repaired or replaced by the contractor at no cost to the Charleston Housing Authority. Trim trees, shrubs and vines so that they are not touching the buildings. Trimming may be accomplished by hand clipping or by use of power hedge trimmers type equipment. Trimming operations shall be considered a part of grass cutting and shall be accomplished (same day) with grass cutting operations. Herbicide treatment is not permitted. GRASS CUTTING WILL NOT BE CONSIDERED COMPLETE UNTIL ALL TRIMMING OPERATIONS ARE ACCOMPLISHED. 4. TRIMMING OF TREES: All trees shall be maintained and kept trimmed at all times. Removing all dead branches. All cuts shall be made sufficiently close to the trunk or parent limb, without cutting into the branch collar or leaving a protruding stub, so closure can readily start under new conditions. Clean cuts shall be made at all times. Kept trimmed off buildings a minimum of 12. All equipment to be used and all work to be performed shall be in full compliance with the most current revision of American National Standards Institute, Standard Z (Safety Requirements for Pruning, Trimming, Repairing, Maintaining, and Removing Trees and for Cutting Brush). These Standards are made part of this Contract by this reference. Any tree damage caused by the contractor shall be repaired immediately at no additional cost to the CHA. Any tree damaged beyond repair will be removed and replaced by the contractor at no additional cost to the CHA. The replacement will be of size and species acceptable to the Charleston City Urban Forester. 5. DEBRIS AND LITTER COLLECTION AND DISPOSAL: The contractor shall collect and dispose of debris and litter in all grassed areas, plant and shrub beds, wooded areas, sidewalk, street, and curbs in all sites before cutting grass. Debris and litter includes natural vegetation, leaves, pine straw, and grass Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 5

7 SCOPE OF WORK Job# Page 4 of 6 clippings. All debris and litter shall be disposed of off CHA property the same day as collected. Debris, rubbish, hazardous waste, and non-usable material resulting from work under this contract will be disposed of by the contractor at his expense. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated State and Local regulations. All trimmings shall be removed the same day the shrubs are trimmed. Grass clippings and trimmings shall be removed from sidewalks and other paved areas the same day the grass are cut. All Plant beds shall remain free of weeds and Trash. 6. PARKING LOTS, PORCHES, SIDEWALKS, CURBS AND COBBLESTONE DRIVEWAYS Parking lots edged, blown free of excess debris, control weeds in cracks by manual or chemical means and remove and dispose of debris. All parking lots and porches are to be blown free of any grass and debris. Ensure all parking lots, sidewalks and porches are free from all debris after each cut. Remove leaves from parking area and plant beds. Excessive leaves shall not be blown to fence line. Cobblestone driveway should be maintained free of weeds and debris. Weeds may be eliminated by either mechanical or chemical means. Parking lots Sidewalks, curbs, driveways shall be edged, blown free of excess debris. Control weeds in cracks by manual or chemical means and remove and dispose of debris. All areas including porches shall be blown free of any grass and debris. 7. PALM TREE TRIMMING All large-growing palms should be pruned to remove dead fronds, and fronds with a petiole that droops below horizontal. Dead fronds are those with less than 50% green tissue. Only those fronds with petioles drooping below horizontal (9:00-3:00 o clock) should be removed. All seedpods should also be removed including those originating among remaining fronds. When removing fronds and seedpods, care should be taken so those fronds that are to remain are not nicked or wounded. 8. WEED CONTROL Weed control all flowerbeds, shrubs, hedges, fence lines, walkways including expansion joints and cracks in pavement, air conditioner areas. All weeds in the grass areas shall be treated for removal EACH CUT. A weed and feed is acceptable if it will serve the purpose to remove the weeds in the grass areas and keep the grass healthy. Contractor will be responsible for any damaged caused by improper use of a weed killer. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 6

8 SCOPE OF WORK Job# Page 5 of 6 9. FENCED-IN AREAS Grass at the perimeter of fenced areas, such as HVAC and fencing, shall be TRIMMED EACH CUT. 10. IRRIGATION SYSTEMS (were applicable) Assume irrigation system is in proper working condition. The contractor shall keep the existing irrigation systems running properly at all times including repair of any damage caused by the contractor. It will be the responsibly of the contractor to periodically test the system for proper operation and verify and set the proper cycle necessary for healthy growth of all plant material. (CHA will obtain under a separate contract repairs needed beyond normal wear and tear). 11. TREE AND FENCE LINES AND LANDSCAPE VEGETATION ON FENCES Manage and manicure vegetation purposely grown on fences. Keep fences free of any debris on both sides. Should be kept clean of vegetation by either mechanical or chemical means at all times (both sides) Do not remove completely. Thin Out. Hedges bordering property at fence line AT KIAWAH HOMES; 1031 KING STREET AND ROMNEY STREET should be maintained at height of fence EACH CUT. 12. PINE STRAW Contractor shall pine straw all plant beds twice yearly unless otherwise specified. Pine straw is expected to be clean of debris, sticks, and trash and pine cones. Pine straw shall be spread so that it has good coverage, neat and has a fluffy appearance. All edges to the beds should be properly tucked and cleaned. Provide Unit Cost per cubic yard. Do not include with cost per cut pricing. 13. EROSION CONTROL-SAND CLAY APPLICATION Deliver and spread evenly as needed, material and labor to fill in holes with dirt within low areas where concrete and steps meet ground level so that concrete and porches evenly meet the ground level on an as needed basis. KEEP SEWER GRATES AND DRAINS FREE OF DEBRIS AND DIRT. Install with metal landscape barriers to prevent erosion in low areas. Provide unit cost PER 48 cubic yards. Do not include with cost per cut pricing. 14. EROSION CONTROL-GRAVEL APPLICATION Deliver and spread evenly #57 gravel for CHA properties at various locations. Provide unit cost PER 48 cubic yards. Do not include with cost per cut pricing. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 7

9 SCOPE OF WORK Job# Page 6 of PEST CONTROL Pest Control services shall be performed at the discretion of CHA. Contractor shall treat all grass areas and plant beds with an insecticide that will control mole crickets, grubs and fire ants. DO NOT INCLUDE IN COST PER CUT. NO UNIT COST REQUIRED CHA WILL RECEIVE PRICING AT ITS DISCRETION. 16. FERTILIZER The fertilizer shall be spread evenly with no stripping or differential in the color of the grass after application. These grass areas to appear as a vibrant green in color and healthy. Contractor will be responsible for any damaged caused by improper use of a fertilizer. DO NOT INCLUDE IN COST PER CUT. NO UNIT COST REQUIRED CHA WILL RECEIVE PRICING AT ITS DISCRETION. 17. LAWN AND GROUNDS MAINTENANCE CUT SCHEDULE: LAWN AND GROUNDS MAINTENANCE CUT SCHEDULE The contractor is required to follow the schedule listed *SCHEDULED OF CUTS MONTH SCHEDULED NUMBER OF CUTS February Once per month 2 March Once per month 1 April Once every 10 Days 3 May August Once every 7 Days 18 September Twice per Month 2 October Twice per Month 2 November Once per Month 1 December Once per month 2 TOTAL CUTS 31 *SCHEDULE OF EDGING, *Property should be edged every time the Grass is cut** *SCHEDULE OF SHRUB AND HEDGE TRIMMING, * SHRUBS AND TREES SHOULD BE TRIMMED EVERY TIME THE GRASS IS CUT** Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 8

10 CONTRACT MANAGEMENT CONTRACTOR S SUPERVISION OF CONTRACT The contractor shall manage the total work effort associated with the grounds maintenance services required herein to assure fully adequate and timely completion of these services and maintain quality control of work. The contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. Contractor shall plan and provide CHA with a schedule of work to be accomplished during this contract. Report to CHA the status of work in progress, work completion dates. Contractor shall insure that adequate labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established by CHA. Once approved, the contractor shall strictly adhere to the schedule in order to facilitate the Charleston Housing Authority inspection of the work. The work shall be prosecuted in such manner as to cause the least interference with the normal functions of the resident s activities. CHA shall be notified at least two working days in advance of the scheduled date of any work requirements which will not be accomplished as scheduled. PRE-CONSTRUCTION CONFERENCE Prior to commencement of any work, the Contractor shall meet with CHA at 545 Meeting Street Maintenance Building for approval of work schedule and to review specifications and requirements of this contract. NOTICE TO PROCEED Prior to receiving a Notice To Proceed, the contractor shall submit all CHA required forms including, but not limited to Permits and Insurance Certificates. CHA INVOICE STANDARDS An invoice is a written request for payment under the contract for supplies delivered for services rendered. In order to be proper, an invoice must include as applicable the following: Invoice date Contract number (including order number, if any), Name of Contractor Mailing address to which payment is to be sent (which must be the same as that in the contract or on a proper notice of assignment; Current working telephone, Fax, and phone number Description of supplies or services, quantity contract unit of measure and unit price, and extended total Any other information or documentation required or other provisions of the Contract (such as evidence of shipment). Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 9

11 Contract Management Job# Page 2 of 2 CERTIFIED PAYROLL & COMPLIANCE FORMS Contractor is required to submit weekly payrolls and compliance forms with each invoice submitted for payment. Complete a weekly payroll and compliance for all weeks including those in which no work has been done and indicate no work on those corresponding payrolls. CONSEQUENCES OF CONTRACTOR FAILURE TO PERFORM REQUIRED SERVICES a. The contractor will be held to the full performance of the contract. b. Contractor will have 24 hours to correct deficiencies after being notified by the manager. c. This is a service contract and no payment or performance bond is required. d. In the case of non-performed work, the Charleston Housing Authority shall deduct from the contractor s invoice all amounts associated with such non-performed work at the prices set out in the schedule or provided by other provisions of this contract. e. CHA will give the contractor written notice of deficiencies. f. In the case of unsatisfactorily work, CHA shall deduct from the contractor s invoice all amounts associated with such unsatisfactory work at the prices set out in the Schedule or provided by other provisions of the contract. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 10

12 PRE-AWARD SURVEY This contract shall be awarded to the responsive and responsible bidder submitting the lowest total price. Pre-award Survey to determine responsive and responsible bid to include but not limited to the following: a) The Charleston Housing Authority will make a pre-award survey of the low conforming bidder to determine whether such bidder is qualified and capable of performing the contract. The pre-award survey will involve examination of the bidder s financial and technical status and understanding of the contract requirements. b) The following are example of the information that, the bidder shall be required to provide in writing to the pre-award survey team. Requested information shall be forwarded within three (3) days of request. Failure to provide requested information, or a determination, after review of the information, of the bidder s non-responsibility, may result in bid rejection. c) Identification and qualifications of the Contractor s personnel and management to be used on this contract. d) The contractor s technical and management plans for performing required services. e) Description of Contractors facilities and equipment. f) Summary of the Contractor s experience in performing work of the similar type required by these specifications. g) Current financial statements and data. h) Listing of three largest contract currently in progress i) References for similar contracted work. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 11

13 GENERAL SAFETY REQUIREMENTS AND REPORTS All equipment to be used and all work to be performed shall be in full compliance with the most current revision of American National Standards Institute, Standard Z (Safety Requirements for Pruning, Trimming, Repairing, Maintaining, and Removing Trees and for Cutting Brush). These Standards are made part of this Contract by this reference. All work shall be conducted in a safe manner and shall comply with the requirements of all local city state and federal safety standards. Contractor must furnish their own safety equipment A mandatory safety meeting shall be held between the contractor and CHA before a Notice to proceed will be given for this project. The Contractor s work space may be inspected periodically for OSHA violations. Abatement of violations will be the responsibility of the Contractor. Any fines levied on the Contractor by Federal or State OSHA offices due to the contractor violation of health and safety regulations will be the responsibility of the contractor. The Contractor shall report to the Director of Maintenance or his designee exposure date and all accidents resulting in death, trauma, or occupational disease. All accidents must be reported to CHA within 24 hours of their occurrence. The Contractor shall submit to CHA a full report of damage to Charleston Housing Authority property and/or equipment by Contractor s employees. All damage reports shall be submitted within 24 hours of the occurrence. In performing this contract, the contractor shall provide for protecting the lives and health of employees and other persons; preventing damage to property, materials, supplies, and equipment, and avoiding work interruptions for these purpose, the Contractor shall provide appropriate safety barricade, signs, and signal lights Ensure that every safety measure reasonably necessary is adhered to for this purpose are taken. The Contractor shall maintain an accurate record of exposure data on all accidents incidental to work performed under this contract resulting in death, traumatic injury, occupational disease, or damage to property, materials, supplies, or equipment. The contractor shall report this data to CHA within 24 hours of occurrence. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 12

14 General Safety Requirements and Reports Job# Page 2 of 2 CHA shall notify the Contractor of any noncompliance with these requirements and of the corrective action required. This notice, when delivered to the contractor or the contractor s representative at the site of work, shall be deemed sufficient notice of noncompliance and corrective action required. After receiving the notice, if the contractor fails or refuses to take corrective action, the Housing Authority will demand the Contractor cease work until appropriate action has been taken. The Contractor shall not base any claim or request for equitable adjustment for additional time or money on any stop order issued under these conditions. The Contractor shall observe all requirements for handling and storage of combustible supplies, materials, waste, and trash. Contractor s employees operating critical equipment shall be trained to properly respond during the fire, in accordance with local activity instructions. The Contractor shall comply with all applicable environmental protection requirements. The Contractor shall comply with Federal, State and Local laws and with regulations and standards regarding environmental pollution. All environmental protection matters shall be coordinated with the Director of Maintenance or his designee. Inspection of any of the facilities operated by the contractor may be accomplished by the authorized officials on a no-notice basis during normal working hours. In the event that a regulatory agency assesses a monetary fine against the Charleston Housing Authority for violations caused by the contractor negligence, the contractor shall reimburse the Charleston Housing Authority for the amount of the fine and any other costs. The contractor shall also clean up any oil spills or other environmental hazards that result from the contractors operations. The contractor shall comply with the instructions of the cognizant Medical Department with respect to avoidance of conditions which create a nuisance or which may be hazardous to the health of personnel. The contractor s failure to take necessary action in a timely manner will result in the Charleston Housing Authority implementing measures to clean up the hazard or spill. Any and all costs incurred are the Charleston Housing Authority will be deducted from the contractor s subsequent monthly invoice. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 13

15 SPECIAL INSTRUCTIONS 1. The contractor must comply with Section 3 of the Housing and Urban Development Act of The contractor must provide a list of subcontractors that are minority owned. 2. The contractor must identify itself if it is a minority owned company by using HUD Form A. 3. This is a service contract and no bid or performance bond is required. Payments will be made upon CHA approval of contractor s work. CHA shall have 14 working days to review the contractor s completed work and make payment for the outstanding invoice. 4. You are required to be licensed and carry liability insurance (projects $100, or over, minimum amount $1,000,000.00; projects less than $100,000.00, minimum amount $500,000.00) and workers compensation. Furnish proof of each. 5. Contractor is responsible for obtaining and paying for all permits or fees required for this job. All work shall conform to all applicable federal, state and local building codes and ordinances. Copies of the permits must be on the job site at all times. 6. Working hours will be Monday through Friday from 8:00 am until 4:30 pm. No work will be done on weekends or any holidays observed by the CHA. 7. Electricity will be supplied by the contractor. (Contractor is not to use residents electricity). Furthermore, contractors are not to enter into special agreements with residents for use of utilities. 8. Water will be supplied by the contractor. (Contractor is not to use residents water). Furthermore, contractors are not to enter into special agreements with residents for use of utilities. 9. The work site will be kept clean and orderly. Proper safety measures must be taken for workers and resident s protection. 10. You will be working in or around occupied units. Residents will be treated with courtesy at all times. Any conflicts with residents will be reported to the Director of Property Management or his designee for resolution. 11. Your personnel must wear proper attire, for safety and appearance sake, shirts and safety reflective vests must be worn. Uniforms with your company logo are preferred but not required. You may be asked to obtain I.D. badges for all persons working on Housing Authority property. These badges will be supplied to you, at no cost, by the Housing Authority. 12. There will be no excessive noise (loud talking, profanity, radios etc.) There will be one warning only. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 14

16 SPECIAL INSTRUCTIONS JOB# PAGE 2 OF There will be no vehicles on any unpaved areas of CHA property. Keep off the grass! 14. The company awarded this contract will complete at least 20% of the work on this project using its own forces. Work means 20% of the contract price. 15. The contractor must provide a job superintendent. This person must be on the job site any time any work is being done. The contractor and/or contractor management personnel shall be accessible by telephone during normal working hours. 16. The contractor will supply to the CHA with telephone numbers where a representative from their company can be reached after normal working hours, weekends and holidays. The numbers will be used only in emergency situations. 17. All work shall be of highest quality and in strict accordance with the manufacturer's published specifications and to the owner s satisfaction. 18. Requests for payments will be reviewed by the Director of Property Management. Upon inspection and verification of work performed and receipt of a proper invoice and any required contractor submittals, invoices will be processed for payment. Requests for payment will only be forwarded for processing if these criteria are successfully met. Pay requests will be returned to contractors for correction if errors are found and this will prolong payment. Payment will be mailed 14 working days after work has been approved. 19. Request for payment must be made on an invoice in accordance to stated CHA Standards or on HUD form This form for periodic estimate for partial payment can be obtained from the internet address HUD clips These forms can be filled out on the computer or printed and filled out by hand. 20. Contractor shall provide all HUD, federal, state & CHA forms such as: certified payrolls and statement of compliances, schedule of values, construction progress schedules, HUD form 5369, HUD form 5369-A, HUD form 5370C. 21. Contractor shall meet with CHA on a monthly basis to discuss work progress, any problems or deficiencies noted during inspection visits, overdue reports, construction schedule, etc. 22. Contractor shall provide their own restroom facilities (Contractor is not to use residents restrooms). Furthermore, contractors are not to enter into special agreements with residents for use of utilities. 23. Contractor shall receive written approval via a Change Order before starting any work that may alter the price of this contract. Any work done prior to receipt of an approved Change Order may not be paid by CHA. Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 15

17 Page 1 of 3 Bid Form AMP 40 Job# Name of Contractor: BID FORM PROJECT: LAWN AND GROUNDS MAINTENANCE AMP 40 JOB# BID DATE: February 13, 2017 TO: THE HOUSING AUTHORITY OF THE CITY OF CHARLESTON 550 MEETING STREET, ROOM 232, CHARLESTON, SC ATTN.: PRISCILLA WARING LEE, PROCUREMENT/CONTRACTS MANAGER The undersigned, having carefully examined the Specifications entitled "Lawn and Grounds Maintenance Various CHA Locations, the applicable drawings and specifications, and the following addenda: Addendum No. Dated Addendum No. Dated as well as the premises and conditions affecting the work, proposes to furnish all services, labor, and materials and equipment called for the entire work in accordance with said documents, for the following lump sum. SITES COST PER CUT GADSDEN GREEN HOMES $ GADSDEN GREEN HOMES EXTENSION $ 7-25 ATHENS COURT $ ROMNEY STREET $ SEQUOIA STREET $ 1031 KING STREET $ WALTER DRIVE $ PAMLICO TERRACE $ CHIPLEY TERRACE $ DORIS DRIVE $ PARSONAGE RD $ APPLEBEE WAY $ KIAWAH HOMES $ TOTAL COST PER CUT $ TOTAL CUTS X 31 TOTAL BASE BID $ TOTAL BASE BID: DOLLARS Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 16

18 UNIT COSTS: Page 2 of 3 Bid Form AMP 40 Job# Name of Contractor: Provide the cost that CHA will be charged each time the service listed below is performed. This form is required to be submitted along with the bid form and is considered a part of your bid. Do not include these costs with the cost per cut. ITEM DESCRIPTION COST Pine Straw Erosion Control Erosion Control Contractor shall pine straw all plant beds twice yearly unless otherwise specified. Pine straw is expected to be clean of debris, sticks, and trash and pine cones. Pine straw shall be spread so that it has good coverage, neat and has a fluffy appearance. All edges to the beds should be properly tucked and cleaned. Provide Unit Cost per cubic yard. Do not include with cost per cut pricing. Gravel Application Provide unit cost per 48 cubic yards to deliver and spread evenly #57 gravel Provide Unit Cost. Do not include with cost per cut pricing. Sand Clay Application. Provide unit cost per 48 cubic yards to deliver and spread evenly. Provide Unit Cost. Do not include with cost per cut pricing. $ $ $ Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 17

19 Page 3 of 3 Bid Form AMP 40 Job# Name of Contractor: CONTRACT TERM: Contract for the first year shall end on December 31, CHA shall have the option to renew this contract yearly for three consecutive years for a maximum contract term of four consecutive years. BID HOLDING TIME AND CONTRACT ACCEPTANCE The undersigned hereby agrees that this bid may not be revoked or withdrawn after time set for the opening of bids, but shall remain open for acceptance for a period of sixty (60) days following such a time. In case the undersigned be notified in writing by mail, telegraphy, or delivery of the acceptance of this bid within sixty (60) days after the time set for opening of bids, he/she agrees to execute a contract (and furnish proper bonds) within ten (10) days from notice. BID SECURITY This is a service contract and Bid Security is not required. CONTRACTOR RESOURCES: It is understood that, before a proposal is considered for award, Bidder may be requested by the owner or the Engineer to submit a statement of facts in detail as to his previous experience in performing similar or comparable work and of his business and technical organization and financial resources and plant available to be used in performing contemplated work. Respectfully submitted, Bidders Firm Name: Address: Phone: Fax: Business License No.: Name of Bidder: Signature of Bidder Title of Bidder Date SEAL IF BIDDER IS A CORPORATION Job# LAWN AND GROUNDS MAINTENANCE AMP 40 The Housing Authority of the City of Charleston Page 18

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