2018 Landscaping Maintenance Program - Request for Proposals

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1 2018 Landscaping Maintenance Program - Request for Proposals Issue Date: May 21, 2018 Proposal Due: June 15, 2018 The Downtown Memphis Commission (DMC) is requesting proposals from qualified firms (landscapers, vendors, contractors, proposers etc.) to provide landscaping services in selected areas of Downtown Memphis. Firms are invited to submit proposals for the work in accordance with the terms and conditions of this Request for Proposal (RFP). PROGRAM OBJECTIVES 1. To provide a well-landscaped, welcoming, and attractive Downtown, seven days per week, that positively affects the perceptions of workers, residents, and visitors. 2. To provide these services in a professional manner that best represents the DMC. 3. To partner with a landscape company or vendor that will provide expertise and ongoing support for the delivery of these services. 4. To meet DMC s goals for the participation of minority and women-owned businesses (MWBEs). Proposals should reflect at minimum, twenty percent (20%) inclusion. MWBEs certified with the City of Memphis Office of Business Diversity & Compliance are strongly recommended to submit bid proposals. SUBMITTED PROPOSALS Based on the items mentioned in the SERVICE AREA AND SCOPE Of WORK section below, and any clarification and further instructions from DMC staff, submitted proposals should include a recommended landscaping maintenance or operations plan that will meet DMC s program objectives. That plan should include a breakdown of the annual costs for maintaining and servicing each service area as specified below: Main Street The Barking Lot Court Square Park Bocce Ball Park/Court Martin Luther King Reflection Park The submitted plans may also include the annual aggregate costs of maintaining all service areas with consideration for cost-saving efficiencies. SERVICE AREA AND SCOPE OF WORK 1

2 The DMC is requesting each firm to submit details of a landscaping maintenance plan, with detailed recommendations taking the specific needs of the DMC service areas in mind. The plan and associated cost summary should include staffing, equipment, and other operational requirements and recommendations. The service areas are as follows: Main Street Main Street starts at North Main and Jackson and continues south to and along the Main Street Mall (Poplar to Peabody), and continues further south to South Main and East Butler. Main Street includes certain parts and maintenance items in the Civic Center Plaza. Main Street also includes segments of both Union and Monroe, east to Second and west to Front. The following items are within the Main Street Service Area: Seasonal plantings are to be replaced/installed twice per year. Trim shrubs and cut grass in 13 bump-out curb beds, approximately 4 x 9 each, located on Main from Jackson to East Butler. Maintain 22 concrete planters, approximately 1 x 2, located on the west side of Main, between MLK and East Butler. Approximately 26 large planters, each 48" in diameter, located along Main from Poplar to East Butler. Approximately 21 medium planters, each 38'' in diameter, located along Main from Poplar to Madison. Approximately 21 small planters, each 19" in diameter, located in the Civic Center Plaza at Main between Poplar and Adams. Approximately 34 shallow planters, located along Main from Poplar to East Butler. Approximately 38 hanging baskets, two per post, located in the center of Main between Poplar and Peabody Place. Hanging baskets are to be installed annually for the spring/summer season and removed after. Three planter beds along Main Street, each approximately 25' x 4', located between Adams and Gayoso. Approximately 26 planters, approximately 3 x 3, on both Union and Monroe, from Main east to Second. Twice per year, install hardwood mulch in tree planters along Main (approximately 121 tree beds, approximately 60" x 60 ), located between Adams and Peabody. During the months of September and October, weekly, and the months of November and December, biweekly, remove leaves from the Main Street Mall from Adams to Peabody. Weeds growing in sidewalk and building cracks should be removed. Planters, flower bed, and bump-out curb beds should be watered as needed. The Barking Lot The Barking Lot dog park is located at North Main and Jefferson. The following items are within the Barking Lot Service Area: Mow and trim weekly. 2

3 Weeds growing in sidewalk and building cracks should be removed. Court Square Park Court Square Park is bounded by North Main, North Court, Second, and South Court. Court Square Park is the prominent part of the landscaping service area. It being maintained in a first-class manner will likely be an indicator of the maintenance level of the entire service area. The following items are within the Court Square Park Service Area: Mow, edge, and trim weekly. Placing trash/litter in the trash receptacles when maintaining the landscaping. Seasonal plantings are to be installed/replaced twice per year. Six ground level planter beds at the entrances on Main to Court Square Park. Six ground level planter beds at the entrances on Second to Court Square Park. Twice per year, install hardwood mulch, 1-2" deep in all beds and tree rings. Ongoing, fertilizing, pruning, and weeding of the beds and flower plantings. Weeds growing in sidewalk cracks should be removed. Grass clippings, brush, branches, leaves, etc., should be hauled away. Bocce Ball Park/Court The Bocce Ball Park is located at South Main and Talbot. The following items are within the Bocce Ball Park/Court Service Area: Mow and trim biweekly (every other week) or as needed during growing season. Weeds growing in sidewalk and building cracks should be removed. Martin Luther King Reflection Park Reflection Park is located at MLK and Second. The following items are within the MLK Reflection Park Service Area: Mow and trim/edge weekly. Maintain the beds and keep grass free of weeds. Ongoing, fertilizing, pruning, and weeding of the beds and flower plantings. Twice per year, install hardwood mulch, 1-2" deep in all beds and tree rings. Keeping the mulch in good appearance Trimming the new trees and bushes that are in the park (on the park-side of MLGW s retaining wall: this excludes the large Magnolia tree and the mature bushes near it). Sweep or blow paved areas when maintaining the landscaping. Weeds growing in sidewalk cracks should be removed. 3

4 Grass clippings, brush, branches, leaves, etc., should be hauled away. OTHER REQUIREMENTS Suggest or provide a detailed hazardous winter freeze plan to help ensure plant survival. Submit an annual seasonal (spring and fall) planting plan for review and approval. PROPOSAL TIMELINE The following is an estimated timeline of events leading up to selection of a vendor. While the DMC intends to adhere to the following timeline, the organization reserves the right to adjust this timeline according to organizational needs and objectives. The DMC also may request additional information necessary to effectively evaluate each of the proposer's qualifications. Release of Request for Proposal: May 21, 2018 Pre-bid meeting and Service Area Visit: May 30, 2018, 9:00 a.m. to 12:00 p.m., at DMC Deadline to submit questions to DMC: June 7, 2018 DMC responds to questions from all vendors via DMC website: June 12, 2018 Proposals Due by June 15, 2018, 2:00 p.m. Selection of a Proposal/Firm by June 29, 2018 SELECTION PROCESS The DMC will review all submissions, comparing each firm's proposal, capabilities and qualifications to the program objectives and service area, and evaluating each firm's ability to carry out the scope of work. The DMC may request additional information that it deems necessary in making a decision. The DMC will award the contract to the firm that it deems best capable of meeting its program objectives, not necessarily the bidder proposing the lowest price. The DMC reserves the right to award the contract based on the initial proposal submission, reject all proposals, postpone, and/or cancel the RFP. Failure of the DMC to select a proposer, or to enter into a contract with any proposer once selected as a result of this RFP, will not create any liability on the part of the DMC, its members, officers, employees, agents, consultants, or other proposers or successors. The DMC shall not pay any cost associated with the development or submission of the response by any firm. By submitting a proposal each firm is attesting to its understanding of these terms and conditions. Special consideration will be given to all proposals that seek to employ ex-offenders, the homeless, and that support the development of local MWBEs. PERSONNEL CONSIDERATIONS Personnel employed by the vendor shall be employees of the vendor. The vendor shall assume responsibly for the performance of assigned employees and shall have mechanisms in place to manage and supervise employees. Assigned employees should represent their employers and DMC in a respectful and professional manner. 4

5 SUBCONTRACTS AND SUBCONTRACTORS Contractor agrees that no part of any eventual contract, if selected, shall be sublet without the approval of the DMC. If the contractor shall sublet or subcontract any part of the contract, the contractor shall be fully responsible to the DMC for the acts and omissions of the subcontractor and of the persons employed directly or indirectly by his/her subcontractor as he/she is for the acts and omissions of persons employed by the primary contractor. INSURANCE REQUIREMENTS Contractor agrees to provide copies of all insurance and license certificates required to perform the services of this contract, including but not limited to, a general liability policy with the DMC and the City of Memphis named as additional insured with limits $500,000 per occurrence and $3,000,000 in aggregate, and worker's or workmen's compensation insurance as required by the State of Tennessee. MWBE INCLUSION & PARTICIPATION The DMC strives for a goal of at least twenty percent (20%) participation in all projects and contracts by certified MWBEs. The proposal must indicate how your firm would make best faith efforts towards this goal in the performance of any awarded contract. MWBEs certified by the City of Memphis Office of Business Diversity & Compliance are strongly recommended to submit bid proposals. TERMS OF CONTRACT The terms of any awarded contract shall be one (1) year, with two optional and separate one (1) year renewals. PROPOSAL SUBMITTAL REQUIREMENTS All bid proposals must be submitted no later than Friday, June 15, 2018, 2:00 p.m. (CST). Bidders will include three (3) copies of their proposal which shall indicate the Company Name and project name, 2018 Landscaping Maintenance Program to: Downtown Memphis Commission 114 North Main Street, Memphis, TN Attn: Clint Burke, Manager of Clean & Green Proposals received after the deadline will not be considered. 5