VILLAGE COMMUNITY DEVELOPMENT DISTRICTS PURCHASING DEPARTMENT 1071 CANAL STREET THE VILLAGES, FLORIDA PHONE: (352) * FAX:

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1 VILLAGE COMMUNITY DEVELOPMENT DISTRICTS PURCHASING DEPARTMENT 1071 CANAL STREET THE VILLAGES, FLORIDA PHONE: (352) * FAX: (352) melissa.schaar@districtgov.org Addendum #1: RFP #16P-004 Professional Tree Services July 19, 2016 A. Notice to Contractors: Whenever a conflict appears between this addendum and the initial solicitation, or plans, this addendum shall prevail, and as such shall constitute a binding portion of the contract documents. All provisions of the original specifications shall remain in force, except as specifically modified or changed herein. B. Additions, Deletions, and/or Clarifications: This addendum forms a part of the Contract Documents and modified the original Quote Documents as noted below and supersedes all contrary information and requirements. Contractors shall acknowledge receipt of this Addendum. Additions: 1. Awarded Contractor shall maintain all vehicles and equipment as to not damage District property such as but not limited to oil and hydraulic leaks and turf damage due to exhaust. 2. A three (3) person crew shall consist of: one (1) supervisor/trimmer (certified tree worker), one (1) trimmer and one (1) grounds man. 3. A four (4) person crew shall consist of: one (1) supervisor/trimmer (certified tree worker), one (1) trimmer and two (2) grounds man. 4. See Below for Revised Proposal Form. 5. See Below for Revised Reference Form. Vendor Question(s) and Answer(s): Q1. How many crews? A1. Generally, the District will have one (1) crew per job. However, the number of crews needed will be job specific and left to contractors' best judgment to efficiently and safely handle the job. Q2. How are you splitting the work between awarded contractors? A2. The work will be split on a job rotation basis. Q3. How many hours are in the daily rate? A3. Daily Rates will be per crew and at a quantity of 8 hours (see Revised Proposal Form) Q4. What are emergency/standby rates? A4. Overtime rates for emergencies. 1

2 Q5. What are emergency response times? A5. 30 minute return phone call and one hour arrival on-site. Q6. For daily routine work, does a certified Arborist have to be on-site or just on staff? A6. One ISA certified arborist shall be on Villages property at all times during work activities. The Awarded Contractor shall provide supervision for all work being performed. This Supervisor must remain at designated work site at all times. Q7. Does a certified Arborist need to be on site for the emergency calls? A7. One ISA certified arborist shall be on Villages property at all times during work activities. Q8. Does the Certified Arborist count as part of the 3 man crew or in addition to? A8. The Arborist will be in addition to the 3 man crew. Q9. Are contractors doing deep root fertilization? A9. Not now, but possibly in the future. If needed, the District will request pricing for this service prior to work start. Q10. Is there a historical annual cost of tree work? A10. $200,000 to $300,000/annually Q11. Who is responsible for MOT? A11. The awarded contractor Q12. Who currently does the District s tree work? A12. Stanage Tree Services, Inc. and Harris Tree Service Q13. Can we store equipment on District property? A13. No Q14. Does this tree work include golf courses? A14. Yes, District owned executive golf courses. Q15. Does the District supply a dumping site? A15. No Q16. Is there a fee associated with No Cuts? The company that preforms the locates. A16. No fees for locates. Q17. How would the District like stump grinding to be priced? A17. By the hour. Q18. Is there a bid bond? A18. Yes. Q19. The bid bond is for 5% of the total proposed, but we are submitting hourly prices for jobs that have not yet been determined. What value do we use in order to determine the 5% bid bond amount? A19. For purposes of this proposal, we will base the bid bond on one (1) work week (5-days/40 hours) for a 3 man crew. Q20. Does work include all palm trees? A20. No, specialty palms only. 2

3 Q21. Please define regular and specialty palms. A21. Regular palms are Sabal, Washy and Pindo. Specialty palms are large specimens such as Medjool, Canary Island Date and Sylvester Palms. Q22. In the case of tree removal, wood disposal can be quite an expense. What is the process of wood disposal? A22. Contractor pricing shall include all costs of wood disposal such as chipping/loading, hauling and lawfully disposing of all debris including tipping fees. Q21. Are scheduled work hours 5 days/week, Monday-Friday, excluding weekends with the exception of emergency situations? A21. Work hours are 7:00 a.m. to 6:00 p.m., seven (7) days per week, with exceptions for emergencies 3

4 REVISED PROPOSAL FORM Village Community Development Districts PROFESSIONAL TREE SERVICES ITEM DESCRIPTION QUANTITY UNIT AMOUNT Daily Labor Rate (per 8 hours for 3 Man Crew including Hourly Labor Rate (3 Man Crew includes Overtime Hourly Labor Rate (3 Man Crew includes Daily Labor Rate (per 8 hours for 4 Man Crew including Hourly Labor Rate (4 Man Crew includes Overtime Hourly Labor Rate (4 Man Crew includes 1 LS $ 1 LS $ Proposal Total $ OPTIONS ITEM DESCRIPTION QUANTITY UNIT AMOUNT 7 Palm Trimming Rate (Regular) 1 EA $ 8 Palm Trimming Rate (Specialty) 1 EA $ NOTE(S): When completing your proposal, do not attach any forms which may contain terms and conditions that conflict with those listed in the District s proposal documents. Inclusion of additional terms and conditions such as those which may be on your company s standard forms may result in your proposal being declared non-responsive. All price information to be used in the RFP evaluation must be on this proposal form. 4

5 District reserves the right to adjust any quantity upward or downward as may be warranted or necessary. "The undersigned, as Proposer, hereby declares that he/she has informed himself/herself fully in regard to all conditions to the work to be done, and that he/she has examined the RFP and Specifications for the work and comments hereto attached. The Proposer agrees, if this proposal is accepted, to contract with Sumter Landing Community Development District in the form of an Agreement, to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation, labor and service necessary to complete the work covered by the RFP and Contract Documents for this. The Proposer agrees to accept in full compensation for each item the prices named in the schedules incorporated herein. Proposer agrees to supply the products or services at the prices proposed above in accordance with the terms, conditions and specifications contained in this RFP. Authorized Agent Name, Title (Print) Authorized Signature Date This document must be completed and returned with your Submittal 5

6 REVISED REFERENCES FORM 1. List/describe five (5) landscape & irrigation maintenance contracts/projects of similar size and scope that you currently have or have recently completed in or near The Villages? (Please do NOT use District Staff as a Reference) 6