BCS Addendum #1 RFP 2024-04 Lawn Services
| Agency: | Birmingham City Schools |
|---|---|
| State: | Alabama |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Apr 25, 2024 |
| Due: | May 9, 2024 |
| Solicitation No: | RFP 2024-04 |
| Publication URL: | To access bid details, please log in. |
BCS Addendum #1 RFP 2024-04 Lawn Services
This Addendum shall be considered a part of the original Invitation to Bid referenced above. Except as described below, the original Invitation to Bid document remains unchanged.
Response to ITB must be received by 10:00 AM CDT/CST on Thursday, May 9, 2024. Submitter shall acknowledge receipt of this, and any addendum as stated in the ITB (See Attachment C - Addenda Acknowledgement Form).
Attachment Preview
ADDENDUM #1
ITB #2024-04, Lawn Services
Birmingham Board of Education
Purchasing Department, Room 202
2015 Park Place North
Birmingham, Alabama 35203
205.231.4885
purchasing@bhm.k12.al.us
Release Date: March 22, 2024
Response to ITB must be received by 10:00 AM CDT/CST on Thursday, May 9, 2024. Submitter shall acknowledge receipt
of this, and any addendum as stated in the ITB (See Attachment C - Addenda Acknowledgement Form).
This Addendum shall be considered a part of the original Invitation to Bid referenced
above. Except as described below, the original Invitation to Bid document remains
unchanged.
1. Will the Lawn services be required to cut inside the stadium areas of the High School Football fields? Or
is the Athletic department responsible for ALL areas inside the stadiums at the High Schools?
Answer: Yes. We are requesting the lawn contractor to cut only the hills inside the stadium gates at
Wenonah and Carver Football Fields.
2. Are the fields included in your pricing of Parker High School?
Answer: No. Property has been purchased by the City of Birmingham.
3. I notice in the bid packet that you're requesting a General Contractors license which is usually for
construction or demolition of properties or structures. Is this correct for a Lawn Service/maintenance?
Answer: Disregard.
4. Will whomever be awarded lawn maintenance contract be responsible for any landscaping such as the
hedges, pruning of trees, mulch and upkeep of flower beds? Or will these be specified for the
Landscaping crews only?
Answer: No. The landscaping contractor will perform the referenced work.
5. Can you provide the prior bid tab and award as well as a copy of the ITB related to the previous contract
in order to compare scope of work?
Answer: Yes. See Attachment.
6. Can you provide clarification on schools that have fields/retaining ponds/athletic areas/ that do or do not
need to be included? Would simple site maps be made available?
Answer: The bid should encompass all school lawn areas. The only athletic areas within the gates that
require cutting are the interior hills at Wenonah and Carver Football Fields. All other lawn areas
outside stadium gates must also be cut and maintained.
7. Can you describe further how the bid package should be put together? The rest of the bid package needs
to be in an envelope and then, within the same envelope, the pricing sheet needs to be in a separate
envelope.
ITB #2024-04
Page 1 of 4
Birmingham City Schools
Lawn Services
ADDENDUM #1
Due Date: May 9, 2024
Answer: See Page 2 – ENVELOPE LABEL. All required bid proposal documents are to be enclosed in one
sealed envelope.
8. How much coverage will need to be on the insurance policy?
Answer: See Page 38 – INSURANCE REQUIREMENTS
9. How much does it cost to submit a bid?
Answer: Bid bond is 5% of contractor’s bid.
10. Can the current contract and previous bid tab be provided for this bid?
Answer: Yes. See Attachment.
11. Can maps with clearly defined boundary lines be provided to ensure that all bidders are bidding the same
areas?
Answer: Maps are currently unavailable. BCS kindly requests that you conduct thorough visits to all
anticipated bidding locations to acquaint yourself with property boundaries. BCS staff will provide
assistance if you have inquiries regarding any specific school or site.
12. Can you please specify the established amount by the State Licensing Board for General Contractors?
Answer: General Contractor’s License is not required for this service contract, and it is not denoted as a
Public Works Project. Therefore, this request is not applicable.
13. Can you please specify the percentage for the Performance and Payment bonds?
Answer: Not Applicable.
14. For the Bid Sheet separate envelope, does this need to be in a separate envelope that is in the final
submittal sealed envelope, or will each bidder be submitting two separate envelopes, one for the Bid
Sheet and one for the final submittal?
Answer: Please ensure that all bids, whether for one or three zones, are placed in a single sealed
envelope.
15. For services on Saturday and Sunday, based on the provided Cutting Schedule, can these be serviced the
Friday before or Monday after to avoid overtime work?
Answer: The Cutting Schedule serves as a guide only. The contractor has the flexibility to make
reasonable adjustments to their schedule as needed, but they must adhere to the BCS timeline for
mandatory cuts. BCS is not liable for overtime, and it does not apply in this context.
16.Are contractors allowed price increases based on the Consumer Price Index (CPI) for each contract term?
Answer: No. The contract will specify a fixed amount (your bid) for its duration and will not be altered
unless there is a notable market increase deemed extraordinary and approved by the board.
ITB #2024-04
Page 2 of 4
Birmingham City Schools
Lawn Services
ADDENDUM #1
Due Date: May 9, 2024
17. Are athletic field areas supposed to be included in our pricing? If so, can you please clarify if there is a
different scope of work for athletic field areas?
Answer: See Answer to question Number #6.
18. Can you please specify the frequency that contractors are required to perform for edging?
Answer: Edging will be performed at each cut.
19. Can you please specify the frequency for fence line spraying that contractors are required to perform per
year?
Answer: As needed. Contract must ensure fence lines remain clean and clear year-round.
20. Is there a desired height requirement for tree pruning?
Answer: BCS aims to uphold a minimum tree canopy height of 10 feet for safety reasons, provided that
the tree's structure allows for such maintenance.
21. Are bed areas supposed to receive an herbicide program as well as the lawn areas?
Answer: No. Landscape contractor will service and manage all beds. Lawn Contractor will be
responsible for lawn areas.
22. Are contractors required to hand weed all bed areas?
Answer: No.
23. Can you please specify the desired amount of pre and post emergent applications for lawn and bed
areas?
Answer: Not Applicable.
24. The specs states on page 20 section 6, ‘All weeds, not controlled by herbicide program shall be removed
by hand.’ Can you please clarify that contractors can just mow weeds instead of hand pulling weeds in turf
areas?
Answer: Disregard.
25. On page 21 section 7 (Mulching) it states, ‘At least once per season an application of a sufficient amount
of double shredded hardwood mulch is to be made on all planting beds and around trees to provide and
maintain a depth of approximately two (2) inches of total mulch throughout the season.’ Can you please
clarify ‘once per season’? Are contractors required to mulch 4 times per year (1 for each season), or just once
per year?
Answer: Not Applicable.
26. Should any and all disease control programs be handled on a billable basis to ensure that no pesticides
shall be applied needlessly?
Answer: Contractor will determine the need unless requested otherwise by BCS.
ITB #2024-04
Page 3 of 4
Birmingham City Schools
Lawn Services
ADDENDUM #1
Due Date: May 9, 2024
27. What are the requirements needed to ensure all ponds pass inspection by the city?
Answer: Not Applicable.
28. Can you please provide maps of the areas that are to be maintained with a bush hog, arm mower, slope
master or weed eater?
Answer: Maps are not available.
29. Just to clarify, the additional work section of the specifications on page 22 state such work may include
fertilizing, landscape mulch, etc. Can you clarify that these services will still be in the base bid, or should these
services be treated as billables?
Answer: Not Applicable.
30. Should bidders add the $60,000 contingency amount to the annual cost, or should it be broken out
across each location?
Answer: Contractor is instructed to include $60,000.00 in their bid and it shall apply to each ZONE.
31. The $60,000 contingency amount is on each zone, should bidders add $60,000 to each zone or just one
zone?
Answer: Include in bid $60,000.00 per ZONE.
ITB #2024-04
Page 4 of 4
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