Landscaping Services

Agency:	City of Albany
State:	Georgia
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Nov 10, 2023
Due:	Dec 12, 2023
Solicitation No:	24-023
Publication URL:	To access bid details, please log in.

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November 09, 2023

INVITATION TO BID

CITY OF ALBANY

Landscaping Services

Bid Reference No. 24-023

Sealed Bids will be received by the City of Albany, Procurement Division, Suite 260, 222 Pine Avenue,

Albany, Georgia, until December 12, 2023, at 2:30 p.m. for Landscaping Services to be

performed in accordance with bid documents, specifications, instructions to bidders, and other

Contract Documents. Bids will be opened and publicly read aloud at the above stated time and place.

A Pre-Bid conference will be held on November 20, 2023, 10:00 a.m. at the Government

Center, 222 Pine Avenue, Suite 260 Albany, Georgia 31071. All interested vendors are

strongly encouraged to attend.

This project will be bid on a lump sum basis for all specified work and will be awarded to the lowest

responsive and responsible bidder. Contract shall be for one (1) year with four (4) options to renew

for additional one-year terms per O.C.G.A. § 36-60-13. Fees may be adjusted for each year after the

initial year by the percentage increase in the US Department of Labor's CPI-U, South Urban, Size B/C,

for the most recent publication preceding the renewal date.

The City of Albany strongly encourages Small Business firms to participate in this bid. The City of

Albany reserves the right to reject any and all bids and to waive any informalities in the bidding

process.

Bid documents and specifications may be inspected at the Procurement Office, 222 Pine Avenue,

Suite 260, Albany, Georgia, at www.albanyga.gov and on the Georgia Procurement Registry.

5% Bid Bond is required of all bidders. Bid bond must be present for bid to be read or considered.

All corporations should provide the corporate seal, a copy of the Secretary of State Certificate of

Incorporation, and a listing of the principals of the corporation with bid.

For additional information, contact Ricky Gladney, Buyer, at (229) 431-3211. Submit all questions via

email to rqladney@albanyga.gov cc:jswilliams@albanyqa.gov; kross@albanyga.gov The deadline for

questions is November 28, 2023, at 2:30 p.m. Questions received after this deadline may

not be answered. Replies of substance will be in the form of written addenda and made available to

all potential bidders.

t r , I City: f A'bany,

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Jo3/H; ua r illiams, CPPB

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Pr. 'curement Manager

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P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov

CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and

contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

a. The ability, capacity and skill of bidder to perform required service.

b. Whether bidder can perform service promptly or within specified time.

c. The character, integrity, reputation, judgment, experience and efficiency of bidder.

d. The performance of previous contracts.

e. The suitability of equipment or material for City use.

f. The ability of bidder to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in

determining low bids if they are deemed advantageous to The City.

3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from

date of notification of award or by exception noted on bid sheet.

4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own

way, the difficulties, which are likely to be encountered in the execution of same.

5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may

purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of

the contract.

6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and

included for your bid to receive full consideration. Failure to submit any required information or document will be cause for

bid to be rejected as non-responsive.

8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in

the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.

9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash, certified

check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

10. All bidders should provide their tax identification number with the bid.

11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and

a listing of the principals of the corporation with the bid.

12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.

13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the name

of the originating country opposite such item on the bid.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list

where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it

may be in the best interests of The City to do so for the purpose of testing.

15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade

name or names of such materials on the bid or price quotation form.

16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule

are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the

price, quality or delivery date (when delivery is required by a specific time).

17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the

outside as a Sealed Bid with the Bid Number clearly printed.

18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City

of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location other

than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility

will attach to any City representative or employee for premature opening of bids not properly addressed oridentified.

19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of

supply.

20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.

21. Should a bid be misplaced by The City and found later it will be considered.

22. The unauthorized use of patented articles is done entirely at the risk of the bidder.

23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in

their application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he has

Bid Ref. #24-023

Landscaping Services

the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with

the provisions of the contract in which he is interested.

24. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered. Obsolete

models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any

unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the

equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required

by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code,

vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the

Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are

discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material,

equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by

The City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to

The City sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all tests on

defective material, equipment or supplies or allow the cost to be deducted from any monies due him by The City.

26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely

and without further obligation on the part of The City or County at the close of the calendar year in which it was executed and

at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic

renewal unless positive action is taken by The City or County to terminate such contract, and the nature of such action shall be

determined by The City or County and specified in the contract; (3) The contract shall state the total obligation of The City or

County for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar

year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other

personal property shall remain in the vendor until fully paid for by The City.

27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is in

the best interest of The City.

28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational

tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must

possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin

and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as

may be in the best interest of the City and/or re-advertise for bids.

31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of

town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or

drawing straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where applicable,

this ordinance will govern. Local preference will not be a basis for award on bids that are federally funded.

32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.

33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered

sufficient cause for rejection of all bids in which he/she is interested.

34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County or

who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work, the

fulfillment of the guarantee, or the time consumed in completing the work.

35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any

part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully

violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer

shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of

notice, or letter, to address given in bid/proposal. If after three working days of notification the conditions are not corrected

to the satisfaction of the Procurement Officer, he shall thereupon have the power to take whatever action he may deem

necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall

be deducted from any paid by The City out of such monies as may become due to the said contractor, under and by virtue of

this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the contractor,

his executors, administrators, successors, or assigns, shall pay the amount of such excess to The City on notice by the

Procurement Officer of the excess due.

36. Contracts may be cancelled by The City with or without cause with 30-day written notice.

37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of

opening of bids, otherwise such complaint cannot be properly considered.

38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause

in the 60-day period after bids are opened.

39. All questions, inquiries and requests for clarification shall be directed to Procurement.

40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement Office at

229-431-3211 for any addendums.

PROCUREMENT FORM - Revised 11/18/2021

Bid Ref. #24-023

Landscaping Services

SPECIAL INSTRUCTIONS TO BIDDERS

CITY OF ALBANY

Landscaping Services

Bid Reference No. 24-023

1. General: Bid for the mowing and ground maintenance of various locations in Albany, Georgia. A list

of addresses and instructions is contained herein.

2. Maintenance: The period of time for mowing all properties shall be as specified within the

schedule and identified within this contract. Prior to any changes, all mowing schedule adjustments

must be approved by the Project Manager(s) or designated representative. Maintenance includes

the entire lot being mowed to the street as well as to the alley, right of ways, fence lines, and

around trees and shrubs. Mowing must be to the base of trees, fences, other natural features, or

manmade objects. Any deviations must be pre-approved by the Project Manager(s). Grass should be

cut to no higher than two (2) inches and shall not be blown into the street or onto sidewalks.

Prior to mowing, Contractor shall be responsible for removing debris (trash, hanging tree limbs,

fallen tree limbs, fallen trees, rocks, etc.) from lots to prevent damage to mower and/or equipment.

Contractor shall take caution as not to damage trees, shrubs, and other structures during

maintenance of lots. Contractor shall be responsible for removal of all debris from lots and for

hauling off debris and cut material to an approved landfill on the same date of mowing. Contractor

shall provide certified landfill weight tickets to the Project Manager(s) for all applicable disposed of

debris along with invoicing. Note: Cut material is anything cut by mower or by hand. In the event

that fencing prohibits Contractor from maintenance of lot (s), Contractor shall notify Project

Manager(s) or designated representative immediately. Fencing may be removed by the Contractor

at the discretion of the Project Manager(s) or designated representative.

Finish mowing includes all the above plus trimming, edging, cutting around trees, shrubs, curb,

sidewalk, poles, and other natural features.

Plant Bed Maintenance (all plant beds should be maintained free of weeds and/or foreign growth).

Mulch installation (pine straw mulch installed in all plant beds and around tree basins twice annually,

one in the spring and fall).

3. Contractor’s Labor/Equipment: Contractor’s bid shall include furnishing all necessary labor (to

include manpower and hand labor), materials, tools, equipment (excluding heavy duty equipment),

transportation, supervision and all other items necessary to complete the contract requirements in

accordance with Specifications, General Conditions, Special Instructions to Bidders and all other

provisions included in this Informal Bid.

Note: Heavy-duty equipment is defined as any equipment not normally utilized for lawn

maintenance purposes such as a backhoe, skid steer loader or other construction type equipment.

Hand Labor is defined as manual labor involving the hands, which includes picking up debris, pulling

weeds, or use of hand tools. Any other incidental items that may be classified as hand labor must be

discussed with the Project Manager or designated representative for consideration and approval.

The use of heavy-duty equipment and/or hand labor shall not be performed without

prior (written) approval by the Project Manager(s) or designated representative.

Bid Ref. #24-023

Landscaping Services

4. The Owner is the City of Albany. The Owner reserves the right to reject any and all bids and to

waive any informalities in the bidding process.

5. Bidder shall be responsible to visit the jobsites and familiarize himself with the local conditions.

6. Bid Form: Bid must be submitted on the bid form contained herein. Rate bid will be the rate paid

each time the lot is mowed. Rate per lot must include necessary hand labor to perform the scope of

work. Contractor must bid all items on the bid form. Line items are provided on the bid form to

indicate individual pricing for hand labor (refers to off-season cleanup, item #5 below), heavy-duty

equipment, and debris hauling. Bids will be awarded to the responsive and responsible bidder

submitting the lowest total bid in the manner that best benefits the City of Albany.

7. Schedule: The proposed mowing schedule calls for weekly mowing during the growing season

(March 1 through September 30); one cut in October, November, December, January, and

February; and three “on-call” cuts during the course of the contract. In the event of a drought or

significantly low rainfall, mowing frequency on all or any portion of the lots may be temporarily

adjusted to a monthly cycle at the discretion of the Project Manager or designated representative.

Upon written notification from Project Manager or designated representative,

Contractor is required to clean-up trash, debris, leaves, limbs, etc. once per month

during the off-season.

Contractor and Project Manager or designated representative will agree to a monthly calendar

schedule, which will be used to evaluate all work. Within twenty-four (24) hours of completing

mowing within each designated category as listed within the bid document, Contractor must submit

photographic evidence with a date and time stamp per lot via email to David Watson at

dwatson@albanyga.gov or designated representative. Designated staff will perform spot checks of

random properties prior to approval of any invoice. Failure to adhere to this provision may result in

non-payment of invoices by the City.

In the event that the Project Manager or designated representative discovers (upon inspection), that

a site was not mowed, within twenty-four (24) hours, the Contractor shall perform maintenance of

the property(ies) and notify the Project Manager or designated representative of completion as

outlined within this bidding document. If additional inspections are required after any 2nd inspection

of any given property associated with this contract, an inspection fee will be assessed in the amount

of $25.00 per location.

8. Penalty: In the event the Contractor is unable to maintain the schedule contained herein, the City

will ensure the work is accomplished. Assistance will be provided by the City at cost plus 20%,

which will be deducted from the Contractor’s future invoices. Failure to respond within the stated

time frames shall be cause for penalty. Repeated failures may result in termination of the contract

for non-performance and are subject to re-procurement costs.

9. Qualifications: Contractor shall have a minimum of three (3) years experience in lawn

maintenance and provide at least three (3) references to that effect. Contractor shall submit with

their bid a listing of the following:

• Equipment owned.

• Number of personnel employed; and

• At least three references to include name, organization, current address, current phone,

and a valid email address and length of contract.

10. Bid Bond: Each bid shall be accompanied by a certified check, cashier’s check, or bid bond (surety)

acceptable to the Owner, in an amount equal to at least five (5%) percent of the bid, payable

Bid Ref. #24-023

Landscaping Services

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Number	Bid Name	Pre-Bid	Bid Opening	Bid Tabulation
24-023	Landscaping Services	11/20	12/12/2023

Landscaping Services

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See also