INVITATION TO BID
(IRB)
To Prospective Bidders:
Solicitation Number:
Title:
Release Date:
Director of Purchasing:
Address:
Phone:
Email:
ITB #2021-02
Lawn and Landscaping Services
February 10, 2021
Edward McMullen
Birmingham Board of Education
2015 Park Place North
Birmingham, AL 35203
205.231.4885
purchasing@bhm.k12.al.us
In observance of President’s Day, the school district will be
closed on Monday, February 15, 2021.
Notice is hereby given that the Birmingham Board of Education (the “Board”) will accept bids for ITB #2021-02, Lawn and
Landscaping Services. Sealed bid must be submitted to the Birmingham Board of Education, Purchasing Department, Room
202, 2015 Park Place North, Birmingham, Alabama 35203, by 2:00 PM CDT/CST on Thursday, March 4, 2021. Bids are due and
will be opened at this time.
Faxed or emailed bids are not acceptable. The Invitation to Bid document is available on the District’s website at
https://www.bhamcityschools.org/Page/332. For important dates, please refer to 1.7 – ITB Schedule of Events on Page 7.
Site Visits will be held at various school locations. For details, refer to 1.11 – Pre-Bid Conference and Site Visit(s) on Page 8.
Bidder may not withdraw bid after the time set for the opening thereof, unless the award of the contract is delayed for a period
exceeding ninety (90) calendar days. The Board reserves the right to reject any or all bids, and to waive all formalities in bidding
and to award the contract to the lowest responsible Bidder in accordance with applicable law.
It is not the policy of the Board to award contracts on the basis of price alone, quality and suitability to purpose and the needs
of the Board being controlling factors. When applicable, warranty and maintenance agreement will be considered in
determining the lowest responsible Bidder.
THE BOARD WILL NOT ACCEPT BIDS THAT ARE LATE.
Company:
By: Edward McMullen
Edward McMullen, Director of Purchasing
Telephone:
Address:
Fax:
City:
State:
Zip Code:
Email:
Typed/Printed Name
Title
Authorized Signature
Date
NO RESPONSE – I hereby submit a “NO RESPONSE” for the following reason(s):
Insufficient time to respond to ITB.
Schedule will not permit us to respond.
We do not offer the product or service requested.
Unable to meet specifications.
Unable to meet insurance requirements.
Keep our company on the bidder’s list for future ITB.
Remove our company from the bidder’s list.
Other__________________________________________
Please submit “No Response” via email to: purchasing@bhm.k12.al.us
Birmingham City Schools
Lawn and Landscaping Services
ENVELOPE LABEL
SEALED BID ENCLOSED
(To Be Opened By Purchasing Official Named Below)
Respondent’s Name: ________________________________________________
Primary Contact:
________________________________________________
Respondent’s Address: ________________________________________________
________________________________________________
Submit Response To:
Edward McMullen, Director of Purchasing
Birmingham Board of Education
Purchasing Department, Room 202
2015 Park Place North
Birmingham, Alabama 35203
Solicitation No. & Title: ITB #2021-02 – Lawn and Landscaping Services
Solicitation Due Date & Time: Thursday, March 4, 2021, 2:00 PM CDT/CST
ITB #2021-02
Page 2 of 46
Birmingham City Schools
Lawn and Landscaping Services
SECTION
TABLE OF CONTENTS
DESCRIPTION
PAGE
1 INTRODUCTION..................................................................................................................................... 5
1.1 Purpose.......................................................................................................................................... 5
1.2 District Background ...................................................................................................................... 5
1.3 Minimum Eligibility Requirements .............................................................................................. 5
1.4 State of Alabama Immigration Law (Act 2011-535) .................................................................... 6
1.5 Contract Term ............................................................................................................................... 7
1.6 Additional Purchases .................................................................................................................... 7
1.7 ITB Schedule of Events ................................................................................................................ 7
1.8 Bidder Inquiries ............................................................................................................................ 8
1.9 Representatives ............................................................................................................................. 8
1.10 Addenda ........................................................................................................................................ 8
1.11 Pre-Bid Conference and Site Visit(s)............................................................................................ 8
1.12 Bid Due Date............................................................................................................................... 10
1.13 Bid Opening Date ....................................................................................................................... 10
1.14 Prime Bidder ............................................................................................................................... 11
1.15 Bid Submittal Items .................................................................................................................... 11
1.16 Bid Preparation ........................................................................................................................... 12
1.17 Additional Information ............................................................................................................... 12
1.18 Withdrawal of Bid....................................................................................................................... 12
1.19 Late Bid....................................................................................................................................... 12
1.20 Rejection of Bid .......................................................................................................................... 12
1.21 Acceptance of Bid....................................................................................................................... 13
1.22 Award.......................................................................................................................................... 13
1.23 Protests ........................................................................................................................................ 13
1.24 Disputes and Appeals.................................................................................................................. 13
1.25 Cost of Preparation, Submitting Bid/Oral Presentation .............................................................. 13
2 SCOPE OF WORK/SPECIFICATIONS ..................................................................................................... 14
2.1 Scope of Work ............................................................................................................................ 14
2.2 Hours of Operation – Service Calls ............................................................................................ 21
2.3 Bidder’s Personnel ...................................................................................................................... 21
2.4 Cleaning of Worksite .................................................................................................................. 21
3 TERMS AND CONDITIONS ................................................................................................................... 22
3.1 Bid Validity Period ..................................................................................................................... 22
ITB #2021-02
Page 3 of 46
Birmingham City Schools
Lawn and Landscaping Services
3.2 Disposition of Bid ....................................................................................................................... 22
3.3 Bid Security ................................................................................................................................ 22
3.4 Insurance Requirements .............................................................................................................. 22
3.5 Orders.......................................................................................................................................... 23
3.6 Purchase Orders .......................................................................................................................... 23
3.7 Invoicing and Payment................................................................................................................ 23
3.8 Gratuities..................................................................................................................................... 24
3.9 Non-Discrimination .................................................................................................................... 24
3.10 Confidential and Proprietary ....................................................................................................... 24
3.11 Cancellation/Termination............................................................................................................ 24
3.12 Permits and Licenses................................................................................................................... 24
3.13 Independent Contractor............................................................................................................... 24
3.14 Delegation, Subcontracts and Assignment.................................................................................. 25
3.15 Procurement Rules ...................................................................................................................... 25
3.16 Force Majeure ............................................................................................................................. 25
3.17 Governing Laws, Ordinances and Regulations ........................................................................... 25
3.18 Public Disclosure ........................................................................................................................ 25
3.19 Pending Legal Actions ................................................................................................................ 25
3.20 Warranty of Price ........................................................................................................................ 25
3.21 Safety Warranty .......................................................................................................................... 26
3.22 Right to Purchase Elsewhere....................................................................................................... 26
4 EXHIBIT 1 – SCHOOL/FACILITY LOCATIONS......................................................................................... 27
5 ATTACHMENT A – BID SHEET .............................................................................................................. 28
6 ATTACHMENT B – INSURANCE REQUIREMENTS................................................................................. 32
7 ATTACHMENT C – ADDENDA ACKNOWLEDGEMENT.......................................................................... 35
8 ATTACHMENT D – REFERENCES .......................................................................................................... 36
9 ATTACHMENT E – CERTIFICATION REGARDING DEBARMENT ............................................................ 37
10 ATTACHMENT F – ALABAMA CHILD PROTECTION ACT OF 1999, CHAPTER 22A ................................ 38
11 ATTACHMENT G – BCS’ MINORITY PARTICIPATION PROGRAM ......................................................... 39
12 ATTACHMENT H – STATE OF ALABAMA IMMIGRATION LAW CERT. OF COMPLIANCE ...................... 40
13 ATTACHMENT I – DRUG-FREE WORKPLACE CERTIFICATION .............................................................. 41
14 ATTACHMENT J – BID CERTIFICATION ................................................................................................ 42
15 ATTACHMENT K – NON-COLLUSION CERTIFICATION ......................................................................... 43
16 ATTACHMENT L – VENDOR QUESTIONNAIRE................................................................................... 44
17 ATTACHMENT M – DISCLOSURE STATEMENT ..................................................................................... 45
18 ATTACHMENT N – MINORITY PARTICIPATION FORM......................................................................... 46
ITB #2021-02
Page 4 of 46
Birmingham City Schools
Lawn and Landscaping Services
1 INTRODUCTION
1.1 Purpose
The Birmingham Board of Education (the “Board”) is seeking bids from qualified firms (hereafter called “Bidders”)
to provide Lawn and Landscaping Services at Birmingham City Schools (“BCS” or “District”) in accordance with
the terms, conditions, and requirements contained in this Invitation to Bid (ITB).
The intent of this ITB is for the successful Bidder to provide the expertise and services requested with the
expected result to be economical and provide the school system with a higher level of product quality, reliability,
performance and customer service.
In order to ensure that the required items are provided with the highest possible quality, the Board is interested
in establishing a contract with a Bidder experienced and qualified in such contracts that will provide the quality
and services requested in a professional and timely manner.
Nothing herein is intended to exclude any responsible Bidder, or in any way restrain or restrict competition. On
the contrary, all responsible Bidders are encouraged to submit a bid and their bids are solicited.
1.2 District Background
The Birmingham City School District is located in the heart of the Birmingham/Metropolitan area in the center of
a large, diverse and culturally mixed community filled with a long rich history. In the business of educating
children since 1874, our system is comprised of 42 schools that service the 99 neighborhoods located within the
city where the education of over 22,000 students is our top priority.
With the mission to guide all students to achieve excellence in a safe, secure and nurturing environment, the
Birmingham City School System is the 5th largest school system in Alabama and is governed by an elected board
of nine members, representing the nine districts within the city. Birmingham City Schools employs over 2,700
certified and classified workers; and operates on an annual budget of approximately $302 million dollars.
For more information, please visit the District's website at www.bhamcityschools.org.
1.3 Minimum Eligibility Requirements
The District has established minimum qualifications which Bidders must meet in order for the Bidder’s response
to be considered responsive.
▪ Bidder must provide a copy of valid/current business license to conduct business in the State of Alabama
or applicable home state.
▪ Bidder must be in business for a minimum of three (3) years providing similar goods and/or services as
required in this solicitation.
▪ Bidder must provide a minimum of three (3) references for completed and/or current projects that
demonstrate the firm’s expertise and capabilities of said or similar services.
▪ Bidder is in good standing with federal, state and municipal jurisdictions to conduct business with the
District, and is not under investigation or engaged in litigation that would hinder the conduct of business.
ITB #2021-02
Page 5 of 46