HIGHLANDS COMMUNITY DEVELOPMENT DISTRICT 12051 Corporate Boulevard, Orlando, FL 32817 REQUEST FOR PROPOSALS TO BE RETURNED BY: FRIDAY, JAN. 29 th VIA EMAIL TO JANEG@FISHKIND.COM LANDSCAPING, COMMON AREAS, AND ENTRY FEATURES MAINTENANCE FOR THE AYERSWORTH GLEN COMMUNITY RFP BACKGROUND INFORMATION The Ayersworth Glen community ( Community ) is located in Hillsborough County, Florida. The common areas, entry features, and landscaping for the community are owned and maintained by the Highlands Community Development District ( District ). The District is overseen by a five-member Board of Supervisors. The District is managed by Fishkind & Associates, Inc., which reports to the District s Board of Supervisors. The District is now soliciting proposals from qualified landscaping maintenance contractors ( Contractors ) for the maintenance of its landscaping, common areas, and entry features. The attached map outlines the areas to be serviced by the Contractor. Note that all of the turf and landscaping located along Ayersworth Glen Boulevard is to be maintained by the contractor. The District is requesting proposals for the maintenance of the District s landscaping, common areas, and entry features for the time period from March 1, 2016 through February 28, 2017, with an option for two (2) additional annual renewals. Thus, a proposal outlining the pricing for three (3) years worth of services (beginning March 1, 2016) are requested. The accepted proposal will serve as an exhibit to the District s standard form of contract for maintenance services, which allows either party to cancel the same agreement, subject to certain terms and conditions. GENERAL SCOPE OF WORK: Contractor agrees to provide grounds maintenance services for all existing public landscaped and turfed areas within the Community. The areas covered begin at the property line, or the landscape edge of the property, and continue throughout the property covering to the furthest extremity of landscaped areas, or the property line. In all cases, unless otherwise stated in the contract specifications, maintenance services extend only to the point of existing landscaping or existing maintained mulch beds. Maintenance of woods and other non-maintained natural areas would fall under the scope of extra work. MOWING: St. Augustine sod areas will be mowed at least once each week during the growing season (April through October). All District turf areas will be mowed every other week, or more frequently as conditions warrant, during the dormant season (November through March). Retention pond areas will be mowed at least once each week while in the growing season (April through October) and every other week during the dormant season.
Heavy or excessive clippings will be removed upon completion of mowing. Lake banks and retention ponds will be mowed to the water s edge. Contractor will use best efforts to blow clippings away from the ponds. Mowing height will depend on the type of turf and the season. Typically, the height will range from 3 to 4. Retention areas, and other areas too wet for proper mowing, will be mowed when the ground is firm enough to allow normal mowing procedures. EDGING: All lawn areas adjacent to paved surfaces or structural edges such as sidewalks, walkways, driveways, parking lots, curbing, headers, and retaining walls, will be edged with a blade edger in order to maintain clean, crisp, and consistent edge lines. Bed edges will be kept clean and well defined around color beds, shrub beds, open beds, and tree trunks, so as to prevent encroachment from lawn and other adjacent materials. Edging will be performed on a regular basis so as to conform with the mowing schedule. All sidewalks and curbs will be edged every time the turf is mowed. Plant beds will be edged as often as required to prevent turf encroachment into the plant beds. WEEDING OF BEDS: Weeding of plant beds will be performed on a regular basis to control weed population and maintain healthy plants with a neat appearance. Weeds will be removed from hedges, shrubs, and plant and tree beds at least every other week. Ground cover beds infested with weeds will be chemically treated to kill the weeds. Weed control in plant beds, open beds, ground between plants, joints in walks, decks, curbs, and drives, will be performed using appropriate manual (Hand pulling), and/or chemical (herbicide) control methods. When it is necessary and practical to use chemical control, pre and post-emergent herbicides will be applied with care so as not to injure adjacent desirable plants. PRUNING AND TRIMMING: Selective pruning will be performed on all ornamental plants in order to maintain the natural habit of the plant and to ensure health and vigor. Trees will be trimmed or pruned up to a height of 7 feet. No limbs larger than 1 ½ inches in diameter will be removed. Trees which require cutting back or reshaping will be performed on a cost plus basis. This would be defined as cutting back into the wood and into the previous year s growth. Trees larger than 10 feet and limbs larger than 1½ inches in diameter will be trimmed or removed on a cost plus basis. Ground covers and vines will be sheared as necessary in a uniform manner to maintain neat clean edges, surfaces, and overall appearance. Shrubs and hedges will be sheared and pruned in a consistent manner to maintain optimum shape and size as growth habit dictates according to the individual potential for each type of Page 2 of 6
plant variety. Large shrubs and small trees less than 7 feet in height will be selectively thinned out to remove dead wood and foliage as well as interfering branch cross over. Trees will be maintained free of low hanging limbs and suckers from trunk or base. Pruning of plants overhanging on curbs, sidewalks, passageways, patios, balconies, fences, air conditioning units and parking areas will be trimmed by the Contractor as necessary to ensure that the plants have a neat uniform appearance. All trimmings and clippings will be collected and removed from the property. Palm trees around pool, office, and model areas will be trimmed as often as necessary to assure a clean, healthy, and pleasant appearance. Palms over 15 feet will be trimmed on a cost plus basis. NOTE: The scope of work is not intended to include shaping and or shearing the tops of trees. The intent is to maintain a consistent lateral line height of the canopy at 6 to 10 feet depending upon the specific requirements of the tree within respect to its location. Shearing and/or shaping of trees would be addressed as extra work. MAINTENANCE OF ANNUALS: Annuals within the Community will be replaced up to (4) times per calendar year by Contractor. The cost of replacement annuals will be billed to the District, after District approval, on a cost plus basis. Thus, the cost of replacement annuals will not be included as a part of Contractor s agreement. Annual installations will include all necessary soil amendments and nutritional requirements to meet the needs of the specific plants installed. MULCH: All existing tree and shrub beds will receive mulch at least two (2) times per year, with coverage of new mulch at least 1 deep. The addition of mulch to plant beds will be provided and installed by the Contractor on a cost plus basis. Thus, the cost of mulch will not be included as a part of Contractor s agreement. CLEANUP: All debris generated during the performance of this contract will be blown or vacuumed from sidewalks and curbs. This will encompass complete removal of weeds at curbs and pavement lines. Clean up of parking lots, basketball courts, and other non-landscaped areas, beyond cleaning up of debris generated during the performance of this contract is not included within the scope of clean up. All turf will be cleared of litter and debris before mowing, so as not to shred and scatter foreign matter. General trash clean-up along Ayersworth Glen Bouelvard, the Community entrances, Community clubhouse parking lot, and basketball court shall be included in Contractor s bid. Trash receptacle cleaning and liner replacement, throughout the Community, as needed. Page 3 of 6
IRRIGATION: Contractor will repair or replace any properly installed sprinkler head damaged during the grounds maintenance operations. All other repairs will be performed on a time and materials basis. Pump system operation, maintenance, and testing are not included in this agreement. Once per month the sprinkler system will be thoroughly inspected to ensure proper operation and a written report will be submitted following each inspection. Time clocks and valves will be checked for proper operation and or malfunctions. Time clocks and various zones will be properly coordinated to provide adequate water to maintain all planted areas in a thriving condition in accordance with each season of the year. The clocks will be timed so that water penetrates throughout the root zone only as frequently as necessary to allow an adequate supply of oxygen to the root system to encourage proper growth. The irrigation system will be run to check for coverage and even distribution rates. All clogged irrigation heads will be cleaned. Heads will be adjusted as required to provide designed coverage. Sprinklers will be checked, serviced, and adjusted for coverage on a monthly basis. The sprinklers will be checked for apparent damage resulting from the maintenance operations. This will be accomplished during the performance of maintenance operations and will not require the sprinklers to be turned on. Sprinkler system repairs required but not resulting from maintenance operations will be performed on a cost plus (time and materials) basis. Such operations may include: replacing damaged or missing heads, broken pipes, adding or moving heads in under watered areas, time clock repair, replacing or rebuilding valves, locating and splicing cut wires, etc. CHEMICAL TREATMENT PROGRAM AND HORTICULTURAL CONSULTATION: The property may be inspected by a horticulturist appointed by the District to determine: Plant health and vigor. Turf health and vigor. Harmful insect infestation. The District may provide a spraying program to minimize infestations of weeds and insects in all St. Augustine turf and plant bed areas. Disease and insect activity in turf and ornamental shrubs will be treated by the Contractor on an as-needed basis. Any diseases that may arise for which there is not practical control will be reported to the owner s representative. Appropriate recommendations will be made at that time. Retention areas, Bahia lawns, and areas that stay wet for extended periods of time cannot be covered by these specifications. Insect control is limited to shrub and turf damaging insects only. Insect control does not cover pests such as termites, fleas, rats, carpenter ants, etc. Page 4 of 6
NOTE: DURING PERIODS OF EXCESSIVE RAINFALL OR DROUGHT, TREATMENTS OVER AND ABOVE NORMAL ANTICIPATED ACTIVITY OF PEST AND DISEASE MAY BE SUBJECT TO ADDITIONAL CHARGES. FERTILIZATION: St. Augustine turf will be fertilized six (6) times per year by Contractor using a fertilizer formulated to meet specific turf and seasonal requirements. February - Turf fertilization w/ 24-0-10 75% slow release and 6% iron. March - Turf weeds treatment with Celcius May - Turf fertilization w/ 20-0-10 100% slow release and 6% iron Application of Arena for insects and spot treat weeds with Celcius August - Turf fertilization w/ 20-0-10 100% slow release and 6% iron Spot treat for insects and weeds in turf. Nov. - Turf fertilization w/ 20-2-10 75% slow release and 6% iron Plant material will be fertilized four (4) times per year by Contractor. Upon request, Contractor will conduct soils tests with lawns each year before fertilizer is applied. Any corrective applications needed for adjustment of soil Ph will be subject to additional cost. TURF WEED CONTROL: Contractor will be responsible for broadleaf weed control, including spot treatment, in St. Augustine lawns and beds. Spot treatment shall be conducted at least every other week. All landscape areas covered by these specifications will be kept weed free through hand weeding and the use of post and pre-emergent herbicides. Weeds germinating in paved areas, covered by these specifications, will be chemically controlled. Turf areas that have already been overtaken with weeds to the point where re-establishing turf is beyond practicality are not covered under these specifications. FREQUENCY OF SERVICE: The Contractor s grounds maintenance crew will report to the job site fifty-two (52) weeks per year. If the turf does not require mowing (e.g., 38 weeks per year for bahia), other necessary services, including trimming and mulching, will still be performed. SPECIAL SERVICES: BUILDING/ FACILITY MAINTENANCE The Contractor shall provide for the on-going cleaning and maintenance of the exterior of the Community clubhouse facility and its surrounding grounds, as detailed below. Supplies and materials necessary for the ongoing performance of cleaning services shall be included in the Contractor s bid. The scope of facility maintenance to be performed by the Contractor shall include the following duties: Trash receptacle cleaning and liner replacement, as needed. Exterior light fixture cleaning. General exterior cleaning for cob webs, wasp nests, etc. Page 5 of 6
Weekly monitoring of the outdoor dumpster area, including picking up and disposing of any loose debris. Straightening and wiping down pool furniture on a daily basis to keep a uniform and organized appearance. Requests for services outside those specified above as part of Contractor s agreement will be subject to additional labor and/or material charges depending upon the service provided. CDD BOARD MEETINGS A representative of the Contractor will attend all regularly scheduled CDD Board Meetings, up to twelve (12) Board Meetings per calendar year, to address any issues and provide maintenance updates to the Board Members and District staff. District Board Meetings are currently held on the second Wednesday of each month at 8am at the Ayersworth Glen clubhouse. OTHER SPECIAL REQUIREMENTS A foreman will be assigned to the project, with whom the Community manager may communicate on a regular basis, pertaining to the contract services. The assigned foreman should personally check in at the on-site office with the Community manager during normal business hours (Monday through Friday 9am 5pm) at least once per week. Contractor Representative/Site Manager communications may include: Detailed and dated account of any materials or service functions to be performed during each visit for verification and confirmation at completion. Detailed and dated account of any materials or service incorporated into work that will be billed for as an extra charge. Detailed and dated enumeration of problems encountered, during service performance, and recommendations for solution. Contractor will supervise and direct the work and his employees, to the best of his ability, and be solely responsible for all techniques, sequences, procedures, coordination of services, and actions of his employees. Contractor service personnel shall maintain a neat appearance in a Contractor-supplied uniform that clearly identifies the person as an employee/contractor of the Contractor. Page 6 of 6