Agenda 04/28/2015 Item #16A17 4/28/2015 16.A.17.
EXECUTIVE SUMMARY
Recommendation to authorize payment to Superior Landscaping and Lawn for routine
maintenance per contract 13-6062S,Annual Contract for Landscape Maintenance.
OBJECTIVE: To pay invoices for routine planned maintenance work performed during the months of
January, and February, 2015.
CONSIDERATIONS: The Board approved Contract 13-6062S with Superior Landscaping & Lawn,
along with five other landscaping contractors, on September 24, 2013 (BCC Agenda Item 16A9). This is
a contract that pre-qualifies landscape contractors to provide quotes for County work.
On November 25, 2013, all six contracted vendors were asked to provide quotes for work on Rattlesnake
Hammock (from US 41 to Polly Avenue) and Airport Pulling Road (from US 41 E to Cougar Drive) to
run concurrent with the contract (Contract 13-6062S) period of January 1, 2014 to December 31, 2014;
results confirmed Superior Landscaping&Lawn as the lowest on each quote.
Two purchase orders were created in early October 2014 to continue the work with Superior Landscaping
and Lawn. Staff only requested enough funding for each purchase order for work for the first quarter of
2015, as they were in the midst of evaluating the performance of the contractor. Later in October 2014,
staff determined that it was in the best interest of the County not to renew the next annual contract period
(beginning in January 2015) with Superior Landscaping for Contract 13-6062S and provided information
to Purchasing to create a separate solicitation for each roadway in order to attract new vendors. As the
two purchase orders were in place, staff believed the work could continue until new contractors were
selected. The termination letter (issued on October 14, 2014) notified Superior Landscaping and Lawn
that the two purchase orders "...would be used until the time that a new bid [contract] is awarded and
notice to proceed is issued." In good faith, Superior Landscaping continued in compliance with staff's
direction.
The master contract(13-6062S)with Superior ended on December 31, 2014, however,the purchase order
was to continue per staff direction until a new contract was bid and awarded; no new work was added to
scope of the purchase order, nor did staff add any additional time. On January 21, 2015, there was a
request to add additional dollars to the purchase orders so as to pay for the service for the next quarter
(January—February 2015). The Procurement Services Division reviewed the background and determined
that no new scope was added, nor was any time being added, and approved the request to add dollars to
the purchase order.
Upon presentation of invoices, Accounts Payable staff determined that the addition of the dollars to the
purchase order for the second quarter was not proper, and that payment for the services rendered could
not occur without further action by the Board.
Thereafter,the Board approved new contracts for landscaping services for work:
• Rattlesnake Hammock(US 41 to Polly Avenue)on March 10, 2015, Item: 16A-9.
• Airport Pulling(US 41 East to Cougar Drive)on March 24, 2015,Item: 16A-7.
Staff requests that the Board authorize the payment for landscaping services already rendered by this
vendor during the first quarter of 2015 for an approximate amount of$25,000.
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FISCAL IMPACT: There is no additional Fiscal Impact associated with this Executive Summary. All
funding required to compensate the vendor for completed work has been included in the Board approved
FY15 budget for Landscape Maintenance. Source of funds is Unincorporated General Fund 111.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval.—SRT
RECOMMENDATION: That the Board authorizes payment to Superior Landscaping and Lawn for
routine maintenance per contract 13-6062S, Annual Contract for Landscape Maintenance for routine
landscaping services already rendered during first quarter 2015.
Prepared by: Liz Soriano,Project Manager, GMD-Road Maintenance Division
Evelyn Colon, Procurement Strategist, Procurement Services Division
Attachments: 1) 13-6062S Annual Contract for Landscape Maintenance; 2) Quote Results; 3) Purchase
Orders 4500153462 and 4500153463; 4) October 14, 2014 Letter and Superior Landscaping and Lawn
Invoices.
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.A.16.A.17.
Item Summary: Recommendation to authorize payment to Superior Landscaping and
Lawn for routine maintenance per contract 13-6062S, Annual Contract for Landscape
Maintenance.
Meeting Date: 4/28/2015
Prepared By
Name: Salma Nader
Title: VALUE MISSING
4/2/2015 2:48:29 PM
Submitted by
Title: Project Manager,Public Transit&Neighborhood Enhancemt
Name: SorianoLiz
4/2/2015 2:48:30 PM
Approved By
Name: Vliet.Tohn
Title: Division Director-Road Maintenance, Road Maintenance
Date: 4/2/2015 3:15:43 PM
Name: MarkiewiczJoanne
Title: Division Director-Purchasing&Gen Svc, Purchasing&General Services
Date: 4/2/2015 3:38:20 PM
Name: EvelynColon
Title: Purchasing-Procurement Specialist
Date: 4/2/2015 3:41:48 PM
Name: EvelynColon
Title: Purchasing-Procurement Specialist
Date: 4/2/2015 3:53:35 PM
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4/28/2015 16.A.17.
Name: HerreraGloria
Title: Management/Budget Analyst,Transportation Administration
Date: 4/2/2015 4:08:02 PM
Name: LulichPamela
Title: Manager-Landscape Operations, Landscape Operations
Date: 4/2/2015 4:19:04 PM
Name: SorianoLiz
Title: Project Manager, Public Transit&Neighborhood Enhancemt
Date: 4/3/2015 4:51:27 PM
Name: KearnsAllison
Title: Manager Financial &Operational Support, Transportation Administration
Date: 4/6/2015 2:06:15 PM
Name: GossardTravis
Title: Superintendent-Roads &Bridges,Road Maintenance
Date: 4/7/2015 8:39:07 AM
Name: KearnsAllison
Title: Manager Financial &Operational Support,Transportation Administration
Date: 4/9/2015 4:39:34 PM
Name: TeachScott
Title: Deputy County Attorney, County Attorney
Date: 4/10/2015 7:03:17 AM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 4/15/2015 8:01:13 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 4/15/2015 1:47:35 PM
Name: IsacksonMark
Title: Division Director-Corp Fin &Mgmt Svc, Office of Management&Budget
Date: 4/15/2015 1:48:24 PM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 4/15/2015 3:35:51 PM
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REQUEST FOR PROPOSAL
CAtrer Coy
cinnnisa1tve Services division
Purchasing
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation RFP 13-6062S
Annual Contract for Landscape Maintenance Vendors
Brenda Brilhart, Procurement Strategist
(239) 252-8446 (Telephone)
(239) 252-6697 (Fax)
BrendaBrilhart @colliergov.net (Email)
This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document
made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government.
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Table of Contents
LEGAL NOTICE 3
EXHIBIT I:SCOPE OF WORK,SPECIFICATIONS AND RESPONSE FORMAT 4
EXHIBIT II:GENERAL RFP INSTRUCTIONS 17
EXHIBIT III:COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS 20
EXHIBIT IV:ADDITIONAL TERMS AND CONDITIONS FOR RFP 23
ATTACHMENT 1:VENDOR'S NON-RESPONSE STATEMENT 30
ATTACHMENT 2:VENDOR CHECK LIST 31
ATTACHMENT 3:CONFLICT OF INTEREST AFFIDAVIT 32
ATTACHMENT 4:VENDOR DECLARATION STATEMENT 33
ATTACHMENT 5:AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS 35
ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION 36
ATTACHMENT 7:VENDOR SUBSTITUTE W-9 37
ATTACHMENT 8: INSURANCE AND BONDING REQUIREMENTS 38
ATTACHMENT 9: REFERENCE QUESTIONNAIRE 40
EXHIBIT A-SCOPE OF SERVICES 41
RFP 13-6062S Annual Landscape Maintenance
2
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Colter Couny
Adrrinistrative Servioes Division
Purchasing
Legal Notice
Sealed Proposals to provide Landscape Maintenance Services will be received until 3:00 pm, Naples
local time, on August 20, 2013 at the Collier County Government, Purchasing Department, 3327
Tamiami Trail E, Naples, FL 34112.
Solicitation RFP 13-6062S
Annual Contract for Landscape Maintenance Vendors
Services to be provided may include, but not be limited to the following: landscape and irrigation
maintenance, mowing service, tree service, and pest control firms in performing on County
properties, medians and right-of-ways.
A non-mandatory pre-proposal conference will be held on August 13, 2013, commencing promptly at
9:00 AM, and will be held in the Purchasing Department Conference Room, Collier County
Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112.. If this pre-proposal
conference is denoted as "mandatory", prospective Vendors must be present in order to submit a
proposal response.
All statements shall be made upon the official proposal form which may be obtained on the Collier
County Purchasing Department Online Bidding System website: www.colliercov.net/bid.
Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability
or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA,
BY: /S/ Joanne Markiewicz
Interim Purchasing & General Services Director
This Public Notice was posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasing and in the Lobby of Purchasing Building "G", Collier County
Government Center on July 30, 2013.
Prr , ''trott•3301 7amiam Tra i Las Naples,Ronda 34112.15174h co e€ccFi rre*eurchasirg
RFP 13-6062S Annual Landscape Maintenance
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Growth Management Division Road and Bridge Maintenance
Department (hereinafter, the "Division or Department"), the Collier County Board of County
Commissioners Purchasing Department (hereinafter, "County") has issued this Request for Proposal
(hereinafter, "RFP") with the intent of obtaining proposals from interested and qualified Contractors in
accordance with the terms, conditions and specifications stated or attached. The Contractor, at a
minimum, must achieve the requirements of the Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
Brief Description of Purchase
The purpose of this RFP is to pre-qualify landscape and irrigation maintenance, mowing service, and
tree service in order to ensure the quality of work being performed on County properties, medians and
right-of-ways. Quotes will be required from all the awarded vendors for every project. Historically,
County departments have spent approximately $2.5 million dollars annually. Awarded vendors who
choose to not actively participate in the quoting process will not have their contracts renewed.
Detailed Scope of Work
Exhibit A of this document outlines the duties and responsibilities that may be included, however, are
not limited to the resultant contractors of this RFP. The County purchases through a separate annual
contract mulch, fertilizer, and all irrigation parts and components. County will provide all necessary
forms for the firm to fill out and submit as required. The Contractor is responsible for coordination of
the pick-up, delivery, and schedule of work.
Contractor's Responsibilities and Qualifications
It shall be understood and agreed that any and all services, materials, and equipment shall comply
fully with all Local, State, and Federal laws and regulations.
The Contractor's personnel and management to be utilized for this project shall be knowledgeable in
their areas of expertise. Resumes must be submitted of all key personnel within the firm. The County
reserves the right to perform investigations as may be deemed necessary to insure that competent
persons will be utilized in the performance of the contract. Selected firm shall assign as many people
as necessary to complete the project on a timely basis, and each person assigned shall be available
for an amount of time adequate to meet the dates set forth in the Project Schedule.
Firm shall not change Key Personnel unless the following conditions are met:
1) Proposed replacements have substantially the same or better qualifications and/or experience.
2) That the County is notified in writing as far in advance as possible. Firm shall make
commercially reasonable efforts to notify Collier County within seven (7) days of the change.
3) The County retains final approval of proposed replacement personnel.
Category 1: Landscape and Irrigation Maintenance:
1) All landscape and irrigation maintenance responsibilities include but not limited to weekly, bi-
weekly, quarterly and/or monthly, or on an as needed basis services of mowing, weeding,
trimming, pruning, irrigation check and repairs, trash pick-up, blowing, edging, pressure
RFP 13-6062S Annual Landscape Maintenance
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cleaning, street sweeping, herbicide, pesticide, mulching, fertilization, tree pruning and
incidental services.
2) Contractor must attend all meetings as required.
3) Contractor must submit all reports required as noted in this contract.
These qualifications include:
1) Provide a copy of Landscape Contractor's and Irrigation License or Unlimited Landscape
Contractor's License in Collier County.
2) A valid State of Florida Pesticide License (PCO) that complies with all Federal, State (Chapter
482) and local laws and regulations; Bachelor degree in Ornamental Horticulture and/or
Entomology or the equivalent practical experience approved by the Project Manager; Current
Contractor's Occupational License for Pest Control Service.
A. If a subcontractor is specified at time of bid a signed and notarized letter must be
submitted from the subcontractor acknowledging his company as the
subcontractor for this contract.
B. Contractor or subcontractor to provide a list of owned and/or leased equipment to
include, but not limited to; date of manufacture, conditions, whether owned or
leased and if leased, date of lease expiration for pest control services.
C. Contractor or subcontractor to provide documentation of minimum five (5) years
prior experience in the pest service industry within the South Florida (to be defined
as the following Counties: Collier, Lee, Broward, Miami-Dade and West Palm
Beach) roadways or equal.
Such documentation shall include but not limited to:
(i) Provide project description, scope of work, project area, and work
specifications.
(ii) Provide the time of performance, names, and telephone numbers of
individual references familiar with Bidder's project performance.
(iii) Include the dollar amount of contract or project.
3) Provide proof of Intermediate Maintenance of Traffic Certification. Must provide MOT
certification for all subcontractors that are being used under this contract or if you will provide
oversight please include specification and designations. MOT will not be allowed to be
subcontracted.
4) Provide documentation of minimum five (5) years prior experience in the landscape grounds
maintenance within the South Florida (to be defined as the following Counties: Collier, Lee,
Broward, Miami-Dade and West Palm Beach) roadways or equal.
Such documentation shall include but not limited to:
i. Provide project description, scope of work, project area, and work specifications.
ii. Provide the time of performance, names, and telephone numbers of individual
references familiar with Bidder's project performance.
iii. Include the dollar amount of contract or project.
5) Provide documentation of minimum of three (3) years experience in Operation of Motorola
Irrigation Control Systems or equivalent. Equivalent is considered as Rainbird Maxicom,
Hunter IMMS 2.0, Tucor, Toro Turf Decoder Controller and any other Central Controller
System, must be approved by the Project Manager. Provide copies of staff irrigation
certifications and 10 irrigation continuing education coursework credits through the Irrigation
Association, Florida Irrigation Society, American Society of Landscape Architects or
equivalent. The information will be updated on an annual basis due to personnel turnover.
Documentation must include:
i.A list of projects that were maintained with the Motorola Irrigation Control System or
equivalent.
ii.Provide project description, scope of work, project area, and work specifications.
iii. Include the dollar amount of contract or project.
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iv. Provide irrigation certifications and continuing education credits.
1) Provide documentation of an ISA certified arborist on staff that will be on-site when tree
pruning services are rendered. If a subcontractor is specified at time of bid a signed and
notarized letter must be submitted from the subcontractor acknowledging his company as the
subcontractor under this contract.
2) Daily Communication is required of the Contractor and County Staff. The Contractor shall have
a singular point of contact, cellular phone, and e-mail for on-site and off-site communication in
order to communicate with the landscape and irrigation Project Managers on a daily basis.
3) During the Contract Period, the Project Manager (and/or Advisory Committee if applicable)
may have questions concerning maintenance issues.
A. The Contractor shall be required to attend monthly meetings and other special
meetings that the Project Manager should require. There shall be no additional charge
for attendance at these meetings.
B. If the Contractor fails to attend the monthly meetings without an excused absence an
amount equal to two (2) hours of the supervision labor rate as listed on the Bid Page
shall be deducted from the monthly billing of the Contractor against the Contract total.
C. On a twenty-four (24) hours basis, the Contractor may be required to travel to the site
immediately to meet with the Project Manager, law enforcement, or emergency
personnel to resolve an emergency. The Contractor shall respond to a telephone or
emergency beeper call within one (1) hour. There shall be no additional charge for these
responses. Post-storm response time shall be as soon as it is safe to go out to the job
site. If given direction to do post storm clean-up, the response must be within the
timeframe as set by Project Manager on pre-storm communication. Any exceptions will
be through the approval of the Project Manager. If a contractor's designated point of
contact does not answer an emergency call, the contractor will be written up for each
missed emergency call. If the contractor does not respond to three calls, they will be
deemed as non-responsive and terminated from the contract.
4) The contractor shall not engage in conversation with County staff that reflects a lack of
understanding or consideration for the customers' needs. The contractor shall refrain from
providing excuses for work not performed. Any problematic incidences and/or complaints
(and resolutions to such matters) are to be written in a report to the County Project
Manager. This report is to be delivered to the County Project Manager before 5:00 pm the
next working day after the incident or complaint.
5) A current material, supplies and equipment list shall be provided. This shall be updated
quarterly to insure that crews are equipped to provide Collier County with full maintenance
services.
A. Provide a list of supplies and equipment included in each crew truck for regular
daily maintenance and another list for the on-call/emergency vehicle.
B. A Material Safety Data Sheet (MSDS), in compliance with the standards set forth in
the Occupational Safety and Health Administration (OSHA) Hazard Communication
Standard (H.C.S.), 29 CFR 1910.1200, shall be provided for all materials being
proposed to be used on County projects. The Material Safety Data Sheets shall be
provided to the Purchasing age Provide a list of owned and/or leased equipment to
include, but not limited to; date of manufacture, conditions, whether owned or
leased and if leased, date of lease expiration.
6) Due to the nature of activities conducted by some of the Collier County Departments, the
County may require background checks be performed prior to hiring of employees. All
employees working in secured areas must be fingerprinted and issued a County badge
prior to work. Fingerprinting shall be charged to the Contractor by the Facilities
Management Department at the current State-mandated rate.
7) Reporting requirements:
i. Weekly Maintenance Reports
ii. Weekly Irrigation Reports
iii. Weekly schedule emailed to Staff indicating which County areas will be maintained
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iv. If project MSTU/MSTD specific, a monthly attendance at the Advisory committee
meeting may be required
v. Monthly pest control management meeting where the pest control license holder
provides a report and recommendations for the site.
Category 1A: Basic Landscape
• All landscape maintenance responsibilities include but not limited to weekly, bi-weekly,
quarterly and/or monthly, or on an as needed basis services of mowing, weeding,
trimming, shrub pruning, trash pick-up, blowing, edging, pressure cleaning, mulching,
fertilization and incidental services.
• Contractor must attend all meetings as required.
• Contractor must submit all reports required as noted in this contract.
These qualifications include:
1) Provide a copy of Landscape Contractor's Restricted License.
2) Provide proof of Intermediate Maintenance of Traffic Certification. Must provide MOT
certification for all subcontractors that are being used under this contract or if you will provide
oversight please include specification and designations.
3) Provide documentation of minimum three (3) years prior experience in the landscape grounds
maintenance within the South Florida (to be defined as the following Counties: Collier, Lee,
Broward, Miami-Dade and West Palm Beach) roadways or equal.
4) Such documentation shall include but not limited to the following:
a. Provide project description, scope of work, project area, and work specifications.
b. Provide the time of performance, names, and telephone numbers of individual
references familiar with Bidder's project performance.
c. Include the dollar amount of contract or project.
d. Provide documentation of an ISA certified arborist on staff that will be on-site when tree
pruning services are rendered. If a subcontractor is specified at time of bid a signed
and notarized letter must be submitted from the subcontractor acknowledging his
company as the subcontractor under this contract.
5) Daily Communication is required of the Contractor and County Staff. The Contractor shall have
a singular point of contact, cellular phone, and e-mail for on-site and off-site communication in
order to communicate with the landscape Project Managers on a daily basis.
6) During the Contract Period, the Project Manager (and/or Advisory Committee if applicable)
may have questions concerning maintenance issues.
a. The Contractor shall be required to attend monthly meetings and other special
meetings that the Project Manager should require. There shall be no additional charge
for attendance at these meetings.
b. If the Contractor fails to attend the monthly meetings without an excused absence an
amount equal to two (2) hours of the supervision labor rate as listed on the Bid Page
shall be deducted from the monthly billing of the Contractor against the Contract total.
a. On a twenty-four (24) hours basis, the Contractor may be required to travel to the site
immediately to meet with the Project Manager, law enforcement, or emergency
personnel to resolve an emergency. The Contractor shall respond to a telephone or
emergency beeper call within one (1) hour. There shall be no additional charge for
these responses. Post-storm response time shall be as soon as it is safe to go out to
the job site. If given direction to do post storm clean-up, the response must be within
the timeframe as set by Project Manager on pre-storm communication. Any exceptions
will be through the approval of the Project Manager. If a contractor's designated point
of contact does not answer an emergency call, the contractor will be written up for each
missed emergency call. If the contractor does not respond to three calls, they will be
deemed as non-responsive and terminated from the contract.
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11)The contractor shall not engage in conversation with County staff that reflects a lack of
understanding or consideration for the customers' needs. The contractor shall refrain from
providing excuses for work not performed. Any problematic incidences and/or complaints
plaints
(and resolutions to such matters) are to be written in a report to the County Project
Manager. This report is to be delivered to the County Project Manager before 5:00 pm the
next working day after the incident or complaint.
12)A current material, supplies and equipment list shall be provided. This shall be updated
quarterly to insure that crews are equipped to provide Collier County with full maintenance
services.
a. Provide a list of supplies and equipment included in each crew truck for regular
daily maintenance and another list for the on-call/emergency vehicle.
b. Provide a list of owned and/or leased equipment to include, but not limited to;
date of manufacture, conditions, whether owned or leased and if leased, date of
lease expiration.
13)Due to the nature of activities conducted by some of the Collier County Departments, the
County may require background checks be performed prior to hiring of employees. All
employees working in secured areas must be fingerprinted and issued a County badge
prior to work. Fingerprinting shall be charged to the Contractor by the Facilities
Management Department at the current State-mandated rate.
14)Reporting requirements:
(i) Weekly Maintenance Reports
(ii) Weekly Irrigation Reports
(iii) Weekly schedule emailed to Staff indicating which County areas will be
maintained
(iv) If project MSTU/MSTD specific, a monthly attendance at the Advisory
committee meeting may be required
(v) Monthly pest control management meeting where the pest control service
provides a report and recommendations for the site.
NOTE: Category 1A — has been added to this solicitation (13-6062S) as a new option. Any
vendor awarded Category 1 in the initial solicitation (13-6062) is qualified to participate in any
projects quoted in addition to all awarded vendors under 13-6062S for this category. Any
vendor awarded Category 1 under either 13-6062 and 13-6062S is eligible to quote projects
under Category 1A.
Category 2: Tree Service and Arborist Tree Services
• The tree service responsibilities include but not limited to structural pruning, reduction pruning,
storm clean-up, root pruning, air spade services, chain saw services, consulting, and may
include inventory collection and management services.
• Palm services include but not limited to drenching, injection, and treatment of palm diseases
and treating nutritional deficiencies, pruning, and relocation and planting of material utilizing a
large crane.
• Contractor must attend all meetings as required.
• Contractor must submit all reports as noted in this contract.
Scope of this work shall include but not limited to: structural tree pruning, root pruning, and tree
and palm treatments.
1) Maintenance of Traffic Certification Qualification, sub-contractor will be allowed. Contractor
shall provide the name, proof certification of the firm's employee qualifying the firm as to
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meeting the Collier County's Maintenance of Traffic policy requirements and list of projects for
references.
2) If a subcontractor is specified at time of bid a signed and notarized letter must be submitted
from the subcontractor acknowledging his company as the subcontractor for this contract.
3) If awarded multiple or large projects, the County may require the primary contractor's field
supervisors to obtain Maintenance of Traffic Qualifications.
4) Provide a list of owned and/or leased equipment to include, but not limited to; date of
manufacture, conditions, whether owned or leased and if leased, date of lease expiration
5) Provide documentation of minimum five (5) years prior experience in the tree service industry
within the South Florida (to be defined as the following Counties: Collier, Lee, Broward,
Miami-Dade and West Palm Beach) roadways or equal.
1) Such documentation shall include but not limited to:
(a)Provide project description, scope of work, project area, and work specifications.
(a) Provide the time of performance, names, and telephone numbers of individual
references familiar with Bidder's project performance.
(b) Include the dollar amount of contract or project.
• Provide documentation of an ISA certified arborist on staff.
• Provide a copy of Landscape Contractor's or Unlimited Landscape Contractor's License in
Collier County.
• During the Contract Period, the Project Manager (and/or Advisory Committee if applicable)
may have questions concerning maintenance issues.
i. The Contractor shall be required to attend monthly meetings and other special
meetings that the Project Manager should require. There shall be no additional charge
for attendance at these meetings.
ii. If the Contractor fails to attend the monthly meetings without an excused absence an
amount equal to two (2) hours of the supervision labor rate as listed on the Bid Page
shall be deducted from the monthly billing of the Contractor against the Contract total.
iii. On a twenty-four (24) hours basis, the Contractor may be required to travel to the site
immediately to meet with the Project Manager, law enforcement, or emergency
personnel to resolve an emergency.
iv. The Contractor shall respond to a telephone or emergency beeper call within one (1)
hour.
1. There shall be no additional charge for these responses.
2. Post-storm response time shall be as soon as it is safe to go out to the job site. If
given direction to do post storm clean-up, the response must be within the
timeframe as set by Project Manager on pre-storm communication.
3. Any exceptions will be through the approval of the Project Manager.
4. If a contractor's designated point of contact does not answer an emergency call,
the contractor will be written up for each missed emergency call. If the contractor
does not respond to three calls, they will be deemed as non-responsive and
terminated from the contract.
b) Arbor services must be 75% of company's overall business.
c) The certified arborist must perform the arborist work and/or direct the cuts to be made to the
tree.
d) The contractor shall not engage in conversation with County staff that reflects a lack of
understanding or consideration for the customers' needs. The contractor shall refrain from
providing excuses for work not performed.
a. Any problematic incidences and/or complaints (and resolutions to such matters) are to
be written in a report to the County's Project Manager.
b. This report is to be delivered to the County's Project Manager before 5:00 p.m. the next
working day after the incident or complaint.
e) Due to the nature of activities conducted by some of the Collier County Departments, the
County may require all background checks be performed prior to hiring of employees.
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a) All employees working in secured areas must be fingerprinted and issued a County badge
prior to work.
b) Fingerprinting shall be charged to the Contractor by the Facilities Management Department
at the current State-mandated rate.
f) Reporting requirements
a. Arborist Evaluation and/or maintenance report
Term of Contract
The contract term, if an award(s) is/are made is intended to be for one (1) year with three (3) one
(1) year annual renewals. Prices shall remain firm for the initial term of this contract. Requests for
consideration of a price adjustment must be made on the contract anniversary date, in writing, to
the Purchasing Director. Price adjustments are dependent upon the consumer price index (CPI)
over the past twelve (12) months, budget availability and program manager approval.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes only.
The County reserves the right to adjust this timetable as required during the course of the RFP
process.
Event Date
Issue Solicitation Notice 7/30/13
Last Date for Receipt of Written Questions 5: 00 PM 8/13/13
Pre-solicitation meeting 9:00 AM 8/13/13
Solicitation Deadline Date and Time 3:00 PM 8/20/13
Anticipated Evaluation of Submittals Week of 8/26/13
Anticipated Board of County Commissioner's Contract Approval 9/24/13
Response Format
The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms
and conditions of same, and all ordinances and policies of Collier County. The Vendor further
agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the
guidelines set forth in this RFP.
Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive.
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in this
RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word
format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for
proposal submission is strongly encouraged.
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The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Vendor to include all listed items may result in the rejection of its proposal.
All proposals must not exceed 50 pages in total.
Tab I, Project Understanding:
Category 1: Landscape and Irrigation Maintenance
The projects to be bid on include but are not limited to: mowing of roadway and parking lot medians or
areas and side of the roadway, weed control, irrigation maintenance and repairs, shrub and tree
trimming and/or pruning, trash pickup, paver and hardscape maintenance, blowing and edging of
curbs and sidewalks, herbicide and pesticide applications, traffic control, fertilization and mulch
application, and refurbishment or plant replacement projects.
The projects to be bid on include but are not limited to; scouting for pest problems, evaluating and
recommending a pest management program, ability to recommend and apply insecticide, fungicide,
herbicide and fertilizer, spray records must be provide for each application, copy of label or MSDS
sheet may be required, follow-up evaluations and treatments. Each contract will be unique to meet the
requirements that each site needs and will be tailored to that specific site to include quantities and
man hours. All services shall be provided by the awarded firm, Maintenance of Traffic (MOT) sub-
contractors are not allowed under this category.
These contracts will require weekly inspections on all plants, shrubs, trees and grass areas for insect
infestations, irrigation coverage, weed control or any additional work that may be associated with the
landscape and irrigation maintenance in order to keep all plant material alive and healthy.
Each contract will be unique to meet the requirements that each site needs and will be tailored to that
specific site to include quantities and man hours. All services shall be provided by the awarded firm,
no sub-contractors are allowed to perform any services under this proposal.
Category 1A: Basic Landscape
The projects to be bid on include but are not limited to: mowing parking lot medians or areas, weed
control, shrub and shrub trimming and/or pruning, trash pickup, paver and hardscape maintenance,
blowing and edging of curbs and sidewalks traffic control, mulch application, and refurbishment or
plant replacement projects.
The projects to be bid on include but are not limited to; scouting for pest problems, evaluating and
recommending a pest management program, ability to recommend and apply insecticide, fungicide,
herbicide and fertilizer, spray records must be provide for each application, copy of label or MSDS
sheet may be required, follow-up evaluations and treatments. Each contract will be unique to meet the
requirements that each site needs and will be tailored to that specific site to include quantities and
man hours. All services shall be provided by the awarded firm, Maintenance of Traffic (MOT) sub-
contractors are allowed under this category.
These contracts will require weekly inspections on all plants, shrubs, trees and grass areas for insect
infestations, weed control or any additional work that may be associated with the landscape and
irrigation maintenance in order to keep all plant material alive and healthy.
Each contract will be unique to meet the requirements that each site needs and will be tailored to that
specific site to include quantities and man hours. All services shall be provided by the awarded firm,
no sub-contractors are allowed to perform any services under this proposal.
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Category 2: Tree Service
The projects to be bid on include but are not limited to; tree evaluations, canopy pruning, root pruning,
air spade services, cable and bracing, disease and pest management, palm care, planting and
transplanting services, tree and/or stump removal. Each contract will be unique to meet the
requirements that each site needs and will be tailored to that specific site to include quantities and
man hours. All services shall be provided by the awarded firm, Maintenance of Traffic (MOT) sub-
contractors are allowed under this category.
Categories 1, 1A and 2:
Awarded firms shall maintain a positive approach and be proactive in problem solving, and work
together with County Staff to create positive solutions to project issues. The firm will be expected to
make regular site visits and to be aware of all issues and concerns and to communicate these issues
and concerns in a timely manner to County staff to reach a solution. Communication can be via phone
and/or e-mail.
Tab II, Company's Credentials: (For all Categories Maximum 25 Points)
Proposers shall provide, in detail, their credentials for providing landscape and irrigation maintenance
installation and any additional information which documents successful and reliable experience in past
performance, especially those performances related to the requirements of this Request for Proposal.
Resumes of key personnel that show longevity and track record of how their staff has made the
company successful through hard work, dedication, training and growth. Accomplishments, safety
programs, and quality programs must be included.
The following licenses, certification and documentation listed below must be included. Copies of any
additional relevant licenses shall be included in the proposal as well.
A. Collier County Landscape Contractor's and Irrigation License or Unlimited Landscape Contractor's
License in Collier County. (All Categories, no points but must be submitted)
B. A complete Safety Program, shall be provided with this proposal. This shall be kept updated
throughout the term of the contract. All changes/updates shall be reported to the Project Manager
each week. The safety program shall include but not limited to quantity and topics of safety
meetings per year, number of employees qualified under maintenance of Traffic, number of external
safety classes and topics attended by field personnel of a yearly basis. Examples of Maintenance of
Traffic plans used to maintain roadways or busy residential and commercial properties. (Applies to all
Categories, 5 pts.)
C. A complete Quality Control Program shall be provided with this proposal. This shall be kept
updated throughout the term of the contract. All changes/updates shall be reported to the Project
Manager each week. Program shall include but not limited to: selection and planting of replacement or
new plant material, thorough and concise record keeping; adequate employee training for their level
and/or position in order to ensure ability to perform contractual obligations and a sample of an
Integrated Pest Control program that is utilized by your company. (Applies to all Categories, 10 pts.)
D.Include a description of the proposer's business history and number of years in operation. Related
project experience shall be restricted to those assignments undertaken within the last five (5) years.
(Applies to all Categories, 10 pts.)
Tab Ill, Staff Credentials: (Category 1, 1A, 25 pts max.) (Category 2, 10 pts max.)
The proposer shall include the name, title, address, telephone number, number of years with the
company and e-mail address of all key personnel to include the crew leader and/or on-site supervisor
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level whom will both be managing and assigned to perform services under the proposal. A signed
one-page resume, including references, detailing educational qualifications and previous work
assignments related to this Request for Proposal for each person who will perform the services
required shall be included. Failure to do so may be cause for rejection of the proposal. Credentials
will be subject to verification. In the event there should be a change in the person(s) names assigned
to perform the services under this contract, the contractor shall submit, for approval to the County, the
credentials and resumes of the person(s) the contractor wishes to perform the services under the
contract. An organization chart shall be included and updates must be submitted to County as
changes occur.
A). Maintenance of Traffic Certification Qualification, must have at least five (5) years experience in
setting up MOT. Contractor shall provide the name, IRS W-4 form and proof certification of the
firm's employee qualifying the firm as to meeting the Collier County's Maintenance of Traffic policy
requirements. The employees' social security information should be blacked out or deleted from
form. (Category 1) (5 pts)
B). Provide proof of Intermediate Maintenance of Traffic Certification. Must provide MOT certification
for all subcontractors that are being used under this contract or if you will provide oversight please
include specification and designations. (Category 1A, 20 pts)
C). Maintenance of Traffic Certification Qualification, must have at least five (5) years experience in
setting up MOT. Contractor shall provide the name, IRS W-4 form and proof certification of the
firm's employee qualifying the firm as to meeting the Collier County's Maintenance of Traffic policy
requirements. The employees' social security information should be blacked out or deleted from
form. (Category 1) (5 pts)
D). Maintenance of Traffic Certification Qualification, sub-contractor will be allowed and must possess
five (5) years experience in setting up MOT. Contractor shall provide the name, proof certification
of the firm's employee qualifying the firm as to meeting the Collier County's Maintenance of Traffic
policy requirements and list of projects for references. If awarded multiple or large projects the
County may require primary contractor field supervisors to obtain Maintenance of Traffic
Qualification. (Categories 2, 1A) (5 pts)
E). Provide documentation of minimum of three (3) years experience in Operation of Motorola
Irrigation Control Systems or equivalent. Documentation must include list of projects that were
maintained with the Motorola Irrigation Control System or equivalent and must also include
contract or project responsibilities and scope of work. Equivalent is considered as Rainbird
Maxicom, Hunter IMMS 2.0, Tucor, Toro Turf Decoder Controller and any other Central Controller
System, must be approved by the Project Manager. Since these system are not as complex as the
Motorola Central Controller System we are requiring that the awardee send their irrigation staff to
a Certified Motorola Contractor class within the first three months of starting the contract and
another hands on class on-site within the next following three months for a total of two classes
within the first six month period. Documentation must include detailed information of what the
responsibility of the irrigation crew with the Motorola controller or equivalent. (ie. Program, check
zones with valves in field or at controller, etc. (Category 1) (5 pts.)
F).Valid State of Florida Certified Pest Control Operator (CPO) Pesticide License that complies with
all Federal, State (Chapter 482) and local laws and regulations to be able to spray all landscape
material and for all pesticides needed and current Contractor's Occupational License for Pest
Control Service. (Categories 1) (5 pts.)
G). Certificate of the International Society of Arboriculture (ISA) certified arborist on staff. (Categories
1, 10 pts) (Category 2, 5 pts)
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Tab IV, Project Management Abilities: (Category 1, Category 1A max. 25 pts), (Category 2, 40 pts.)
Proposer should submit their approach to schedule management, the monitoring of workloads and
budget, consistency with County expectations for timely maintenance functions. Budgeting
requirements should include accurate estimating, proper invoicing and time management.
Documentation shall be included to show proposer's current and projected workload, and available
labor resources. Chart of personnel, what programs are used to manage workload. Describe the
process on how your company manages and problem solving situations.
Category 1: Landscape and Irrigation Maintenance (Category 1, max. 25 pts)
A. Your firm has been hired to install a large palm and irrigation bubblers in a busy County facility
as a contractor you are responsible for irrigation taps, controller reprogramming, palm and
irrigation installation and maintenance of traffic. Describe in detail your approach (steps,
materials needed and procedures) to the project and interaction with Collier County. (5 pts)
B. In your weekly project evaluations/review you encounter a large bed of trees, shrubs and/or
groundcover that is showing varying degrees of decline to the point of die back in some
plants. Describe what actions you will take and in what order to correct this situation, with a
timeline. (Refer to your org-chart and contract specifications to answer this question) (5pts.)
• C. In your weekly irrigation check your irrigation finds a significantly large irrigation blow out which
has caved in including plants and valve boxes. Describe what actions you will take and in
what order to correct the situation. (5 pts.)
D. A major windstorm blows over many of the trees and palms on a section of a project; you are
called to respond to the site. Describe your method of evaluating trees and palms and detail
the steps that you will take to correct this situation. (5pts.)
E. There is a large established oak in a plant bed of shrubs and groundcover, the tree was
serviced (structural pruning) by your arborist, the plant bed was recently treated for both
fungus and insects by your spraying crew you're your company is responsible for the weekly
maintenance, including irrigation and weed control. The tree suddenly shocks; losses its
leaves and shows signs of tip die back. What do you do as the landscape maintenance
company under contract for this area? (5 pts.)
Category 1A: Landscape and Irrigation Maintenance (Category 1A, max. 25 pts)
A.You are responsible for mowing the medians on a roadway; describe how you would
safely work this operation. (10 pts.)
B.You have been called out to a site in which one of the responsibilities is edging, you go
out to the site and there are weeds and runners overgrown into the concrete surface,
describe how you would accomplish an edge at this first visit. (10 pts.)
C.You are awarded a mowing contract which contains a 3:1 slope, what equipment
would you use to mow the slope? What precautionary measures would you take, if
any? (5 pts)
Category 2: Tree Service (Category 2, 40 pts.)
A. List continuing education classes that all staff attends and the ones that the arborist(s) on staff
attends. List methodology and approach for structural and root pruning. (10 pts.)
B. When you arrive at a project you encounter a large number of trees, are showing varying
degrees of decline to the point of die back. Describe what actions you will take and in what
order to correct this situation. (10 pts.)
C. If a tree work project takes 40 hours to complete, provide an estimate of how many hours your
arborist will spend on-site. How much of the actual work will the arborist perform and how
much will the technicians or climbers perform (answer in hours and percentages) (10 pts.)
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D. You are called to put together a structural pruning plan for oaks that are 10 years old in the
median of a roadway. These trees must have a 16' clearance and ANSI standards are to be
followed. Describe your approach, keep into consideration that regardless the trees must
meet the specifications otherwise untrained personnel from other entities will trim. (10 pts.)
The County reserves the right to contact any and all references to obtain, with limitation, ratings (on a
scale of 1-10, with 1 being very dissatisfied and ten exceeding your every expectation) for the
following performance indicators include:
A. How satisfied were you with the firm's weekly and monthly overall maintenance
performance?
B. What specifically did you like about their approach?
C. What do you believe were shortcomings or that they could have done better?
D. Did they meet your schedule requirements?
E. Did they meet your budget requirements?
F. How were their communications?Were you always kept in the loop?
G. How responsive were they in addressing problems with the project?
H. How was the quality/experience/personality of their personnel? (Specifically the project
manager?)
I. Would you use this firm again?
J. Additional comments
K. In an emergency situation (i.e. Hurricane) how did this firm respond?Was the
response timely, within 24 hours after the event?
Tab V, Equipment: (Maximum 5 Points, for Category 1 and 1A, max 5 Points for Category 2)
Include list of all equipment by type, year of manufacture and quantity. Provide a list of owned and/or
leased equipment to include, but not limited to; date of manufacture, conditions, whether owned or
leased and if leased, date of lease expiration, must also include all Maintenance of Traffic equipment,
arrow board is a must.
Tab VI , References: (Maximum 10 Points, All Categories)
In order for the vendor to be awarded any points for this tab, the County requests that the
vendor submits five (5) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal. The County will only use the methodology
calculations for the first five (5) references (only) submitted by the vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area:
• The County shall total each of the vendor's five reference questionnaires and create a
ranking from highest number of points to lowest number of points. References marked
with an N/A (or similar notation will be given the score of zero (0)). Vendors who do not
turn in reference forms will be counted as zero (0).
• The greatest number of points allowed in this criterion will be awarded to the vendor who
has the highest score.
• The next highest vendor's number of points will be divided by the highest vendor's points
which will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner.
• Points awarded will be extended to a "whole" number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
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Vendor Total Reference
Vendor Name Points Awarded
Score
Vendor ABC 445 10
Vendor DEF 425 9
Vendor GHI 388 8
Vendor JKL 365 8
Note:Sample chart reflects a 20 point reference criterion.
The points awarded by vendor will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the vendor's proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
vendor. The Selection Committee may, at their sole discretion, contact references, and/or
modify the reference points assigned after a thorough review of the proposal and prior to final
ranking by the final Selection Committee.
Tab VII, Acceptance of Conditions
Indicate any exceptions to the general terms and conditions of the RFP, and to insurance
requirements or any other requirements listed in this RFP. If no exceptions are indicated in this
tabbed section, it will be understood that no exceptions to these documents will be considered
after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result
in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee
consideration, depending on the extent of the exception(s). Such determination shall be at the
sole discretion of the County and Selection Committee.
Tab VIII, Required Form Submittals
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• Attachment 4: Vendor Declaration Statement
• Attachment 5: Affidavit for Claiming Status as a Local Business
• Attachment 6: Immigration Affidavit Certification
• Attachment 7: Vendor Substitute W-9
• Attachment 8: Insurance and Bonding Requirements
• Attachment 9: Reference Questionnaire
• Other: Required Qualification Documents, Licenses, Certificates, etc.
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Exhibit II: General RFP Instructions
1. Questions
Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding
System website: www.colliergov.net/bid. Vendors must clearly understand that the only official
answer or position of the County will be the one stated on the Collier County Purchasing
Department Online Bidding System website. For general questions, please call the referenced
Procurement Strategist noted on the cover page.
2. Pre-Proposal Conference
The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding this RFP with all prospective Vendors having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of this RFP as an addendum.
All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as "mandatory",
prospective Vendors must be present in order to submit a proposal response.
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
4. Ambiguity, Conflict, or Other Errors in the RFP
It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict,
discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written
revision and will give written notice to all parties who have received this RFP from the Purchasing
Department.
5. Proposal, Presentation, and Protest Costs
The County will not be liable in any way for any costs incurred by any Vendor in the preparation of
its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in
any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals
All proposals are to be delivered before 3:00 PM, Naples local time, on or before April 25, 2013
to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Brenda Brilhart, Procurement Strategist
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The County does not bear the responsibility for proposals delivered to the Purchasing
Department past the stated date and/or time indicated, or to an incorrect address by
Consultant's personnel or by the Consultant's outside carrier. However, the
Purchasing/General Services Director, or designee, reserves the right to accept proposals
received after the posted close time under the following conditions:
• The tardy submission of the proposal is due to the following circumstances, which may
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS
or courier where delivery was scheduled before the deadline.
• The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process.
Vendors must submit one (1) paper copy clearly labeled "Master," and five (5) disks
(CD's/DVD's) with one copy of the proposal on each disk in Word, Excel or PDF. List the
Solicitation Number and Title on the outside of the box or envelope.
7. Validity of Proposals
No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a
period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process.
8. Method of Source Selection
The County is using the Competitive Sealed Proposals methodology of source selection for this
procurement, as authorized by Ordinance Number 87-25, and Collier County Resolution Number
2006-268 establishing and adopting the Collier County Purchasing Policy. The County may, as
it deems necessary, conduct discussions with qualified Vendors determined to be in contention for
being selected for award for the purpose of clarification to assure full understanding of, and
responsiveness to solicitation requirements.
9. Evaluation of Proposals
The County's procedure for selecting is as follows:
1. The County Manager or designee shall appoint a Selection Committee to review all proposals
submitted.
2. Request for Proposals issued.
3. Subsequent to the closing of proposals, the Procurement Strategist will review the proposals
received and verify whether each proposal appears to be minimally responsive to the
requirements of the published RFP.
4. Meetings will be open to the public and the Procurement Strategist shall publicly post prior
notice of such meeting in the lobby of the Purchasing Building at least one (1) day in advance
of all such meetings.
5. The committee members will review each Proposal individually and score each proposal
based on the evaluation criteria stated herein.
6. Prior to the first meeting of the selection committee, the Procurement Strategist will post a
notice announcing the date, time and place of the first committee meeting. Said notice shall
be posted in the lobby of the Purchasing Building not less than three (3) working days prior to
the meeting. The Procurement Strategist will also post prior notice of all subsequent
committee meetings and shall endeavor to post such notices at least one (1) day in advance of
all subsequent meetings.
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7. The committee will compile individual rankings, based on the evaluation criteria as stated
herein, for each proposal to determine committee recommendations. The committee may at
their discretion, schedule presentations or demonstrations from the top-ranked firm(s), make
site visits, and obtain guidance from third party subject matter experts. The final
recommendation will be decided based on review of scores and consensus of committee.
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate. Receipt of a
proposal by the County or a submission of a proposal to the County offers no rights upon the
Vendor nor obligates the County in any manner. Acceptance of the proposal does not guarantee
issuance of any other governmental approvals. Proposals which include provisions requiring the
granting of zoning variances shall not be considered.
10. References
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. Proposal Selection Committee and Evaluation Factors
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
TAB Description Cat. #1 Cat. #1A Cat. #2
Tab II, Company's Credentials 25 25 25
Tab III, Staff Credentials 25 25 10
Tab IV, Project Mgmt. Abilities 25 25 40
Tab V, Equipment 5 5 5
Tab VI, References 10 10 10
Local Business Preference 10 10 10
Total Points: 100 100 100
Tie Breaker: In the event of a tie, both in individual scoring and in final ranking, the firm with
the lowest paid dollars by Collier County to the vendor (as obtained from the County's financial
system) within the last five (5) years will receive the higher individual ranking. If there is a multiple
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next
highest ranking and so on.
12. Acceptance or Rejection of Proposals
The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by
Collier County to accept the proposal which in the judgment of the County is deemed the most
advantageous for the public and the County of Collier.
Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind,
may be cause for rejection. In the event of default of the successful Vendor, or their refusal to
enter into the Collier County contract, the County reserves the right to accept the proposal of any
other Vendor or to re-advertise using the same or revised documentation, at its sole discretion.
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Exhibit Ill: Collier County Purchase Order Terms and Conditions
1. Offer b) No charges will be paid by the COUNTY for
This offer is subject to cancellation by the packing, crating or cartage unless otherwise
COUNTY without notice if not accepted by specifically stated in this Purchase Order.
VENDOR within fourteen (14)days of issuance. Unless otherwise provided in Purchase Order,
no invoices shall be issued nor payments
2. Acceptance and Confirmation made prior to delivery. Unless freight and
This Purchase Order (including all documents other charges are itemized, any discount will
attached to or referenced therein) constitutes be taken on the full amount of invoice.
the entire agreement between the parties, unless c) All shipments of goods scheduled on the
otherwise specifically noted by the COUNTY on same day via the same route must be
the face of this Purchase Order. Each delivery of consolidated. Each shipping container must
goods and/or services received by the COUNTY be consecutively numbered and marked to
from VENDOR shall be deemed to be upon the show this Purchase Order number. The
terms and conditions contained in this Purchase container and Purchase Order numbers must
Order. be indicated on bill of lading. Packing slips
must show Purchase Order number and must
No additional terms may be added and Purchase be included on each package of less than
Order may not be changed except by written container load (LCL) shipments and/or with
instrument executed by the COUNTY. VENDOR each car load of equipment. The COUNTY
is deemed to be on notice that the COUNTY reserves the right to refuse or return any
objects to any additional or different terms and shipment or equipment at VENDOR'S
conditions contained in any acknowledgment, expense that is not marked with Purchase
invoice or other communication from VENDOR, Order numbers. VENDOR agrees to declare
notwithstanding the COUNTY'S acceptance or to the carrier the value of any shipment made
payment for any delivery of goods and/or under this Purchase Order and the full invoice
services, or any similar act by VENDOR. value of such shipment.
d) All invoices must contain the Purchase Order
3. Inspection number and any other specific information as
All goods and/or services delivered hereunder identified on the Purchase Order. Discounts
shall be received subject to the COUNTY'S of prompt payment will be computed from the
inspection and approval and payment therefore date of receipt of goods or from date of
shall not constitute acceptance. All payments are receipt of invoices, whichever is later.
subject to adjustment for shortage or rejection. Payment will be made upon receipt of a
All defective or nonconforming goods will be proper invoice and in compliance with
returned pursuant to VENDOR'S instruction at Chapter 218, Fla. Stats., otherwise known as
VENDOR'S expense. the "Local Government Prompt Payment Act,"
and, pursuant to the Board of County
To the extent that a purchase order requires a Commissioners Purchasing Policy.
series of performances by VENDOR, the
COUNTY prospectively reserves the right to 5. Time Is Of the Essence
cancel the entire remainder of the Purchase Time for delivery of goods or performance of
Order if goods and/or services provided early in services under this Purchase Order is of the
the term of the Purchase Order are essence. Failure of VENDOR to meet delivery
non-conforming or otherwise rejected by the schedules or deliver within a reasonable time, as
COUNTY. interpreted by the COUNTY in its sole judgment,
4. Shipping and Invoices shall entitle the COUNTY to seek all remedies
a) All goods are FOB destination and must be available to it at law or in equity. VENDOR
suitably packed and prepared to secure the agrees to reimburse the COUNTY for any
lowest transportation rates and to comply with expenses incurred in enforcing its rights.
all carrier regulations. Risk of loss of any VENDOR further agrees that undiscovered
goods sold hereunder shall transfer to the delivery of nonconforming goods and/or services
COUNTY at the time and place of delivery; is not a waiver of the COUNTY'S right to insist
provided that risk of loss prior to actual receipt upon further compliance with all specifications.
of the goods by the COUNTY nonetheless
remain with VENDOR. 6. Changes
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The COUNTY may at any time and by written performance of their duties or otherwise), or
notice make changes to drawings and damage to property (including property of the
specifications, shipping instructions, quantities COUNTY or other persons), which arise out of or
and delivery schedules within the general scope are incident to the goods and/or services to be
of this Purchase Order. Should any such change provided hereunder.
increase or decrease the cost of, or the time
required for performance of the Purchase Order, 11. Warranty of Non-Infringement
an equitable adjustment in the price and/or VENDOR represents and warrants that all goods
delivery schedule will be negotiated by the sold or services performed under this Purchase
COUNTY and VENDOR. Notwithstanding the Order are: a) in compliance with applicable laws;
foregoing, VENDOR has an affirmative obligation b) do not infringe any patent, trademark, copyright
to give notice if the changes will decrease costs. or trade secret; and c) do not constitute unfair
Any claims for adjustment by VENDOR must be competition.
made within thirty (30) days from the date the
change is ordered or within such additional period VENDOR shall indemnify and hold harmless the
of time as may be agreed upon by the parties. COUNTY from and against any and all claims,
including claims of negligence, costs and
7. Warranties expense, including but not limited to attorneys'
VENDOR expressly warrants that the goods fees, which arise from any claim, suit or
and/or services covered by this Purchase Order proceeding alleging that the COUNTY'S use of
will conform to the specifications, drawings, the goods and/or services provided under this
samples or other descriptions furnished or Purchase Order are inconsistent with VENDOR'S
specified by the COUNTY, and will be of representations and warranties in section 11 (a).
satisfactory material and quality production, free
from defects and sufficient for the purpose If any claim which arises from VENDOR'S breach
intended. Goods shall be delivered free from any of section 11 (a) has occurred, or is likely to
security interest or other lien, encumbrance or occur, VENDOR may, at the COUNTY'S option,
claim of any third party. These warranties shall procure for the COUNTY the right to continue
survive inspection, acceptance, passage of title using the goods or services, or replace or modify
and payment by the COUNTY. the goods or services so that they become
non-infringing, (without any material degradation
8. Statutory Conformity in performance, quality, functionality or additional
Goods and services provided pursuant to this cost to the COUNTY).
Purchase Order, and their production and
transportation shall conform to all applicable laws, 12. Insurance Requirements
including but not limited to the Occupational The VENDOR, at its sole expense, shall provide
Health and Safety Act, the Federal Transportation commercial insurance of such type and with such
Act and the Fair Labor Standards Act, as well as terms and limits as may be reasonably associated
any law or regulation noted on the face of the with the Purchase Order. Providing and
Purchase Order. maintaining adequate insurance coverage is a
material obligation of the VENDOR. All insurance
9. Advertising policies shall be executed through insurers
No VENDOR providing goods and services to the authorized or eligible to write policies in the State
COUNTY shall advertise the fact that it has of Florida.
contracted with the COUNTY for goods and/or
services, or appropriate or make use of the 13. Compliance with Laws
COUNTY'S name or other identifying marks or In fulfilling the terms of this Purchase Order,
property without the prior written consent of the VENDOR agrees that it will comply with all
COUNTY'S Purchasing Department. federal, state, and local laws, rules, codes, and
ordinances that are applicable to the conduct of
its business. By way of non-exhaustive example,
10. Indemnification this shall include the American with Disabilities
VENDOR shall indemnify and hold harmless the Act and all prohibitions against discrimination on
COUNTY from any and all claims, including the basis of race, religion, sex creed, national
claims of negligence, costs and expenses, origin, handicap, marital status, or veterans'
including but not limited to attorneys' fees, arising status. Further, VENDOR acknowledges and
from, caused by or related to the injury or death of without exception or stipulation shall be fully
any person (including but not limited to responsible for complying with the provisions of
employees and agents of VENDOR in the the Immigration Reform and Control Act of 1986
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as located at 8 U.S.C. 1324, et seq. and be terminated immediately by the COUNTY for
regulations relating thereto, as either may be breach by VENDOR of the terms and conditions
amended. Failure by the awarded firm(s) to of this Purchase Order, provided that COUNTY
comply with the laws referenced herein shall has provided VENDOR with notice of such breach
constitute a breach of the award agreement and and VENDOR has failed to cure within 10 days of
the County shall have the discretion to unilaterally receipt of such notice.
terminate said agreement immediately. Any
breach of this provision may be regarded by the 19. General
COUNTY as a material and substantial breach of a) This Purchase Order shall be governed by the
the contract arising from this Purchase Order. laws of the State of Florida. The venue for
any action brought to specifically enforce any
14. Force Majeure of the terms and conditions of this Purchase
Neither the COUNTY nor VENDOR shall be Order shall be the Twentieth Judicial Circuit in
responsible for any delay or failure in and for Collier County, Florida
performance resulting from any cause beyond b) Failure of the COUNTY to act immediately in
their control, including, but without limitation to response to a breach of this Purchase Order
war, strikes, civil disturbances and acts of nature. by VENDOR shall not constitute a waiver of
When VENDOR has knowledge of any actual or breach. Waiver of the COUNTY by any
potential force majeure or other conditions which default by VENDOR hereunder shall not be
will delay or threatens to delay timely deemed a waiver of any subsequent default
performance of this Purchase Order, VENDOR by VENDOR.
shall immediately give notice thereof, including all c) All notices under this Purchase Order shall be
relevant information with respects to what steps sent to the respective addresses on the face
VENDOR is taking to complete delivery of the page by certified mail, return receipt
goods and/or services to the COUNTY. requested, by overnight courier service, or by
personal delivery and will be deemed
15. Assignment effective upon receipt. Postage, delivery and
VENDOR may not assign this Purchase Order, other charges shall be paid by the sender. A
nor any money due or to become due without the party may change its address for notice by
prior written consent of the COUNTY. Any written notice complying with the
assignment made without such consent shall be requirements of this section.
deemed void. d) The Vendor agrees to reimbursement of any
travel expenses that may be associated with
16. Taxes this Purchase Order in accordance with
Goods and services procured subject to this Florida Statute Chapter 112.061, Per Diem
Purchase Order are exempt from Florida sales and Travel Expenses for Public Officers,
and use tax on real property, transient rental employees and authorized persons.
property rented, tangible personal purchased or e) In the event of any conflict between or among
rented, or services purchased (Florida Statutes, the terms of any Contract Documents related
Chapter 212), and from federal excise tax. to this Purchase Order, the terms of the
Contract Documents shall take precedence
17. Annual Appropriations over the terms of the Purchase Order. To the
The COUNTY'S performance and obligation to extent any terms and /or conditions of this
pay under this Purchase Order shall be Purchase Order duplicate or overlap the
contingent upon an annual appropriation of funds. Terms and Conditions of the Contract
Documents, the provisions of the Terms
18. Termination and/or Conditions that are most favorable to
This Purchase Order may be terminated at any the County and/or provide the greatest
time by the COUNTY upon 30 days prior written protection to the County shall govern.
notice to the VENDOR. This Purchase Order may
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Exhibit IV: Additional Terms and Conditions for RFP
1. Insurance Requirements
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Vendor shall procure and maintain property insurance
upon the entire project, if required, to the full insurable value of the scope of work.
The County and the Vendor waive against each other and the County's separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors
and shall require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify "For any and all work
performed on behalf of Collier County."
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The
"Certificate Holder" should read as follows:
Collier County Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth
in the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO) forms and
endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under
any of the below listed minimum required coverage, Vendor must identify on the Certificate of
Insurance the nature and amount of such self- insured retentions or deductibles and provide
satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or
deductibles will be Vendor's sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in this
solicitation, whichever is longer.
The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also
notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of
expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor
from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide
notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor
hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full
extent permitted under such policy.
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Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County
may terminate the Agreement or at its sole discretion shall be authorized to purchase such
coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the
County for such costs within thirty (30) days after demand, the County has the right to offset these
costs from any amount due Vendor under this Agreement or any other agreement between the
County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it
be responsible for the coverage(s) purchased or the insurance company or companies used. The
decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a
waiver of any of its rights under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the
scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of
the Vendor to provide the County with such renewal certificate(s) shall be considered justification for
the County to terminate any and all contracts.
2. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor.
3. Additional Items and/or Services
Additional items and / or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Policy.
4. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly
responsible for 51% or more of the solicitation amount for said work.
5. County's Right to Inspect
The County or its authorized Agent shall have the right to inspect the Vendor's facilities/project site
during and after each work assignment the Vendor is performing.
6. Additional Terms and Conditions of Contract
Collier County has developed standard contracts/agreements, approved by the Board of County
Commissioners (BCC). The selected Vendor shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award. The County reserves the right
to include in any contract document such terms and conditions, as it deems necessary for the proper
protection of the rights of Collier County. A sample copy of this contract is available upon request.
The County will not be obligated to sign any contracts, maintenance and/or service agreements or
other documents provided by the Vendor.
7. Payment Method
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include:
• Purchase Order Number
• Description and quantities of the goods or services provided per instructions on the County's
purchase order or contract.
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Invoices shall be sent to:
Board of County Commissioners
Clerk's Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk(a�collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and/or services
as part of this agreement.
Payment methods include:
• Traditional — payment by check, wire transfer or other cash equivalent.
• Standard — payment by purchasing card. Collier County's Purchasing Card Program is supported
by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the
Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County's credit card for transactions relating to this solicitation. The County will entertain
bids clearly stating pricing for standard payment methods. An additional separate discounted price
for traditional payments may be provided at the initial bid submittal if it is clearly marked as an
"Additional Cash Discount."
Upon execution of the Contract and completion of each month's work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for
payment without prior approval from the Project manager. All invoices should be submitted within
the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.)
Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment)
unless specifically authorized by the Project Manager.
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt
and approval of invoices submitted on the date of services or within six (6) months after completion
of contract. Any untimely submission of invoices beyond the specified deadline period is subject to
non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of
the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off-set the amount owed to the County by applying the
amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of
any payment for work not performed or for unsatisfactory performance of Contractual requirements.
8. Environmental Health and Safety
All Vendors and Sub vendors performing service for Collier County are required and shall comply
with all Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
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vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that
may cause injury or damage to any persons or property within and around the work site. All firewall
penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County facility,
property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This
provision is non-negotiable by any department and/or Vendor.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer. All electrical
installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective
labels.
9. Licenses
The Vendor is required to possess the correct Business Tax Receipt, professional license, and any
other authorizations necessary to carry out and perform the work required by the project pursuant to
all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any
kind. Additionally, copies of the required licenses must be submitted with the proposal
response indicating that the entity proposing, as well as the team assigned to the County
account, is properly licensed to perform the activities or work included in the contract
documents. Failure on the part of any Vendor to submit the required documentation may be
grounds to deem Vendor non-responsive. A Vendor, with an office within Collier County is also
required to have an occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain "active" in Collier
County. If you have questions regarding professional licenses contact the Contractor Licensing,
Community Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909.
Questions regarding required occupational licenses, please contact the Tax Collector's Office at
(239) 252-2477.
10. Principals/Collusion
By submission of this Proposal the undersigned, as Vendor, does declare that the only person or
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into;
that this Proposal is made without connection with any person, company or parties making a
Proposal, and that it is in all respects fair and in good faith without collusion or fraud.
11. Relation of County
It is the intent of the parties hereto that the Vendor shall be legally considered an independent
Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be
considered employees or agents of the County, and that the County shall be at no time legally
responsible for any negligence on the part of said Vendor, their employees or agents, resulting in
either bodily or personal injury or property damage to any individual, firm, or corporation.
12. Termination
Should the Vendor be found to have failed to perform his services in a manner satisfactory to the
County, the County may terminate this Agreement immediately for cause; further the County may
terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be
sole judge of non-performance.
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13. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
Firms and their agents are not to contact members of the County Commission for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to
final Board approval, no firm or their agent shall contact any other employee of Collier County in
reference to this Proposal, with the exception of the Purchasing Director or his designee(s). Failure to
abide by this provision may serve as grounds for disqualification for award of this contract to the firm.
14. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award
to another firm.
15. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub-
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non-responsive and rejected from further consideration.
16. Survivability
The Contractor agrees that any Purchase Order that extends beyond the expiration date of the
original Solicitation 13-6062S will survive and remain subject to the terms and conditions of that
Agreement until the completion or termination of this Purchase Order.
17. Protest Procedures
Any actual or prospective Vendor to a Request for Proposal, who is aggrieved with respect to the
former, shall file a written protest with the Purchasing Director prior to the due date for acceptance of
proposals. All such protests must be filed with the Purchasing Director no later than 11:00 a.m.
Collier County time on the final published date for the acceptance of the Request for Proposals.
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays
and Thursdays. Any actual or prospective respondent who desires to formally protest the
recommended contract award must file a notice of intent to protest with the Purchasing Director
within two (2) calendar days (excluding weekends and County holidays) of the date that the
recommended award is posted.
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be
given instructions as to the form and content requirements of the formal protest. A copy of the
"Protest Policy" is available at the office of the Purchasing Director.
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18. Public Entity Crime
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids, proposals, or
replies on leases of real property to a public entity; may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not
transact business with any public entity in excess of the threshold amount provided in s. 287.017 for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
19. Security and Background Checks
If required, Contractor shall be responsible for the costs of providing background checks by the
Collier County Facilities Management Department, and drug testing for all employees that shall
provide services to the County under this Agreement. This may include, but not be limited to,
checking federal, state and local law enforcement records, including a state and FBI fingerprint
check, credit reports, education, residence and employment verifications and other related records.
Contractor shall be required to maintain records on each employee and make them available to the
County for at least four(4) years.
20. Conflict of Interest
Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP
document. Disclosure of any potential or actual conflict of interest is subject to County staff review
and does not in and of itself disqualify a firm from consideration. These disclosures are intended to
identify and or preclude conflict of interest situations during contract selection and execution.
21. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311.
Violation of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and/or any employee of the firm from contact with County staff for a specified
period of time; b. Prohibition by the individual and/or firm from doing business with the County for a
specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c.
immediate termination of any contract held by the individual and/or firm for cause.
22. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States. The Employment
Eligibility Verification System (E-Verify) operated by the Department of Homeland Security (DHS) in
partnership with the Social Security Administration (SSA), provides an Internet-based means of
verifying employment eligibility of workers in the United States; it is not a substitute for any other
employment eligibility verification requirements. The program will be used for Collier County formal
Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and
construction services.
Exceptions to the program:
• Commodity based procurement where no services are provided.
• Where the requirement for the affidavit is waived by the Board of County Commissioners
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Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their
enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence
consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully
executed E-Verify Memorandum of Understanding for the company. Vendors are also required to
provide the Collier County Purchasing Department an executed affidavit certifying they shall comply
with the E-Verify Program. The affidavit is attached to the solicitation documents. If the Bidder
does not comply with providing both the acceptable E-Verify evidence and the executed
affidavit the bidder's proposal may be deemed non-responsive.
Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all
purchases not covered under the "Exceptions to the program" clause above.
For additional information regarding the Employment Eligibility Verification System (E-Verify) program
visit the following website: http://www.dhs.qov/E-Verify. It shall be the vendor's responsibility to
familiarize themselves with all rules and regulations governing this program.
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be
fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986
as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and
with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the
laws referenced herein or the provisions of this affidavit shall constitute a breach of the award
agreement and the County shall have the discretion to unilaterally terminate said agreement
immediately.
23. Collier County Local Preference Policy
Collier County provides an incentive to local business to enhance the opportunities of local
businesses in the award of County contracts. In the evaluation of proposals, the County rewards
Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion
points.
A "local business" is defined as a business that has a valid occupational license issued by either
Collier or Lee County for a minimum of one (1) year prior to a Collier County bid or proposal
submission that authorizes the business to provide the commodities or services to be purchased, and
a physical business address located within the limits of Collier or Lee Counties from which the vendor
operates or performs business. Post Office Boxes are not verifiable and shall not be used for the
purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be
considered a "local business" unless it contributes to the economic development and well-being of
either Collier or Lee County in a verifiable and measurable way. This may include, but not be limited
to, the retention and expansion of employment opportunities, the support and increase to either
Collier or Lee County's tax base, and residency of employees and principals of the business within
Collier or Lee County. Vendors shall affirm in writing their compliance with the foregoing at the time of
submitting their bid or proposal to be eligible for consideration as a "local business" under this
section.
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status
as a Local Business which is included as part of this solicitation. Failure on the part of a vendor to
submit this Affidavit with their proposal response will preclude said Vendor from being
considered for local preference under this solicitation. A vendor who misrepresents the Local
Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to
claim Local Preference status for a period of up to one year.
RFP 13-6062S Annual Landscape Maintenance 29
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Cofer Comity
Administrative Services Division
Purchasing
Attachment 1: Vendor's Non-Response Statement
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective
Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please
indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on
the cover page, or mail to Collier County Government, Purchasing Department, 3327 Tamiami
Trail E, Naples, FL 34112.
We are not responding to Solicitation RFP 13-6062S Annual Contract for Landscape Maintenance
Vendors for the following reason(s):
❑ Services requested not available through our company.
❑ Our firm could not meet specifications/scope of work.
❑ Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.)
❑ Project is too small.
❑ Insufficient time allowed for preparation of response.
❑ Incorrect address used. Please correct mailing address:
❑ Other reason(s):
Name of Firm:
Address:
City, State, Zip:
Telephone:
Email:
Representative Signature:
Representative Name: Date
RFP 13-6062S Annual Landscape Maintenance 30
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Goer City
Athinistrative Services Division
Purchasing
Attachment 2: Vendor Check List
IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces
indicated and return with your Proposal. Vendor should check off each of the following items as the
necessary action is completed:
❑ The Proposal has been signed.
❑ All applicable forms have been signed and included, along with licenses to complete the
requirements of the project.
❑ Any addenda have been signed and included.
❑ The mailing envelope has been addressed to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Brenda Brilhart, Procurement Strategist
❑ The mailing envelope must be sealed and marked with Solicitation RFP 13-6062S - Annual
Contract for Landscape Maintenance Vendors and due date.
❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date
and time. (Otherwise Proposal cannot be considered.)
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET.
Name of Firm:
Address:
City, State, Zip:
Telephone:
Email:
Representative Signature:
Representative Name: Date
RFP 13-6062S Annual Landscape Maintenance 31
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Caber CcH.ty
Adminiasbve Services Division
Purchasing
Attachment 3: Conflict of Interest Affidavit
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that,
to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned
interest or activity (financial, contractual, organizational, or otherwise) which relates to the proposed
work; and bear on whether the firm (employees, officers and/or agents) has a possible conflict have been
fully disclosed.
Additionally, the firm (employees, officers and/or agents) agrees to immediately notify in writing the
Purchasing/General Services Director, or designee, if any actual or potential conflict of interest arises
during the contract and/or project duration.
Firm:
Signature and Date:
Print Name
Title of Signatory
State of
County of
SUBSCRIBED AND SWORN to before me this day of
20
by , who is personally known to me to be the
for the Firm, OR who produced the following
identification
Notary Public
My Commission Expires
RFP 13-6062S Annual Landscape Maintenance 32
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County
Administrative Services Division
Purchasing
Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation: RFP 13-6062S -Annual Contract for Landscape Maintenance Vendors
Dear Commissioners:
The undersigned, as Vendor declares that this proposal is made without connection or arrangement with
any other person and this proposal is in every respect fair and made in good faith, without collusion or
fraud.
The Vendor agrees, if this proposal is accepted, to execute a Collier County document for the purpose of
establishing a formal contractual relationship between the firm and Collier County, for the performance of
all requirements to which the proposal pertains. The Vendor states that the proposal is based upon the
proposal documents listed by Solicitation: RFP 13-6062S - Annual Contract for Landscape
Maintenance Vendors.
(Proposal Continued on Next Page)
RFP 13-6062S Annual Landscape Maintenance 33
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PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20
in the County of in the State of
Firm's Legal Name:
Address:
City, State, Zip Code:
Florida Certificate of
Authority Document Number:
Federal Tax Identification
Number
CCR#or CAGE Code
Telephone:
FAX:
Signature by:
(Typed and written)
Title:
Additional Contact Information
Send payments to:
(required if different from above) Company name used as payee
Contact name:
Title:
Address:
City, State,ZIP
Telephone:
FAX:
Email:
Office servicing Collier
County to place orders
(required if different from above)
Contact name:
Title:
Address:
City, State,ZIP
Telephone: Email
RFP 13-6062S Annual Landscape Maintenance 34
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Co zer County
ty
Administrative Serviozs Division
Purchasing
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: RFP 13-6062S-Annual Contract for Landscape Maintenance Vendors
(Check Appropriate Boxes Below)
State of Florida(Select County if Vendor is described as a Local Business
❑ Collier County ❑ Lee County
Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy;
A "local business" is defined as a business that has a valid occupational license issued by either Collier or Lee
County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the
business to provide the commodities or services to be purchased, and a physical business address located within
the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are
not verifiable and shall not be used for the purpose of establishing said physical address. In addition to the
foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development
and well-being of either Collier or Lee County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, the support and increase to either Collier or
Lee County's tax base, and residency of employees and principals of the business within Collier or Lee County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to
be eligible for consideration as a "local business" under this section.
Vendor must complete the following information:
Year Business Established in ❑Collier County or❑ Lee County:
Number of Employees(Including Owner(s) or Corporate Officers):
Number of Employees Living in ❑ Collier County or❑ Lee (Including Owner(s)or Corporate Officers):
If requested by the County, vendor will be required to provide documentation substantiating the information given in
this affidavit. Failure to do so will result in vendor's submission being deemed not applicable.
Vendor Name: Date:
Collier or Lee County Address:
Signature: Title:
STATE OF FLORIDA
❑ COLLIER COUNTY El LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of
, 20
Notary Public
My Commission Expires:
(AFFIX OFFICIAL SEAL)
RFP 13-6062S Annual Landscape Maintenance 35
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Cuter County
Administrathis Services Division
Purchasing
Attachment 6: Immigration Affidavit Certification
Solicitation: RFP 13-6062S -Annual Contract for Landscape Maintenance Vendors
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with
formal Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the
submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-
Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the
company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program,
may deem the Vendor/Bidder's proposal as non-responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized
alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section
274A(e)of the Immigration and Nationality Act("INA").
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A (e)
of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA
shall be grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration
Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of
Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System
(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration
at the time of submission of the Vendor's/ Bidder's proposal.
Company Name
Print Name Title
Signature Date
State of
County of
The foregoing instrument was signed and acknowledged before me this day of
20_, by
who has produced as identification.
(Print or Type Name) (Type of Identification and Number)
Notary Public Signature
Printed Name of Notary Public
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy
of this affidavit to interrogatories hereinafter made.
RFP 13-6062S Annual Landscape Maintenance 36
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C.o�7eY County
Administrative Services Division
Purchasing
Attachment 7: Vendor Substitute W—9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County(including
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal.
1. General Information (provide all information)
Taxpayer Name
(as shown on income tax return)
Business Name
(if different from taxpayer name)
Address City
State Zip
Telephone FAX Email
Order Information Remit/Payment Information
Address Address
City State Zip City State Zip
FAX FAX
Email Email
2. Company Status (check only one)
_Individual/Sole Proprietor _Corporation _Partnership
Tax Exempt(Federal income tax-exempt entity Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c)3) Enter the tax classification
(D=Disregarded Entity, C=Corporation, P=Partnership)
3. Taxpayer Identification Number(for tax reporting purposes only)
Federal Tax Identification Number(TIN)
(Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.)
4. Sign and Date Form
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge.
Signature Date
Title Phone Number
RFP 13-6062S Annual Landscape Maintenance 37
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rearrer County
Adrninistrative Services Division
Purchasing
Attachment 8: Insurance and Bonding Requirements
Insurance-/Bond Type Required Limits
1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Compensation Statutory Limits and Requirements
2. ® Employer's Liability $1,000,000 single limit per occurrence
3. ® Commercial General Bodily Injury and Property Damage
Liability(Occurrence Form)
patterned after the current $2,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
ISO form Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability
4. ® Indemnification To the maximum extent permitted by Florida law, the Contractor/Vendor/
Consultant shall indemnify and hold harmless Collier County, its officers and
employees from any and all liabilities, damages, losses and costs, including,
but not limited to, reasonable attorneys'fees and paralegals'fees,to the
extent caused by the negligence, recklessness, or intentionally wrongful
conduct of the ContractorNendor/Consultant or anyone employed or utilized
by the Contractor/Vendor/Consultant in the performance of this Agreement.
This indemnification obligation shall not be construed to negate, abridge or
reduce any other rights or remedies which otherwise may be available to an
indemnified party or person described in this paragraph. This section does not
pertain to any incident arising from the sole negligence of Collier County.
4. ® Automobile Liability $ 2,000,000 Each Occurrence; Bodily Injury& Property Damage,
Owned/Non-owned/Hired; Automobile Included
5. ❑ Other insurance as ❑Watercraft $ Per Occurrence
noted:
❑ United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ Per Occurrence
❑ Maritime Coverage (Jones Act)shall be maintained where applicable to
the completion of the work.
$ Per Occurrence
❑Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ Per Occurrence
❑ Pollution $ Per Occurrence
El Professional Liability $ Per Occurrence
• $ 500,000 each claim and in the aggregate
• $1,000,000 each claim and in the aggregate
• $2,000,000 each claim and in the aggregate
❑ Professional Liability $ per claim and in
the aggregate
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• $1,000,000 per claim and in the aggregate
• $2,000,000 per claim and in the aggregate
❑Valuable Papers Insurance $ Per Occurrence
6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds,
cashiers' check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation.
7. ❑ Performance and For projects in excess of$200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100%of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety
authorized to do business in the State of Florida and otherwise acceptable to
Owner; provided, however, the surety shall be rated as"A-" or better as to
general policy holders rating and Class V or higher rating as to financial size
category and the amount required shall not exceed 5% of the reported policy
holders' surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New
York 10038.
8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is
required to meet. The same Vendor shall provide County with certificates of insurance meeting the
required insurance provisions.
9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for
Commercial General Liability where required.
10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board
of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County.
11. ® Thirty(30) Days Cancellation Notice required.
Vendor's Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be required
within five(5) days of the award of this solicitation.
Name of Firm Date
Vendor Signature
Print Name
Insurance Agency
Agent Name Telephone Number
RFP 13-6062S Annual Landscape Maintenance 39
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Goer county
Adrrinistratwe Services DiM scn
Purchasing
Attachment 9: Reference Questionnaire
Solicitation: RFP 13-6062S - Annual Contract for Landscape Maintenance Vendors
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference)
Email: FAX: Telephone:
Collier County is implementing a process that collects reference information on firms and their key personnel to be used
in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as
a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the
best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm/individual again) and 1 representing that you were very unsatisfied (and would never hire the firm/indivdival again).
If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will
be scored "0."
Project Description: Completion Date:
Project Budget: Project Number of Days:
Change Orders- Dollars Added : Change Orders - Days Added:
Item Citeria Score
1 Ability to manage the project costs (minimize change orders to scope).
2 Ability to maintain project schedule(complete on-time or early).
3 Quality of work.
4 Quality of consultative advice provided on the project.
5 Professionalism and ability to manage personnel.
6 Ability to verbally communicate and document information clearly and succinctly.
7 Abiltity to manage risks and unexpected project circumstances.
8 Ability to follow County policies, procedures, rules, regulations, etc.
9 Overall comfort level with hiring the company in the future (customer satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to: By
RFP 13-6062S Annual Landscape Maintenance 40
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EXHIBIT A—SCOPE OF SERVICES
As a result of Collier County's substantial investment in landscaping, it is the County's intent to pre-qualify
firms that are capable, experienced and responsive contractors for landscape and irrigation maintenance
services in accordance with this RFP denoted in terms and conditions of this solicitation
Firms, through their proposals, past performance and current status, as well as their capability, integrity and
reliability to fully and in good faith perform the requirements of Collier County Contracts will be graded and
ranked. Proposals that do not meet all necessary requirements of this solicitation or fail to provide all
required information, documents or materials will be rejected.
Firms, through their proposals must provide convincing, verifiable, clear and concise documentation
acceptable to Collier County, that they are qualified to, and capable of providing the landscape and irrigation
maintenance services required by the County. Firms must provide adequate documentation that they have
the knowledge, equipment, staff, and required licenses/certifications, to provide these services in an
efficient and professional manner. Also, all Proposers must demonstrate that they have provided these
services on projects that are comparable in size and complexity to County's projects.
Awarded firms will be eligible to quote on Collier County landscape maintenance projects as needed. These
projects include, but not limited to Road Maintenance, Facilities, Utilities and other County Departments.
The work covered by contracts issued under this proposal requires regular servicing of landscaped and
irrigated areas designated as described in each contract specification. This requires the furnishing of all
labor, equipment, materials and services necessary to satisfactorily perform grounds and irrigation
maintenance, as determined by the Project Manager or the designated Owner's Representative as specified
in the scope.
1) If the project's regular services require more than one (1) day per week, then the regular services
shall be performed on consecutive days.
2) The project must be maintained on a weekly schedule. The services must always be rendered on
the 7th day or one full week, after the last service. For services that are bi-weekly, they must be
serviced on the 14th day or two full weeks, after the last service.
3) The contractor shall and verify the project limits, acreage, and/or Square feet when quoting a
project. If there are discrepancies the contractor is to submit questions in writing to the Project
Manager to be discussed and evaluated prior to the closing date of the quote.
Category 1 & 1A: Maintenance Specifications
MOWING AND EDGING
Mowing and edging shall include medians as well as those areas, if existing, along the outside edge of the
sidewalks of adjacent properties that are not currently maintained by the property owners. Right-of-Way
mowing and/or weed control is required from back of curb or sidewalk to the Right-of-Way line (in most
cases the wooden power pole). Swale areas must be kept under control throughout the entire year.
Prior to mowing, all trash, palm fronds, horticultural and non-horticultural debris shall be removed prior to
mowing the grass. This includes all types of grass: St. Augustine, Bahia, and any other type of grass or
weed within the right of way.
All turf shall be mowed with mulching type mower equipment to eliminate the need to bag and transport
grass clippings. The guard on the mulching mowers must always be kept on to reduce the risk of objects
and clippings being thrown onto pavement, vehicles and pedestrians. Should bagging be necessary, the
bagged clippings shall be collected and removed at no additional cost to the County. Grass shall be cut at a
height no less than three and one half inches (3 '/2"). The approximate frequency of cutting will be weekly or
fifty-two (52)times for St. Augustine grass and twenty-six (26) times for Bahia grass. The number of mowing
RFP 13-6062S Annual Landscape Maintenance 41
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services may be modified by the Project Manager or by seasonal weather conditions at the Project
Manager's discretion. The height of the grass blade shall not exceed six (6) inches in height.
The Contractor shall use or alternate mowing practices, patterns, or equipment within narrow turf areas so
not to create wheel ruts or worn areas in the turf. Any areas of turf that become water soaked during the
period of this Contract shall be mowed with twenty-one inch (21" +/-) diameter hand walk behind type
mowers to prevent wheel ruts in the turf caused by heavier type self-propelled rider mowers. The Contractor
shall be responsible for repairing any ruts caused by their mowers at no additional costs to the County. The
contractor is to avoid mowing in a way that will project grass clippings, small rocks, and miscellaneous
debris into oncoming traffic.
Mechanical edging of the turf shall be done with each mowing along all sidewalk edges, back of concrete
curbs, around all plant beds, utility service boxes, street light bases, sign posts, headwalls, guardrails, timer
pedestals, posts and trees. Metal blade edging is not permitted along plant bed and turf edges where an
underground irrigation system is present. Mechanical metal blade edging is permitted along back of
curbing. Grass root runners extending into the mulched areas, sidewalks or curbs shall be cut and removed
when the edging is performed. Edging will also be required in all turf areas around isolated trees, sprinkler
heads, valve boxes, shrubs, sign posts, manholes, etc. where they exist. All debris on streets, sidewalks or
other areas resulting from edging shall be removed. Swales and dry retention areas must be mowed and/or
weed trimmed. No herbicide shall be used for edging.
A full singular mowing service shall include: trash removal, mowing, and edging of the entire project.
TRASH REMOVAL
With each service, all site areas shall be cleaned by removing all trash or debris to include, but not be
limited to: paper, bottles, cans, other trash, and horticultural debris. All debris or trash pick-ups shall be
performed prior to mowing in all turf areas. The disposal of all trash and debris must be at a proper landfill
or disposal site. All disposal fees, tipping or charges are to be included in the Contract Bid Price.
STREET CLEANING
All sidewalks, curbing and/or gutters including a four foot (4') area from the face of the gutters, curb
including turn lanes, medians and sidewalk areas shall be cleaned after each service to remove any
accumulation of debris or objectionable growth to maintain a neat and safe condition. All sidewalks shall be
blown clean, but no clippings or other debris shall be blown or allowed to be deposited on other adjacent
property or accumulate on right-of-way areas. Blowing shall be directed toward the existing landscape
median or grass and not to roadways, paved areas or traffic.
WEEDING
Weeding of plant beds, sidewalks (asphalt, concrete paver), guardrail bases, tree grates, curb joints and
other mulched areas by chemical and/or hand removal will be performed weekly or as necessary to provide
a weed free and well maintained area. Blue tracker shall be required when spraying round-up.
GENERAL SITE PRUNING
For this site, general site pruning shall be defined as the pruning of any plant's foliage below a ten foot (10')
height. All groundcovers, shrubs, canopy trees (except magnolias) and palms up to a ten foot (10') height,
shall be inspected and pruned on a weekly or an as needed basis, so as to maintain the proper or required
heights for visibility, vehicular movement purposes and desired shape or form as determined by the Project
Manager or the Owner's Representative.
Pruning shall also include removal of water sprouts, suckers and any dead or diseased foliage or branches.
All groundcovers and shrubs shall be maintained at the required height as specified by the Project Manager
may be to a maximum of 36", with the exceptions of sight windows when the height needs to be maintained
at a maximum of 18"-24". All groundcovers and shrubs are to be pruned to a height of 18" by October 1 of
each year prior to possible cooler temperatures, and/or to ensure blooming plants at the proper elevation
during the heavy traffic season.
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Shrub pruning should be done consistently throughout each median for all shrub types that require pruning
so that landscape gives the appearance of continuity throughout that median and the entire project. For
example, all shrubs within the turnlane are to be maintained to 24".
1) All bougainvilleas and green island ficus are to be maintained to 24"throughout the year.
2) All crown of thorns are to be maintained to a height of 24" and pruned in May of each year or as directed
by Project Manager.
3) Ornamental grasses, such as Fountain, Muhly grass, Florida Gama or Fakahatchee grass shall be
pruned once a year at its base to remove any old growth; grasses shall only be pruned after the
blooming season. The grasses shall not be cut in a flat top method. Ornamental grass such as Liriope
muscari shall only be pruned at the direction and approval of the Project Manager or Owner's
Representative. All old leaf growth and dead flowering growth is to be removed on the Blueberry Flax,
Agapanthus, and all other similar plants.
Plant material with a canopy over pathways or sidewalks shall be maintained at a minimum height of one
hundred twenty inches (120") / or ten (10) feet. Shrubs and groundcovers adjacent to pathways or
sidewalks shall be pruned to maintain one foot (1') of clearance from the edge of the pathway. It is
recommended that adjacent shrubs and groundcovers be maintained so that they angle or are rounded
away from the pathway. A one foot (1') mulched area from edge of the curb shall be maintained in the
median planting beds, as a pathway for maintenance workers, this will also keep all plant material from
encroaching into the roadways.
CANOPY TREE AND PALM PRUNING (1A Category n/a)
Canopy Trees shall be defined as any large shrub, tree or palm with foliage above a ten foot (10')
height. All canopy trees and palms shall be pruned on a regular schedule to create and maintain a fifteen-
foot (15') canopy clearance over the roadways and a ten-foot (10') canopy clearance over all pathways.
Canopy trees shall be selectively pruned once per year in April or September to thin the interior canopy of
cross branching and to shape the canopy of the trees. A professional certified Arborist shall do the pruning
and shaping and shall be approved by the Project Manager. The work shall be done in a professional
manner in accordance with ANSI 300, Part 1, 2, & 3. Pruning Standards. The arborist must be on-site to
supervise pruning at all times. Any damaged materials or any incorrect pruning shall result in replacement
of that material at the expense of the Contractor.
The portion of the canopy that falls below the ten (10') foot level falls under the "General Site Pruning"
portion of the contract and shall be kept properly pruned.
Palms shall be pruned annually (once) during the month of May of each year at the discretion of the Project
Manager. The palms shall only have the dead lower fronds removed and shall also include removal of all
nuts, seed stalks, brown or dead and lower fronds removed from the palm. The nuts and seed stalks shall
be removed from all palms; including self cleaning palms. Fronds shall be cut close to the petiole base
without damaging living trunk tissue. Any formed or forming seed pods shall also be removed. If for any
reason more that the dead fronds need to be removed, prior approval must be obtained by the Project
Manager and then the palms shall be pruned to a "Tropical Cut" or to remove lower fronds at a nine (9)
o'clock - three (3) o'clock level from the base of the palm's bud or trunk (or below the horizontal line of a 9
and 3 o'clock). All palms are the responsibility of the contractor.
The work shall be done in a professional manner in accordance with acceptable trade standards and
practices. The palms shall not be climbed with tree spikes to remove the fronds. The pruning shall be
accomplished by the use of a ladder, boom truck or lift. All debris from the pruning shall be removed and
the site shall be left in a clean and neat manner. Under story plantings under palms and trees being pruned
shall be protected. Any damaged materials shall be replaced by and at the expense of the Contractor.
When the annual or bi-annual heavy pruning work is being performed with the use of a lift or boom truck, it
is required that the adjacent traffic or turn lane to the work area, be closed pursuant to the County M.O.T.
Policy.
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TRASH REMOVAL
With each service, all site areas shall be cleaned by removing all trash or debris to include, but not be
limited to: paper, bottles, cans, other trash, and horticultural debris. All debris or trash pick-ups shall be
performed prior to mowing in all turf areas. The disposal of all trash and debris must be at a proper landfill
or disposal site. All disposal fees, tipping or charges are to be included in the Contract Bid Price.
TRAFFIC CONTROL/LANE CLOSURES
The Contractor shall comply with the requirements of Collier County's Maintenance of Traffic (MOT) Policy,
copies of which are available through the Risk Management or Purchasing Department. The Contractor
shall obtain and review and obtain the County MOT policy requirements prior to submitting a bid. Upon
approval of a MOT Plan and proper placement of lane closed signs, pre-warning signs, arrow boards, traffic
cones etc., the lane may be restricted from traffic.
• The Contractor will be responsible for obtaining copies of all required manuals, MUTCD,
FDOT Roadway & Traffic Design Standards Indexes, or other related documents, so to
become familiar with their requirements. Strict adherence to the requirements of the MOT
policy will be enforced under this Contract.
• To assist in employee visibility; approved bright day-glow red/orange colored safety vests
(Class 3) shall be worn by employees when servicing the area.
• A directional lighted and flashing arrow board will be required under this Contract that meets
the traffic control requirements.
LANE CLOSURE
Lane closure for median maintenance shall be limited. Upon proper placement of lane closed signs, pre-
warning signs, arrow boards, traffic cones etc., the lane may be restricted from traffic only during non-peak
traffic periods 9:30 A.M. - 3:30 P.M., Monday through Friday, and 8:00 A.M. - 5:00 P.M. Saturday and
Sunday, unless otherwise approved by the Project Manager. There will be no lane closures permitted
during season (between Thanksgiving and Easter). The lane closure shall be indicated on the Weekly
Maintenance Work Schedule, which is provided to the Project Manager. The contractor shall contact County
Public Information Specialist the Wednesday before lane closures are planned for Collier County's public
road alert notification. A Road Alert form must be submitted (form provide by County).
LANDSCAPE MAINTENANCE SERVICES
The Contractor agrees by submittal of its bid that the listed services Unit Costs under this Contract shall
also be made available to the County on a temporary basis as landscape maintenance services. The
contracted services within these specifications and contract may be required to be temporally performed at
another project site located within Collier County.
ORNAMENTAL AND TURF SPRAYING
Overall Ornamental & Turf Spraying of plants, shrubs and grassed areas within Areas is included in the
Contract. It is required that the Pest Control Firm performing these services shall possess and provide the
following to the Project Manager:
1) Valid State of Florida Pesticide License that complies with all Federal, State (Chapter 482) and
local laws and regulations.
2) Bachelor degree in Ornamental Horticulture and/or Entomology or the equivalent practical
experience approved by the Project Manager.
3) Current Contractor's Occupational License for Pest Control Service.
The Pest Control Firm shall provide an overall written pest and spray program that shall incorporate ant and
rodent control and shall meet or exceed the following minimum standards:
1) Describe procedures, methods and techniques that will enhance the environment.
2) Provide the maximum protection for the health, safety and welfare of the public and environment.
3) List of all chemicals to be used.
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4) The Pest Control licensee shall make on-site inspections and provide written reports to the Project
Manager weekly or as needed. On a monthly basis the pest control licensee must meet with Project
Manger to review Intergrated Pest Control program and inspect sites as needed. At the end of each
month a new calendar must be submit to the Project Manager as a mock schedule of what may be
needed the following month.
5) All applications shall be billed on a monthly basis, not per application. This should be reflected in the
monthly pricing in the bid tab. This price must include chemical and labor. Rodent and Ant control is also
part of this line item.
6) When reviewing all plant material Including trees and palms, the contractor must recommend the best
course of action to remove any detrimental pest from the landscape or eliminate fungus.
7) Methods of Application:
A) One hundred percent (100%) coverage and penetration shall be provided. Insecticides and
Fungicides shall be applied at the proper pressure to provide maximum coverage.lnsecticides
should be alternated from time to time to prevent an insect resistance to the application.
B) Herbicides used in turf areas shall be applied at the proper pressure.
C) Turf herbicides shall not be applied when the daily temperature exceeds eighty-five (85)
degrees.
D) Spreader sticker (Nu-Film 17 or equal) shall be incorporated in all spraying of Groundcovers,
Shrubs, Trees, Palms, and Turf Areas when recommended by the label.
E) Spray applications shall be applied during times of"No-Wind" conditions.
F) No trucks or tractors with bar type tires or a gross weight greater than three thousand (3,000)
pounds will be allowed within or on-the median areas.
G) At time of application, provide and place, traffic control meeting Florida Department of
Transportation, M.U.T.C.D and Indexes and the County MOT.
H) All spray applications shall contain a wetting agent within the mix when recommended by the
label or Project Manager.
I) The pH of water used in mix must be adjusted to meet pesticides manufacture recommendation
and water pH and method must be documented and provided to Project Manager.
8) Rate of Application: All chemicals shall be applied at the rates recommended on the manufacture's
labels.
9) Materials List: All insecticides, fungicides and herbicides chemicals to be used on turf areas and on
plant materials shall be submitted in writing to the Project Manager for review and approval. All
chemicals used shall be approved for use by the Environmental Protection Agency for its intended
use and area of use.
10) Application Schedule: The number of applications shall be as listed below unless otherwise required
based upon the site inspection reports. Ferrmec AC 13-0-0 plus 6% iron at one-third (1/3) gallon of
material per one hundred (100) gallons of water to be added with each application of insecticide,
fungicide and herbicide. Application must be pre-approved by Project Manager.
a. Turf Areas:
Insecticides & Fungicides - Applications on an as needed basis, with prior approval by the
Project Manager.
Herbicides —Applications on an as needed basis with prior approval by the Project Manager
on an as needed basis, to include:
Pre-emergent in February and September
ii. Post-emergent in November, January, and March
b. Groundcovers, Shrubs and Trees:
Insecticides & Fungicides - Applications on an as needed basis, with prior approval by the
Project Manager.
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c. Bed Areas:
Herbicides—Applications on an as needed basis, with prior approval by the Project Manager.
Pre-emergent in February and September
ii. Post-emergent in November, January, and March
Additional Requirements: Records must be kept of all pesticide applications. Documentation shall
include but not limited to: date and time of application, weather conditions at time of application, what
was applied and name of applier. This shall be included with the monthly invoice for payment. If
pesticide documentation is not provided payment will be not be received for such application.
When it becomes necessary for the Contractor to return for additional spraying as directed by the
Project Manager due to non-performance of a required application, such additional spraying shall be
performed at no cost to the Owner.
TURF ORIGIN AND QUALITY
All turf supplied shall be "Nursery Grown" or "Field Grown" for the purposes of sodding and shall be a
"Premium Grade Sod" as specified below. The sod shall be cut, delivered and/or laid in accordance with
the following specifications or the most current and accepted Horticultural Industry's Standards and
Practices, whichever is more restrictive.
All sod shall be delivered to the site and be accompanied with a delivery ticket listing quantity, origin, and
date and time the sod was cut and loaded. Sod shall be delivered to the specified site within a twenty-four
(24) hour period after field cutting and shall be laid within a forty-eight (48) hour period after field cutting.
Sod being transported for a time period greater than one (1) hour shall be covered during transport.
The Contractor acknowledges that acceptance of any sod at any time of a grade other than the Premium
Grade specified in this Contract shall not establish a lesser standard or relieve the Contractor of providing
the Premium Grade sod as specified for the duration of the Contract period.
Premium Sod
Sand Grown: Turf grown on 90% natural sand.
Muck Grown: Turf grown on soil containing 50% or greater amounts of organic materials by volume.
Each sod pad shall be insect and disease free, be vigorous and have healthy green color in appearance.
The top growth (grass blades or foliage) shall have no more than ten percent (10%) chlorosis within the top
growth and contain no thatch or dead vegetation layer within each pad. Sod shall be weed free, but in no
case shall the weeds exceed two percent (2%) of the total sod pad.
Pad Size: Individual sod pads shall be cut to industry standard widths and lengths with a deviation no
greater than +/-five percent (5%). Broken or uneven ended pads will not be accepted.
Pad Thickness: Thickness of the cut sod shall be to the industry's standard, but in no case shall the
thickness of the soil be less than one inch (1") in depth for St. Augustine and Bahia grasses.
Strength of Pad: Standard size pads shall be mature, well rooted and contain a soil layer thick enough to
provide a strength that will support the pad's weight and maintain its size and shape when the pad is
suspended vertically by hand on the upper ten percent (10%) of the pad section without tearing apart.
Moisture Content: The sod soil shall contain enough moisture so that the soil is not excessively dry or wet.
In no case will the sod be accepted if the soil layer becomes hardened, or loose so that it will not hold its
shape, and/or if it is hydrophobic in nature.
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PRESSURE CLEANING BRICK PAVERS
All median brick curbing, brick paving, sidewalks, and paving areas may be pressure cleaned to remove tire
marks or other dirt which may be deposited on the surface areas. Sealing of paving areas may be at the
direction of the Project Manager on a time and material basis.
Upon finding damage to the brick curbing or paving, an immediate notification to the Project Manager or his
authorized representative is required. Upon finding damaged areas, the Contractor shall clean-up debris if
present, and/or flag off the areas with protective barriers and/or high visibility hazard tape. The Contractor
shall submit a bid as soon as possible for repair or replacement of the damaged brick curbing or paving
areas. Repairs to the brick curbing and paving will be considered as additional expenses to the Contract.
The additional expenses shall be charged as a time and material billing with the bricks being provided by
the County. All additional expenses must be pre-approved by the Project Manager. Project Manager may
use other contractor to replace and/or repair pavers.
MULCHING
Organic Mulch: Areas with no mulch or new planting areas shall have mulch placed to provide for a four
inch (4") non-compacted or unsettled depth measured from the existing soil grade. The area to receive the
mulch shall be raked level to establish the proper finished grade and have all weeds removed prior to the
placement of the mulch. Labor cost for weeding, hand grading and placement of new mulch shall be per
the Unit Cost indicated on the Bid Page.
Non-Organic Mulch: Landscape areas to receive non-organic mulch such as washed shell or gravel shall
have the mulch placed to a three inch (3") non-compacted depth. Re-mulching or top dressing of non-
organic mulch areas shall be performed to ensure a three inch (3") depth is maintained. Equipment and
labor cost for the weeding, hand grading and placement of non-organic mulch shall be per the Unit Cost
indicated on the Bid Page.
Re-mulching of plant beds and individual plant mulch rings shall have a two inch (2") non-compacted layer
of mulch applied once a year during the months of September and October (application to be finished by
November 1st). Mulch distribution within a tree or palm area shall begin six inches away from the trunk of the
tree or palm. Mulch shall not be piled against any plant branches or trunks. Prior to the re-mulching the
Contractor shall turn and mix all the existing mulch in all medians and right-of-way areas.
Labor costs for weeding, turning, and mixing of the existing mulch and for placement of new mulch shall be
per the Unit Cost indicated on the Bid Page. Mulch shall not be placed over valves or valve boxes that are
located within mulched areas and shall not be placed near or on the trunks of shrubs, trees or palms.
Mulch material shall be purchased by Collier County under an Annual Contract and coordinated with the
Contractor for delivery purposes.
FERTILIZATION
Applications shall be made the day following a rain event when plant material is dry. Shrubs and
groundcovers shall have the fertilizer blown or fan raked off following the broadcast application. Immediately
after the fertilizer is applied, the areas shall be watered. Fertilizers shall be removed from curbs and
sidewalk areas to avoid staining.
Applications shall be made to turf the day following irrigation or a rain event when grass blades are dry. In
areas where applicable, immediately after the fertilizer is applied, the sprinklers shall be activated for thirty
(30) minutes to bring organic fertilizers to the soil's surface and to dissolve water-soluble particles.
Following this watering, the controls shall be returned to automatic mode. Fertilizers containing Iron shall
be removed from curbs to avoid staining.
Fertilization shall be performed two times a year in the months of March and, September when using the six
month application rate. For palms the contractor may be required to do additional fertilizations throughout
the year. Refer to Site Specific Quantities section for schedule. Fertilization shall be completed at the end
of the fertilization month. Any variation of this schedule needs to be pre-approved by the Project Manager;
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failure to do may result in non-payment. Fertilizer shall be applied at a rate of 1.5 lbs. per 100 square feet. It
shall be broadcasted throughout the median planting beds and turf area. All tree pit areas should be
fertilized evenly; there should not be a fertilizer ring around the tree under any circumstances. If a ring is
formed you will have to go out and spread the fertilizer to correct the situation at the contractors' expense,
this may include the additional purchase of fertilizer as it may not be able to spread. Fertilizer material shall
be purchased by Collier County under an Annual Contract and coordinated with the Contractor for delivery
purposes. Fertilizers shall be removed from curbs and sidewalk areas to avoid staining.
MISCELLANEOUS AND LANDSCAPE MAINTENANCE RESPONSIBILITIES
1. If plants, shrubs, trees, grass or foliage die due to neglect or damage by the Contractor,
Contractor's employees or a Subcontractor as determined by the Project Manager or Owner's
Representative, they shall be replaced at the Contractor's expense.
2. The Contractor shall provide ramps or other devices to gain access over the curb to all medians.
The curb or turf areas shall not be damaged due to gaining access or they will be replaced at the
Contractor's expense.
3. It shall be the Contractor's responsibility to notify the Project Manager of any maintenance
problems or additional maintenance needs.
4. Should additional costs be involved which are not covered within the Contract Specifications, a
Unit Cost shall be agreed to by the Contractor and Project Manager prior to performing additional
services.
5. The Contractor shall perform inspections on all plants, shrubs, trees and grass areas for disease
or insect infestation during each week's service to the site. The Contractor shall immediately notify
the Project Manager should a disease or infestation be found and begin appropriate treatment per
the Contract requirements.
6. The Contractor shall have a singular point of contact with cellular phone and'e-mail for on-site and
offsite communication in order to communicate with the Landscape and Irrigation Project Manager.
7. Materials cost plus mark-up cannot exceed twenty-five percent (25%). The percentage does not
affect the bid but will not be awarded to the bidder who omits or exceeds the allowable limit.
8. Upon award of a project, the removal of existing tree and palm staking will be the responsibility of
the contractor as part of Basic Maintenance.
IRRIGATION SYSTEMS —WEEKLY SERVICE REQUIREMENTS Category 1A— n/a)
Prior to issuance of the Notice to proceed, the Contractor's irrigation project manager shall review the
system and submit a recommended watering schedule as it pertains to the irrigation plan for the contracted
area. The landscape Contractor will provide documentation in writing and shall include any changes or
recommendations. Any subsequent recommended changes shall be recorded on the "Irrigation Schedule"
(see attachment).
If the Contractor does not review the irrigation and provide this documentation, the Notice to proceed will
not be issued until the Contractor accepts full responsibility and approves the scheduling and usage
appropriated by the County. Be aware that you will be expected to update and coordinate the watering
schedules with the Collier County Irrigation Project Manager as required for monitoring purposes and also
indicate recommendation on the "Irrigation Schedule/Checklist". All irrigation requests shall be made in
writing.
Upon issuance of a "Notice to Proceed", the Contractor shall review all irrigation systems and notify the
Project Manager of any existing problems.
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Notification to the Project Manager is required when acts of vandalism or accidents have occurred to the
irrigation system. Photos shall be taken and provided to the Project Manager at no added cost. A police
report must be filed and a copy sent to Project Manager.
1) Use only County approved replacement parts, and only matched precipitation head replacements.
All irrigation parts shall be supplied by Collier County under an annual bid.
2) Collier County will maintain the reclaimed water signage if existing. The landscape Contractor shall
observe the irrigation system as it pertains to plants and spray coverage and report any observed
field problems when they occur.
3) All services listed under this Section shall be covered in the Contract Bid item "Irrigation System"
cost under Weekly Maintenance Functions.
CONVENTIONAL POP-UP SPRINKLER SYSTEMS
Labor costs for these listed irrigation services and minor system repairs shall be included in the Contract Bid
Unit Pricing. Materials will be purchased by Collier County through an annual vendor.
WEEKLY SERVICE REQUIREMENTS:
NOTE: The Contractor shall complete the "Irrigation System Checklist Weekly Requirement" sheets on a
weekly basis. The Report Sheets shall be signed and submitted on a weekly basis to the Project Manager
for review and approval as to completeness and must be provided before the ending of the work day Friday
or beginning of the work day on Monday and may be faxed, e-mailed or hand-delivered. Check list should
include all findings as part of the weekly irrigation checks and watering requirements. Collier County
reserves the right to reject payment request for these services if checklist is not provided on a timely basis.
The irrigation system checklist weekly requirement form must be filled out in its entirety and must include all
irrigation parts purchased with corresponding packing slip information from the County approved supplying
vendor.
1) Visual inspection of the irrigation systems shall be performed weekly to determine if the systems are
functioning normally and if cuts, leaks, piping damage, flooded areas exist, and repair as necessary.
2) Valves can be operated manually at the valve box, the surge board toggle, or at the controller. The
operation switch shall be returned to the "automatic" position after service. Failure to do so may
create a hazardous road condition because of uncontrolled irrigation water running outside of the
programmed schedule. The contractor will be fined $110.00 for each occurrence (Calculated for 2
irrigation crew members at a labor rate of$55.00/hour.)
3) Automatic Control Valve Assemblies and Quick Coupling Valves work requirements are to: Open
zone control valve assemblies' boxes to inspect valves for leaks and proper settings. The valve
boxers shall be clean and free of debris, leaves, and mulch. Quick coupling boxes shall be checked
to make sure that they free of debris and foreign objects. Keep all grass and mulch out of all valve
boxes. All valve boxes in sod areas to be kept at sod level. All valve boxes in plant beds to be kept
two inches (2") above finished mulch level. County, upon approval, will supply the valve boxes to
reach the specified height.
4) All cuts, leaks or other piping damage found to be caused by the Contractor's personnel or
subcontractors performing services in the landscape areas shall be repaired immediately at no cost
to the County. Replacement of damaged valve boxes/lids is required if caused by the Maintenance
Contractor.
5) Upon acceptance and through the duration of the maintenance contract, the contractor is to provide
an irrigation watering schedule based on the watering needs of the existing plants in each zone. The
contractor shall identify the following: 10 Wet and dry zones, 2) Plant and turf decline, 3) Plant
infestation in trees, palms, shrubs, groundcover, and turf. These observations must be written in the
irrigation report. Immediately advise the project manager and irrigation project manager of the
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condition and provide immediate solutions. If the procedure is not followed and the plants die as a
result, it shall be the contractor's responsibility to replace at cost to the County.
6) All Minor Repair labor cost shall be included in the weekly irrigation function line item. Minor repairs
include: The replacement of reads, decoders, nozzles, and solenoids. The installation or
replacement of risers. The repair of lateral PVC pipe or funny pipe breaks and clear any restricted
sprinkler lines.
Minor Repairs:
a. Review system and repair any blown-off heads, broken lines, or leaks around heads or
valves.
b. The Contractor shall further clean and adjust all sprinkler heads and nozzles to ensure that
all landscaped areas receive total one hundred percent (100%) irrigation coverage and
heads are not spraying onto roadways or walkways.
c. If a longer nozzle is required contractor shall change nozzle.
d. Replace defective and/or broken heads or nozzles, install or replace defective and/or broken
risers and repair minor breaks or restricted sprinkler lines.
e. Inspect, clean, and replace, if necessary, screen/filters within the sprinkler heads.
f. Minor repairs include replacement of heads, nozzles, decoders, and solenoids; installation or
replacement of risers; repair of minor/lateral PVC piping breaks or subsurface piping or
restricted sprinkler lines, replacement of damaged valve boxes/lids, necessary for proper and
safe operation of the systems.
g. All minor repairs labor cost shall be reflective in the irrigation weekly function line item.
7) It shall be the Contractor's responsibility to notify the Project Manager of any irrigation problems or
additional irrigation maintenance needs.
8) Major repairs to the irrigation systems include:
a. Repairs to valves, controllers, electrical wiring, and main lines.
b. These repairs are not included in weekly irrigation functions and shall be priced out
separately or may be fixed by other.
9) Should additional costs be involved which are not covered within the Contract Specifications, a Unit
Cost shall be agreed to by the Contractor and the Project Manager prior to additional services being
performed.
10)The irrigation service personnel shall have on-site two-way hand-held communications or phone
during all weekly/monthly services and/or inspections. There shall always be an irrigation crew of
two at the time of service.
GENERAL MAINTENANCE REPORT SHEETS
The Contractor shall complete the "General Maintenance Report Sheets" on a weekly basis. The Report
Sheets should be signed and submitted on a monthly basis to the Owner's appointed representative for
review and approval as to completeness. The General Maintenance Report Sheets are required to be
signed by the Contractor and submitted prior to monthly billing and payment. The Contractor will also be
required to conduct on-site inspections with the Project Manager or Owner's Representative on a weekly or
monthly basis to verify satisfactory completion of Contract requirements. The original forms for the report
sheets will be provided to the Contractor for his reproduction purposes.
A weekly schedule is also required and shall be submitted to the Project Manager before the beginning of
the work day on Monday and may be faxed, e-mailed or hand-delivered. The schedule shall indicate the
days and service location and must include when irrigation checks are scheduled.
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CREW SIZE/MAN-HOURS
Contractor shall provide with each site visit a minimum of one/two crew of five (5) personnel with each
weekly service of the work areas. The work shall be completed within one visit, if necessary consecutive
day visit may follow. Purpose is to have the entire segments under this contract completed at the same
time. The Bidder shall provide in the Contract Bid the estimated number of on-site man-hours per week the
Contractor will be providing to satisfactorily perform the requirements of this Contract.
Category 2: Tree Services
TREE SERVICE vendor must have the knowledge and experience in canopy and root pruning. Must have
working knowledge of ANSI Pruning Standards and ISA Best Management Practices. Ability to recognize,
diagnose and report tree defects caused by pest, tree and/or root structure, and diseases. Vendor must
have an arborist onsite to supervise and direct field personnel. To ensure that all work is completed as
per specifications, to include but not limited to; proper tree and root pruning, adequate reduction or removal
techniques, work productivity, cleanup, and safety. Services will be required for landscape material in the
Collier County properties and right-of ways. As services are requested a request for quotes will be sent with
specifications of what the work entails.
CANOPY MANAGEMENT/STRUCTURAL PRUNING: Must possess a thorough knowledge and
experience of canopy tree pruning and management practices. The services shall include overall structural
pruning for the health and safety of tree and the public. Eliminate branches that rub each other, removing
limbs that interfere with wires, buildings, signs, post or obstruct streets or sidewalks. Remove limbs that
possess a hazard or may lead to decay that are diseased or insect infested. Create better structural to
lessen wind resistance and reduce potential storm damage. Training young trees, removing limbs by
adverse weather conditions, removing branches or thinning to increase light penetration and air movement
through the crown and improve the shade of the tree. Services also include raising and reduction of the
canopy.
ROOT MANAGEMENT: Must possess a thorough knowledge and experience in root management, to
include but not limited to air spade, structural pruning, diagnosis, and root management program.
TREE RELOCATION: Periodically the County must relocated palms and trees within Collier County limits.
The contractor must be have the knowledge and ability to root prune the tree(s) prior to relocation. In most
cases maintenance of traffic (MOT) is required in order to perform this work safely. Most in depth
information will be provided at the time that services are needed and County personnel request pricing.
PALM MANAGEMENT: The contractor must have the knowledge and ability to treat palm diseases through
drenches, foliar sprays, and injection methods, and provide fertilization program for palms.
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• Send all Invoices to:
Collier County Board of County Commissioners �t.r Collier County Board of County Commissioners
Purchasing Department C ? Attn:Accounts Payable
Phone:239-252-8407 - 3299 Tamiami TrI E Ste 700
Fax: 239-732-0844 r, Naples FL 34112-5749
Tax Exempt:85-80159665310-1 Uir OR email to:bccapclerkecollierclerk.com
Purchase Order number must appear on all related
correspondence,shipping papers and invoices:
Vendor# 119883 Purchase order
Po Number 4500153463 Date 10/06/2014
SUPERIOR LANDSCAPING&LAWN SERVICE INC
5740 SIP DR Contact Person Road Maint
FORT MYERS FL 33905
Please deliver to:
GROWTH MANAGEMENT DIVISION C&M Delivery Date: 09/30/2015
LANDSCAPE MAINTENANCE
2885 S HORSESHOE DR
NAPLES FL 34104
Terms of Payment Net 30 Days
Item Material Description Order Qty Unit Price Per Unit Net Value
00010 Airport Rd(US 41 E to Cougar Dr) 21,602 EA 1.00 21,602.00
111-163866-634999-0 RFQ 003
*** Item partially delivered ***
00020 Airport Rd(US 41 E to Cougar Dr) 15,000 EA 1.00 15,000.00
Increase PO 45-153463 Superior Line 10 RFQ 003
Total net value excl.tax USD 36,602.00
VENDOR Terms and Conditions
The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Purchasing Internet site:
http://www.colliergov.netllndex.aspx?page=762(revision date 01/22/2008),including delivery and payment terms.Further the VENDOR agrees to:
1. Provide goods and services outlined in this Purchase Order with the prices,terms,delivery method and
specifications listed above.
2. Notify department Immediately if order fulfillment cannot occur as specified.
3. Send all invoices to:
Collier County Board of County Commissioners
Attn:Accounts Payable
3299 Tamiami Trt E Ste 700
Naples FL 34112-5749
OR email to:bccapclerk @collierclerk.com
The Purchase Order is authorized under direction of Collier County Board of County Commissioners by:
r ^°� Joanne Markiewicz,General Services/Purchasing Director
Printed 01/2112015 @ 08:27•16 111-163866-634999 Page 1 of 1
Packet Page-1089-
4/28/2015 16.A.17.
Send all Invoices to:
Collier County Board of County Commissioners Ot.r.r Collier County Board of County Commissioners
Purchasing Department r ? Attn:Accounts Payable
Phone:239-252-8407 . 3299 Tamiami Trl E Ste 700
Fax: 239-732-0844 , Naples FL 34112-5749
Tax Exempt:85-8015966531C-1 O • ,4 OR email to:bccapclerk @collierclerk.com
Purchase Order number must appear on all related
correspondence,shipping papers and invoices:
Vendor# 119883 Purchase order
SUPERIOR LANDSCAPING&LAWN SERVICE INC Po Number 4500153462 Date 10/06/2014
5740 SIP DR Contact Person Road Maint
FORT MYERS FL 33905
Please deliver to:
GROWTH MANAGEMENT DIVISION C&M Delivery Date: 09/30/2015
LANDSCAPE MAINTENANCE
2885 S HORSESHOE DR
NAPLES FL 34104
Terms of Payment Net 30 Days
Item Material Description Order Qty: Unit 'Price Per Unit; Net Value
00010 RSH PH 1 US 41 E to Polly Ave/SBB ext 12,028 EA 1.00 12,028.00
111-163645-163646-634999-0 RFQ 001
"' Item partially delivered "'
00020 RSH PH 2 Polly ave/SBB-951 14,550 EA 1.00 14,550.00
•" Item partially delivered "`
00030 RSH PH 1 US 41 E to Polly Ave I SBB Ext 15,000 EA 1.00 15,000.00
Increase PO 45-153462 Superior Landscape Line 10 15 K
Line 20 16 K
RFO 001
00040 RSH PH 2 Polly Ave/SBB-951 16,000 EA 1.00 16,000.00
Total net value excl.tax USD 57,578.00
VENDOR Terms and Conditions
The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Purchasing Internet site:
http://www.colliergov.netllndex.aspx?page=762(revision date 01/22/2008),including delivery and payment terms.Further the VENDOR agrees to:
1. Provide goods and services outlined in this Purchase Order with the prices,terms,delivery method and
specifications listed above.
2. Notify department Immediately if order fulfillment cannot occur as specified.
3. Send all invoices to:
Collier County Board of County Commissioners
Attn:Accounts Payable
3299 Tamiami Trl E Ste 700
Naples FL 34112-5749
OR email to:bccapclerk @collierclerk.com
The Purchase Order is authorized under direction of Collier County Board of County Commissioners by:
Joanne Markiewicz,General Services/Purchasing Director
Printed 01121/2015 @ 08:28:13 111-163845-634999 Page 1 of t
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4/28/2015 16.A.17.
Co le-r County
Growth Management Division
October 14, 2014
Mr. Orlando Otero
Superior Landscaping& Lawn
2200 NW 23`d Ave
Miami, Fl. 33142
Dear Mr. Otero:
This letter is to notify you that your Collier County contract Bid #13-6062S
Landscape Maintenance under Category 1: Landscape and Irrigation Maintenance;
and Category 1 A: Basic Maintenance; will not be renewed.
As per the contract, each contractor is evaluated at the time of renewal. Superior
Landscaping has not been able to meet the contractual obligations of the contract
or complete work as per contract specifications. In addition, there have been
several safety related issues with Superior Landscaping while performing
maintenance on Collier County roadways which weighted heavily in making this
decision.
Its in the best interest of Collier County not to renew your contract at this time. I
have attached the two purchase orders for our new fiscal year, these purchase order
will carry you till the new bid is awarded and notice to proceed is processed.
Si •,erely,
Liz •riano
Project Manager
CC: Evelyn Colon, Purchasing Dept Procurement Specialist
File
Enclosures: PO#4500153462 and 4500153463
Growth Management Division•2885 South Horseshoe Drive•Naples,Florida 34104.239-252-8192•FAX 239-252-2726
•
Packet Page-1091-
4/28/2015 16.A.17.
Superior Landscaping & Lawn Service, Inc. Invoice
PO Box 35-0095
Miami, FL 33135-0095 ( Date Invoice# I
I 1/30/2015 40878 1
Bill To Job Site
Colliers County Board of Rattlesnake-Hammock Road Phase 1
County Commissioners (US 41 East to Polly Ave./SBB Extension)
Attn:Accounts Payable
3299 Tamiami Trail E,Ste 700
Naples,FL 34112-5749
Month of Service PO No. Terms Due Date
January 4500148892 Net 30 3/1/2015
Qty U/M Description Rate Amount
Rattlesnake-Hammock Road Phase 1(US 41 East to Polly Ave./SBB
Extension)
4 Mowing&Edging 92.00 368.00
2 Side of road(Side ROW)Mowing 66.00 132.00
4 Weeding 142.00 568.00
4 Weekly functions irrigation system 202.00 808.00
I General site pruning and trimming 582.86 582.86
4 Trash removal 85.00 340.00
4 Street cleaning 52.00 208.00
1 Ground cover spraying 184.00 184.00
0 Fertilization 4.80 0.00
Rattlesnake-Hammock Road Phase 2(Polly Ave./SBB Extension to Collier
Blvd.)
2 Side of road(side ROW)Mowing 304.00 608.00
4 Weeding 168.00 672.00
4 Weekly function irrigation systems 254.00 1,016.00
I General site pruning and trimming 705.28 705.28
4 Trash removal 85.00 340.00
4 Street cleaning 74.00 296.00
I Ground cover spraying 217.00 217.00
0 Fertilization 4.80 0.00
0 Staking of small canopy trees 40.00 0.00
2 Retention Pond Mowing 102.00 204.00
0 Bags of red mulch 0.92 0.00
Phase I Seed Pod Removal "'
84 Foxtail Palms 2.40 201.60
33 Alexander Palms / 7 r 7"' 2.00 66.00
27 Thatch Palms 1 2.00 54.00
Phase 11 Seed Pod Removals
Total
,---,
Payments/Credits
"7 L. ` ' Balance Due
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 piseAsuperiorlandscaping.com www.superiorlandscaping.com
Packet Page -1092-
4/28/2015 16.A.17.
Superior Landscaping & Lawn Service, Inc. Invoice
PO Box 35-0095
Miami,FL 33135-0095 Date Invoice#
1130/2015 I 40878
8111 To Job Site
Colliers County Board of Rattlesnake-Hammock Road Phase 1
County Commissioners (US 41 East to Polly Ave./SBB Extension)
Attn:Accounts Payable
3299 Tamiami Trail E,Ste 700
Naples,FL 34112-5749
Month of Service PO No. Terms Due Date
January 4500148892 Net 30 3/1/2015
Qty U/M Description Rate Amount
64 Vv%innin Palms 2.00 128.00
6 Alexander Palms 2.00 12.00
6 Fl.Thatch Palms 2.00 12.00
Total $7,722.74
Payments/Credits so.00
Balance Due 57,722.74
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 piagasuperiorlandscaping.com www.superiorlandscaping.com
1
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Superior Landscaping &Lawn Service, Inc. Invoice
'7 Box 35-0095 _
_lanai,FL 33135-0095 Date Invoice#
2/27/2015 41238
Bill To Job Site
Colliers County Board of Rattlesnalm-Hammock Road Phase 1
County Commissioners (US 41 East to Polly AvcJSBB Extension)
Mtn:Accounts payable
3299 Terniarni Trail E,Ste 700
Naples,FL 3 4112-5749
5_/ 53 (7,z-
Month of Service PO No. Terms Due Dale
February 45001.48 Not 30 3/29/2015
Qty U/M Description �� Rale Amount
Rattlesnake-Hammock Road Phase 1(US 41 East to Polly Avc.JSBB
Extension)
4 Mowing&Edging 92.00 368.00
2 Side of road(Side ROW)Mowing 66.00 132.00
4 Weeding 142.00 568,00
4 Weekly functions irrigation system 202.00 808.00
I General site pruning and trimming 582.86 582.86
4 Trash removal 85.00 340,00
4 Street cleaning 52.00 208.00
1 Ground cover spraying 184.00 184,00
0 Fertilization 4.80 0.00
Rattlesnake-Hammock Road Phase 2(Polly A c./SBB Extension to Collier ' 4- / v. C C,
Blvd.)
2 Side of road(side ROW)Mowing 304.00 608.00
4 Weeding 168,00 672.00
4 Weekly function irrigation systems 254.00 1,016.00
1 General site pruning and trimming 705.28 705.28
4 Trash removal. 85,00 340.00
4 Street cleaning 74,00 296.00
1 Ground cover spraying 217.00 217.00
0 Fertilization 4.80 0.00
2 Retention Pond Mowing 102,00 204.00
fal,-- C),-5-S.• 2c.
Total $7,249.14
Payments/Credits $0.00
Balance Due 57,249,14
Phone Fax I E-mail Web Site
(305)634-0717 (305)634-0744 Packet Page -1094-sndscaping_cam www.superioriandscaping,com
4/28/2015 16.A.17.
Superior Landscaping & Lawn Service, Inc. Invoice
PO Box 35-0095 Date Invoice#
Miami;FL 33135-0095 1/30/2015 40946
IBill To I I Job Site I
Colliers County Board of Aiport Pulling Road i
County Commissioners (US 41 East to Cougar Drive)
Attn:Accounts Payable
3299 Tamiami Trail E,Ste 700
Naples,FL 341 12-5749
' T (p
Month of Service PO No. Terms Due Date '
i
January 4500.148912 Net 30 3/1/2015 1
Qty 1 U/M
Description Rate Amount
Airport Pulling Road(USI East to Cougar Drive)Section L'Basic
Maintenance Functions
28.20 56.40
2 Mowing (Side ROW) 268.00 1,072.00
4 Weeding 385.00 1,540.00
4 Weekly function irrigation system 0 00
0 Bi-Annual irrigation/zone review 1,118.00 770.00 1(8.00 1,1 IR.00
1 General site pruning and trimming 8.00
4 Trash removal 85.00 126.00 3d 340.00
4 Street Cleaning 4.80 0.00
U Fertilization=Curf groundcovershrubs&trees 340.00 340.00
i Ornamental spraying fungicide 0.00
0 Bags of red mulch 0.92 1.35 35.010
26 Seed Pod Removal Thrinax Palms 1.35 29.70
22 Seed Pod Removal Faxtail Palms 1,35 29.70
47 Seed Pod Removal Alexander Palms
Total $5,098.65
Payments/Credits $0.00
2 C., 7 <rY f / I Balance Due $5,098.65
Phone
Fax E-mail Web Site
(305)634-0717 (305) «634-0744 info superioriandscaping.com www.superiorlandscaping.com
Packet Page-1095-
Ma 31„ 2C 1F, 9:r SA hJ°. 4/28/2015 16.A.17.
Superior Landscaping & Lawn Service, Inc. Invoice
PO Box 35-0095
t tr'i,FL 33135,-0095 Date 1_ Invoice# 1
2/27/2015 41237
Bill To Job Site
Colliers County Board of Aiport Pulling Road
County Commissioners (US 41 East io Cougar Dive)
Ann;Accounts Payable
3299 Tamiami Trait E,Ste 700
Naples,FL 34112-5749
tS /53 63
Month of Service PO No. Terms Due Date
February 45061-189-12 Net 30 3/29/2075
Qty U/M Description Rate Amount
Airport Pulling Road(US)East to Cougar Drive)Section I:Basic
Maintenance Functions
2 Mowing (side ROW) 28.20 56.40
4 Weeding 268.00 1,072.00
3 Weekly function irrigation system 385.00 1,155.00
i EiAnnual irrigationlzone review 770.00 770.00
1 General site pruning and trimming 1,118.00 1,118.00
4 Trnshh removal 85.00 340.00
4 Street Cleaning 126.00 504.00
0 Fertilization-Turf,groundcover,shrubs&.trees 4.80 0.00
1 Ornamental spraying fungicide 340.00 340.00
Total £5,355.40
Payments/Credits $0.00
Balance Due S5,355.40
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 ° " nnscaping.com wsvtiv.superiorlandseaping.com
- Packet Page -1096-