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HomeMy WebLinkAboutADDENDA 1 - RFP - 9738 LANDSCAPE & IRRIGATION MAINTENANCE SERVICESAddendum 1 Page 1 of 5 ADDENDUM NO. 1 PRE-PROPOSAL MEETING ITEMS Description of RFP 9738: Landscape & Irrigation Maintenance Services BIDS DUE: 3:00 PM MT (Our Clock) March 16, 2023 To all prospective proposers under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions and Answers Please contact Adam Hill, Senior Buyer, at adhill@fcgov.com .with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Addendum 1 Page 2 of 5 EXHIBIT 1 –QUESTIONS & ANSWERS 1. Are the quantities accurate with what is shown on the maps? Response: Information is captured through GIS and the square footage amounts are developed from that information. Pricing is requested on a unit cost basis, so if changes are necessary, that can be adjusted easily by that square foot cost. 2. Will there be any on demand or project work prior to the November 1, 2023 contract start? Response: This contract will start on Nov 1, 2023. There will be no work orders issued for this contract that will start prior to that date. 3. How will schedule variability be addressed between proposals? Response: If you are bidding on the Streetscape work orders, there is a submittal requirement for a narrative about scheduling. This information will be used to understand and evaluate variability. 4. Are all IPM services, to include weed control, pest control, etc. to be included in the bid schedules for their respective section types? How are bidders being competitively assessed in regard to their respective IPM programs? Response: There is a submittal requirement for a sample IPM (Integrated Pest Management) report. In addition, detailed expectations are written in the MAINTENANCE BID SCHEDULE DESCRIPTIONS, SPECIFICATIONS AND GUIDELINES section of the RFP (1.a.iv; 2.a.ii.7;2.a.iii.5; 2.a.iv.4; 2.a.v.4,etc.). Typically, IPM in the Streetscapes contracts focuses mainly on weeds; assume pest issues would be handled outside of the base contract pricing. Late/deficient project delivery discounts are used if IPM programs are not following the specifications and guidelines. 5. Does this include applying pre-emergent to landscape or is this broken out under additional pricing per the bid schedule? Response: The line item for Spraying Pre-emergent on Enhanced Medians is for square footage in sites in addition to the contracted streetscape maintenance. These areas are maintained by Parks staff and this line item is typically only used if there are low staffing levels in Parks. The contract does not dictate that pre- emergent must be used, because it is a performance-based specification. Weeds can be mitigated in a variety of ways depending on how a company does work. If a company typically uses pre-emergent to control weeds, then it should be included in the work order square foot pricing for those landscape sections it will be used in. In the past, pre-emergent has been used and has been included in the landscape sections’ square foot pricing. Addendum 1 Page 3 of 5 6. How will change of work be handled within medians with other projects/ contractors working in the same area? Response: Coordination between the City of Fort Collins Parks Crew Chief and other city staff and project managers will take place. The right-of-way, in particular, is shared with many utilities and departments (Streets, Transfort, Engineering, etc.). Parks will be as proactive as possible and encourage communication with the Service Provider when new impacts are discovered. Typically, impacts are either handled by the Project Manager of the project that created the impact, or under the repairs section of the Streetscape contract. 7. Please describe how native grass areas will need to be maintained? Response: Detailed expectations are written in the MAINTENANCE BID SCHEDULE DESCRIPTIONS, SPECIFICATIONS AND GUIDELINES 2.iv.1-5 section of the RFP. 8. What is the role of the irrigation scheduler? Response: All irrigation scheduling is handled by the Service Provider. Water usage information can be provided by Parks when requested. When sites utilize the Parks standard WeatherTrak controllers and flow sensors, expectations for responding to alerts are part of the contract. The MAINTENANCE BID SCHEDULE DESCRIPTIONS, SPECIFICATIONS AND GUIDELINES section 3 gives detailed information on water management expectations. 9. Are all items listed in the scope of work to be included in bid schedule pricing? Response: Yes, please fully complete the bid schedule. However, as per the note, Other Services amounts are not guaranteed, may not be used every year, and may only be partially requested for a lesser area or quantity. 10. For example, we discussed that mulching of tree rings will be excluded from the bid schedule pricing (Page 42, 3. b.) Response: Item 2.a.i.3.b has been revised to read: Maintaining tree rings – maintaining tree rings includes ensuring tree rings are weed and trash free, and mulch is properly spaced away from the trunk. 11. Mulch topdressing is later defined as a separate work order item (Page 47, vi. 1. b) Response: Yes, mulch top dressing in landscape areas is contracted in separate work orders. Addendum 1 Page 4 of 5 12. Is rejuvenation pruning (Page 45, v. 1. b. ii.) to be included in base maintenance pricing or broken out for additional work? Response: Rejuvenation pruning is included in the base maintenance pricing when it is necessary and with prior approval from the City Project Manager. 13. Is overgrown plant removal (Page 46, v. 1. C. iii.) to be included in base maintenance pricing or broken out for additional work? Response: Overgrown plant removal, in regard to shrubs and evergreen shrubs, will be considered a separate work order. 14. Is native shrub pruning (Page 46, v. 1. d. i.) to be included in base maintenance pricing or broken out for additional work? Response: Native shrubs should be allowed to grow naturally but assume they will need to be rejuvenation pruned every (4) years. 15. We discussed that irrigation shutdowns were included 1x in contract for monsoon weather but the scope of work states that we shall shut down irrigation at all sites when excessive rainfall (1/2” or greater) is experienced (Page 50, e. ii.) with no limit on the number of shutdowns. Are all manual irrigation shutdowns to be included in the base maintenance bid schedule or is this to be included in the ‘other services’ pricing section? Response: 3.a.i.2.e.ii is revised to say “Contractor shall shut off (central control sites can be shut off at controller, backflow for all other sites) irrigation when excessive rain fall (1/2” or greater) is experienced to reduce water use. Assume a maximum of 3 such events. Any number of events over 3 shall be billed separately.” 16. Are there any areas where the City and the vendor(s) will be sharing irrigation from the same tap and/or the same controller? If there are areas where the irrigation is shared, how is the irrigation currently managed regarding programming and manual shutdowns for rain/repairs? Response: Yes, there is one site that shares a tap coverage area at W. Horsetooth Rd and S Taft Hill Rd. All activation and winterization of the tap shall occur in the North work order. Maintenance of plant material and irrigation system shall be as shown in the mapping. Coordination on this site will be supported by the City Project Manager if there are issues. In addition, we have quite a few sites that share controllers/water source between Enhanced Streetscapes (Parks staff) and Contracted crews (below). All of the sites except College at Mulberry have WeatherTrak controllers and rain sensors. Parks crews check the function of those rain sensors each spring at start-ups. If we have a controller go down, Parks will communicate to both crews the expectations for running their zones manually to protect the horticulture/trees until the site is back on line, with that obligation tied directly to the areas of maintenance responsibility. It is both contractor and Parks crews’ responsibility to respond to alerts as Addendum 1 Page 5 of 5 soon as possible, for their assigned geographic area, since both crews are ultimately responsible for maintaining the health of that living infrastructure and water management. Zone repairs would be the responsibility of whichever crew has maintenance of that area. Controller/water source issues would be shared. Those issues shall be communicated to the Parks Crew Chief and will be assigned. Shared irrigation sites with Parks Enhanced Streetscapes Crew (see map) N. College (Conifer to Willox) N. College (Conifer to Vine and N Suniga to O’Reilly drive) Suniga (College to Blondel) Suniga and Redwood Vine and Shields Mountain Ave (small annual beds get overspray from turf zones) Enhanced Medians crew doesn’t have access to this controller, will communicate any needs to CC or Contractor E. Lincoln (Willow to Lemay)—two controllers Lincoln and Cordova Lemay (south of Lincoln) Mulberry and Riverside College at Mulberry (on nodes) Prospect and Timberline—two controllers Foothills Underpass Horsetooth and College Harmony and Shields Horsetooth and Lemay