YORK COUNTY GOVERNMENT
PO Box 180, 6 South Congress Street
York, South Carolina 29745-0180
INVITATION FOR BIDS
Date: March 22, 2019
BID ID # 2613/4-24-19
Sealed Bids for Landscaping and Grounds Care Services for York County Government
Properties, York County Library Properties, and Culture & Heritage Museum Properties are
subject to all conditions, and provisions, etc., set forth herein and attached. Bids will be received in
the Procurement Office, Room 3501, York County Government Center, 6 S. Congress St, York, SC
29745 until 11:00 A.M.E.D.S.T. on Wednesday, April 24, 2019. Bids will be publicly opened and
read in Room 3401 of the York County Government Center, 6 South Congress Street, York, SC
29745 by the Purchasing Director. A Mandatory Pre-Bid meeting will be held at the York County
Government Center, Conference Room 3401, 6 S. Congress St., York, SC, 29745 at 3:00
P.M.E.D.S.T. on Tuesday, April 9, 2019, to discuss the general requirements, review the scope of
work, and ask or answer questions
COUNTY OF YORK
Teria G. Sheffield
Bids must be submitted on this form. Bids made otherwise will be subject to rejection. The above Bid
# must be shown on front of the envelope in which this bid is submitted. York County assumes no
responsibility for unmarked envelopes being considered for award. Authorized company
representative is required to sign on the reverse side of this page in the space provided. Bids must
be signed to be considered responsive. It is requested that completed bids be either typewritten or
handwritten in black ink only. Facsimiles or electronic responses are not acceptable. If County
offices are closed due to inclement weather, the bids shall be opened at the same scheduled hour on
the 3rd working day (excluding County observed holidays) after the scheduled bid opening date. In
the event that an act of nature occurs preventing a firm to attend a mandatory meeting or submitting a
bid on time, the County reserves the right to accept or excuse the firms tardiness. LATE BIDS WILL
NOT BE ACCEPTED.
THIS PAGE MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE
INSTRUCTIONS TO BIDDERS
a. Submit one (1) signed original and two (2) copies of your bid.
b. Bids, amendments thereto or withdrawal requests received after the time advertised for bid opening will be void
regardless of when they were mailed.
c. Quote prices on units specified with packing included.
d. Attach complete specifications for any permitted substitutions offered or when amplification is desirable or
e. If specifications or description papers are submitted with bids, enter bidder's name thereon.
f. If the article bid upon has a trade name or brand, show same in the bid.
g. When required, furnish samples, free of expense, prior to the opening of bids.
h. Show delivery time required after order is received (see BID below).
i. Address and mark bids as indicated in the notice.
a. The County reserves the right to reject any and all bids, and to waive all technicalities.
b. Unit prices will govern over extended prices, unless otherwise stated in notice.
c. In case of default of bidder, the County reserves the right to purchase any or all items in default in open market,
charging bidder with any excessive costs. Should such change be assessed, no subsequent bids nor the
defaulting bidder will be considered until the assessed charge has been satisfied.
d. All materials and products offered must be guaranteed to meet the requirements of the specifications indicated,
given or referred to.
e. The right is reserved in case tie bids are received to make award as considered to be most advantageous to the
f. The right is reserved to reject any bid in which the delivery time indicated is considered sufficient to delay the
operation for which the commodity is intended.
g. Unless otherwise indicated by the Purchasing Director, prices must be firm.
h. The successful bidder shall indemnify and save harmless the County of York and all County officials, agents and
employees, from all suits or claims of any character brought by reason of infringing on any patent trade mark or
i. Bidders must guarantee price for a period of not less than 90 days.
CITY, STATE, ZIP+4
COMPANY TELEPHONE NUMBER
COMPANY FAX # (IF APPLICABLE)
S. C. SALES TAX # (IF APPLICABLE)
FEDERAL ID #
PRINT OR TYPE NAME ABOVE
Definitions of categories as related to your firm
Please check one
_____ Not Minority Owned
_____ African American Male
_____ Caucasian Female
_____ African American Female
_____ East Indian
_____ Hispanic American
_____ Native American
_____ Other (Please Explain)
1.1 In seeking the services of a professional landscaping and grounds care provider, it is the
intent of York County to contract with a responsible and responsive bidder who can follow
through on an agreed schedule for all of the services and activities referenced in this
Request (or in an associated work contract). This service shall be at a level of performance
that is acceptable to the County and at a level that delivers the highest quality of care and
concern in providing lawn care maintenance of County properties.
1.2 The County desires to contract with a landscaping and grounds care bidder who is able to
furnish all of the skilled labor, materials, accessories, and services necessary to maintain
County properties as specified in this document.
1.3 The selected bidder will have total responsibility for providing the following services:
Fertilization, over seeding
Fire ant control
Trimming, pruning, flower bed weeding
Insect and disease control on shrubs and trees
Parking lot trash and debris removal
Maintaining flower beds to include pine needles
Leaf and debris blowing
1.4 It is the intent of York County to award a contract term of 3 years beginning July 1, 2019
to June 30, 2022, with an option to extend the term of the contract for up to 2 additional one
year periods. The 3 year term shall be without a price increase. After that time, if desired and
upon full agreement of both parties, and with the approval of County Council, the contract
may be renewed for up to two additional years.
1.5 All proposing bidders are responsible for obtaining information on the conditions and
restrictions required in the execution of work and services. Therefore, it is highly
recommended that bidders personally visit each site referenced for service prior to attending
the mandatory pre-bid meeting. The failure, or omission, of a bidder to obtain adequate
information shall in no way relieve the bidder of any obligation with respect to this bid or to an
1.6 As a condition of this Request, all responding bidders should be aware that it is their
responsibility to provide supervision, labor, transportation, all necessary equipment,
chemicals, fertilizer and consumables to meet the requirements of this Request.
2.0 GENERAL TERMS AND CONDITIONS
2.1 Each Bidder shall meet all of the specifications and Bid terms and conditions. By virtue of
the Bid submission, the Bidder acknowledges agreement with and acceptance of all
provisions of the specifications except as expressly qualified in the Bid. Non substantial
deviations may be considered provided that the Bidder submits a full description and
explanation of and justification for the proposed deviations and shall note as an exception on
the EXCEPTIONS TO BID page included in this solicitation. Whether any proposed deviation
is non substantial will be determined by York County in its sole discretion.
2.2 The successful bidder must comply with all Federal and State Employment/Labor
regulations including those from the U.S. “Occupational Safety and Health Administration”.
Only authorized employees of the bidder who are fully bonded by the bidder will be allowed to
perform work, unless expressed written permission has been granted by York County.
2.3 Upon starting work, the bidder shall not reassign this agreement to another business
entity without the expressed written consent of York County.
2.4 Based upon this criterion as presented in the request, the County will select a bidder
whose bid proposal is the most advantageous to the County.
3.1 It is the intent and purpose of the County that this Request permits competition. It shall be
the Bidder’s responsibility to advise York County if any language, requirements, etc., or any
combinations thereof, inadvertently limits the requirements stated in this request to a single
3.2 It is also the intent of this Request to give equal consideration to all Bidders. While
evaluating each Bid, price, experience, and references will be factors in making a purchasing
3.3 To ensure the integrity of the competitive process, all Bidders shall avoid contacting any
public officials or department(s) other than the person(s) listed in this document either directly
3.4 York County reserves the right to reject any or all responses, waive any technicalities and
select the Bidder who is determined to best meet the needs of the County for this Request.
3.5 To assure clarity, all Bidders may contact the appropriate county officials as listed in the
Inquiries section of this solicitation, via email and ask pertinent questions regarding the
requirements/specifications of this Request. Any inquiry or request for interpretation received
five (5) or more days prior to the date fixed for opening of Bids will be given consideration. All
such changes or interpretations will be made in writing in the form of an addendum and, if
issued, posted on the County’s website www.yorkcountygov.com and will be mailed or sent
by available means to all known prospective Bidders prior to the established bid opening
date. Each Bidder shall acknowledge receipt of such addenda in the space provided in the
Bid document. In case any Bidder fails to acknowledge receipt of such addenda or
addendum, the Bid will nevertheless be construed as though it had been received and
acknowledged and the submission of the Bid will constitute acknowledgement of the receipt
of same. It is the responsibility of each Bidder to verify that he has received all addenda
issued before Bids are opened. Questions received less than five (5) days prior to the date
for opening of Bids may not be answered. Only questions answered by formal written
Addenda will be binding. Oral and other interpretations or clarifications will be without legal
4.0 MANDITORY PRE-BID MEETING
To aid in obtaining and gathering additional information, a mandatory pre-bid meeting has
been planned as specified below. Bidders must attend this conference in order to be
considered responsive to this Request. No pricing is required at this time.
A Mandatory Pre-Bid meeting will be held at the York County Government Center,
Conference Room 3401, 6 S. Congress St., York, SC, 29745 at 3:00 P.M.E.D.S.T. on
Tuesday, April 9, 2019, to discuss the general requirements, review the scope of work, and
ask or answer questions
5.0 YORK COUNTY AND YORK COUNTY LIBRARY PROPERTIES
5.1 The general scope of work shall apply to all County properties listed below unless
otherwise expressed in this document. Bidder is responsible for visiting sites before bidding.
During the contract period if York County Government acquires properties or removes
properties from the maintenance schedule the original contract will be amended.
5.2 The properties are divided into three groups: County, Library, and Museum. Each group
will be billed separately.
York County Courthouse, 2 S. Congress St, York, SC
Government Center, 6 S. Congress St, York, SC
E. C. Black Building, 13 S. Congress St, York, SC
Finance Building, 18 W. Liberty St, York, SC
York County Health Department, 116 N. Congress St, York, SC