RFQ 221752 - Grass Mitigation Services

Agency: City of Memphis
State: Tennessee
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Apr 18, 2024
Due Date: May 16, 2024
Solicitation No: RFQ 221752
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFQ 221752 - Grass Mitigation Services
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Date added: 04-12-2024
Date modified: 04-12-2024
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CITY OF MEMPHIS
REQUEST FOR QUALIFICATION (RFQ)
221752
Grass Mitigation Services
Solid Waste Division (SBE ONLY)
Date Issued: 12 April 2024
Proposal Submission Deadline
On or before 15 May 2024 NO LATER THAN
12:00 PM CT
IN ACCORDANCE WITH ORDINANCE #5366 COMMONLY REFERRED TO
AS THE SMALL BUSINESS ENTERPRISE PROGRAM (SBE) DESIGNED TO
PROMOTE THE ECONOMIC WELFARE OF THE SMALL BUSINESSES
LOCATED WITHIN THE CITY OF MEMPHIS THIS SOLICITATION HAS
BEEN DESIGNATED AS A SHELTERED MARKET PROCUREMENT
OPPORTUNITY, WHICH WILL ONLY BE OPEN FOR COMPETITION BY
AND BETWEEN SBE COMPANIES. ONLY VENDORS CERTIFIED AND
APPROVED BY THE CITY OF MEMPHIS AS A SMALL BUSINESS
ENTERPRISE MAY BID ON THIS PROJECT. COPIES OF THE ORDINANCE
ARE POSTED ON THE CITY OF MEMPHIS WEBSITE
(WWW.MEMPHISTN.GOV).
Summary of Request
The City of Memphis, through the Division of Solid Waste, is seeking qualified grass mitigation
contractor(s) to mow lots at our three Solid Waste Installations as needed by the City, including
emergency grass cutting where necessary. At the present time, the City of Memphis desires to
solicit certified licensed grass contractor(s).
The intention of this solicitation is to provide City of Memphis with an expedited means
of procuring supplies and/or services as well as maintenance for various divisions at the
lowest possible cost. This contract is for the convenience of the City of Memphis and is a
“Non-Exclusive” use of this contract. The City of Memphis does not guarantee any usage.
The City intends to select an unspecified number of contractors and enter into one-year (1)
contractual agreement upon date of execution (date contract signed by the Mayor) with two
(2) one (1) year option period based upon performance, need and/or funding availability to
be agreed upon by both parties.
The City of Memphis reserves the right to (a) accept or reject any and/or all submissions
of proposals; (b) to waive irregularities, informalities, and technicalities; and (c) to accept
any alternative submission of proposals presented which, in its opinion, would best serve
the interests of the City. The City shall be the sole judge of the proposals, and the resulting
negotiated agreement that is in its best interest, and its decision shall be final.
The City also reserves the right to make such investigation as it deems necessary to
determine the ability of any submitting entity to perform the work or service requested.
Information the City deems necessary to make this determination shall be provided by the
submitting entity. Such information may include, but is not limited to, current financial
statements by an independent CPA, verification of availability of equipment and personnel,
and past performance records.
If any addenda are issued to this Request for Proposals, the Purchasing Division will post
them to the City's website at https://www.memphistn.gov/business/rfps-rfqs/. Submitting
organizations are strongly encouraged to view this website often to see if addenda are
posted. Failure of any proposer to receive such addendum or interpretation shall not relieve
such Proposer from any obligation under his proposal as submitted. All addenda so issued
shall become part of the Contract Documents.
Specifications
for
Grass Mitigation
The successful bidder will provide routine lawncare services including mowing, mulching,
removing leaves, removing grass clipping, debris, and chemical treatments such as pre-emergent
and fertilizing, etc. for our three (3) Solid Waste Installations.
1. Scope of Work:
a. Term of Contract: One (1) year contract with two (2) additional one (1) year extension
option periods.
b. Turf: All grass will be cut bi-monthly April 1 thru Oct 31 and as needed Nov 1 thru
March 31 to always maintain a height between 2.5 inches and 3.0 inches.
c. All turf on properties will be chemically treated throughout the year to maintain a weed
free environment and to promote healthy turf. Chemical treatments will include a
minimum of two (2) pre-emergent and three (3) fertilizer applications. All litter not in
trash receptacles will be picked up during every service trip.
d. Beds and Non-Grass Areas: After initiative mulching, all areas shall be mulched twice
during the year. Mulch will be installed January 1 Thru March 31 and reinstalled
throughout the year as needed if displaced due to major rain or wind events. Mulch will
be maintained to a depth of 2 inches. All beds and non-grass areas will be weeded as
needed throughout the contract period to keep them weed and debris free.
e. Mulch will be provided as needed for all three installations.
f. Ground Cover: All ground cover will be kept maintained throughout the contract
period. All ground cover that requires being trimmed back will be trimmed back in
early spring/fall depending on what is best for that groundcover. All other ground cover
will be pruned, trimmed and edged to maintain its shape, keeping them off walkways,
curbs and trees. Removal of grass clippings is required. Fertilizer will be applied twice
per year.
g. Shrubs: All will be maintained throughout the contract period. Shrubs will be kept
pruned of dead wood and new growth to maintain a manicured look and appearance.
Fertilizer will be applied twice annually. Fungicides and pesticides will be applied as
needed throughout the contract period.
h. Leaves: Leaves will be raked and bagged as needed throughout the year. This will
include all areas of the property including turf, beds, under trees and all hard surfaces.
i. Hardscapes: All walkways, patios, sidewalks, and parking areas will be mechanically
blown each service visit during the contract period, to maintain a debris free appearance.
All hardscape areas will be treated as needed with herbicides to maintain a weed free
appearance. Pressure washing these areas will be required twice a year or as needed.
j. Fence lines will also be free of debris, grass and weeds.
k. Equipment: Yards shall be cut with commercial lawnmowers, push mowers, brush
cutters, tractor with a bush hog and/or whatever equipment necessary to properly
cut grass according to the City's standards. Line trimmers and hand blades might be
necessary in hard-to-reach areas such as steep slopes, utility poles, sidewalk areas,
and some borders. Chain saws might be necessary to cut and clear fence lines.
2. General Conditions:
a. Contractors must have the capacity to provide all labor and equipment in order to
perform grass mitigation services to all assigned properties within three (3) to five (5)
calendar days.
b. Must be able to mobilize a crew within 24 hours for emergencies and mobilize a crew
within 72 for non-emergencies.
Equipment Recommended:
Contractors are required to have in their possession and to have proof of ownership
through title record or other approved forms the following equipment:
1. Two commercial type lawnmowers.
2. Manual tool - two blowers, two hand blades, two commercial line trimmers, two
chainsaws, trash bags and other equipment that may be needed to perform task.
c. Compliance with Laws:
All work must be done in strict compliance with the laws of Memphis, Shelby County,
Tennessee. The contractors must obtain and retain current contract registration
throughout the life of the contract.
d. Public Safety:
1. Contractor must maintain all necessary safety precautions during mitigation
including:
2. Contractor must check and confirm that no persons have gained access to the
structure and property.
3. Contractor must make every effort to prevent damages to parked or passing vehicles,
pedestrians, or adjacent homes and properties due to projectiles from the operation
of mowers, bush hogs, etc.
4. This list is not meant to be exhaustive. Any unsafe or potentially unsafe situation
must be discussed with the City and addressed immediately.

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