Por favor, hágale saber a Kelly de Housing Works si necesita que esta Invitación a Licitar se traduzca al español. Envíe un correo electrónico [email protected].

BIDS MUST BE EMAILED TO [email protected] NO LATER THAN January 6, 2025. Bids received after this time will not be evaluated.

Information Contact: Kelly Fisher Asset Manager

Email: [email protected] Phone: 541-323-7411

The purpose of this Invitation to Bid (ITB) is to obtain separate bids from qualified landscapers to complete landscape maintenance. Bids can be emailed to Housing Works to [email protected]. All feasible efforts shall be made to inform Minority, Women, Emerging Small Business and Service-Disabled Veteran Businesses of the ITB.

Please complete all areas of this page before returning your bid. By signing this form, you verify having read the information contained herein and agree to provide the services proposed herein.

Bidder’s Signature:                                                                       Bidder’s Printed Name:                                                                   Date of Bid:                                                                       Company Name:                                                                         Mailing Address:                                                                         Telephone:                     

Federal Tax I.D. No. or Social Security No.:                                               CCB Registration No.:                     

Number of years in business?                      Minority-owned business?                          Women-owned business?                          Emerging small business?                          Service-disabled veteran-owned business?                

Number of employees?                      

List two references for which your company has performed landscape maintenance work for during the past year.

Name and number Name and number

INSTRUCTIONS TO BIDDERS

Overview

The purpose of this Invitation to Bid is to obtain separate bids from qualified landscapers to complete landscape and irrigation maintenance at our affordable housing communities. The properties are broken into groups. We will be selecting a landscaping vendor by the individual groups. Feel free to bid on all groups or only your service area groups. The bids will be evaluated at the grouping level but billing will happen at the property level.

Water and energy conservation are important to our organization. Our newer properties include landscape designs that support this priority by reducing grass and using plants that require less water. As funding allows, the older properties are getting modifications to also reduce water and energy needs. It is important that we work with landscapers that will be conscious of water and energy use and will not over water.

Scope of Work

Weekly scheduled visits in the growing season (May-September) and bi-monthly visits in April & October that will consist of, but not limited to:

1. Mowing - Hand mowing will be provided in areas not reachable by larger mowers & all lawn clippings will be mulched. Lawn clippings will be bagged when contractor deems it necessary.

2. Edging – Edging of all lawn areas along curbs, sidewalks, planters, beds, etc. as needed.

3. Trimming - Trimming of entire property will be provided in areas not reachable by larger mowers.

4. Weed Control –Lawn areas will be sprayed for germinated weed control with a post emergent as needed. Landscaped bed areas will be sprayed for germinated weed control with a post emergent as needed. Resulting dead weeds within bed areas will be trimmed weekly.

5. Blowing off walkways and the street to clear all debris left by contractor.

6. Irrigation monitoring of sprinkler heads, valves & timer boxes for insurance of proper watering throughout the growing season. Repairs to system done on a time and materials basis.

7. Fertilizing Turf– will be provided as reflected in the calendar schedule to ensure proper health & color. (minimum of 2 times during the season)

   • Spring Pre-emergent Application– (March or April) – weather dependent

   • Spring Clean-up (March or April) – weather dependent

   • Advanced notice of fertilization is required

8. Obstruction of Pathways – trim back any shrubs that impede walkways/entryways as needed

9. Debris/Leaf Removal – (October) light Fall cleanup

10. Shrub & Small Tree pruning (October or November) – weather dependent

11. Fall Clean-up (November) – detailed / final Fall cleanup after all leaves have dropped

12. Irrigation turn-on and check all sprinkler heads for proper water coverage in the Spring (April)

13. Irrigation blow-out in the Fall (October or November)

14. All staff to be respectful of residents and refrain from use of foul language, loud music or smoking while on the property.

Contractor Minimum Qualifications

The landscaper submitting Bids must have a current license in good standing with the Oregon Landscape Contractors Board and maintain in effect insurance coverage which meets the minimum limits of coverage as described in Attachment A.

Contractor Responsibility

A responsible bidder must;

1. Have adequate financial resources to perform the contract;

2. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all the bidders existing commitments;

3. Have a satisfactory performance record;

4. Have the necessary organization, experience, accounting and operational controls, and technical skills; and

5. Have the necessary employees, equipment, and licenses, or the ability to obtain them.

Contract Award

Housing Works will evaluate bids in response to this solicitation and will award a contract to the responsible bidder whose bid, conforming to the solicitation, will be most advantageous to Housing Works considering price and any price-related factors specified in this solicitation. All things comparable, preference will be given to minority-owned, women-owned, service-disabled veteran-owned businesses, and emerging small businesses.

Rejection of Bids

Housing Works reserves the right to reject any or all responses to this Invitation to Bid.

Clarification of Responses

Housing Works or its agent reserves the right to obtain clarification of any point in a firm's bid or to obtain additional information necessary to properly evaluate a particular bid. Failure of a bidder to respond to such a request for additional information or clarification could result in rejection of that firm's bid.

Insurance

The successful bidder will be required to procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives, or employees. There shall be no cancellation, material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s) without providing thirty (30) days’ written notice from the Contractor or its Insurer(s) to Housing Works. Contractor shall commence no work under this agreement until all insurance requirements have been met. Evidence of insurance coverage(s) shall be provided as outlined in Attachment A after notification of award. If any of the referenced insurance is due to expire before the completion of the work, Contractor will renew or replace such insurance coverage and provide Housing Works with a certificate of insurance coverage showing compliance with this provision prior to such expiration.

ATTACHMENT A INSURANCE REQUIREMENTS

Minimum Scope of Insurance

Coverage shall be at least as broad as:

1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 00 01).

2. Insurance Services Office form number CA 00 01 covering Automobile Liability, code 1 (any auto).

3. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects and engineers’ coverage is to be endorsed to include contractual liability.

Minimum Limits of Insurance

Consultants shall maintain limits no less than:

1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation and Employer’s Liability: $1,000,000 per accident for bodily injury or

   disease.

4. Workers’ Compensation: As required by law.

5. Errors and Omissions Liability (If Professional Services): $1,000,000 per occurrence.

Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by OWNER. At the option of OWNER either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects OWNER, its officers, officials, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to OWNER guaranteeing payment of losses and related investigations, claim administration and defense expenses.

Other Insurance Provisions

The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. OWNER, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor.

2. For any claims related to the project, the Contractor’s insurance coverage shall be primary insurance as respects OWNER, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by OWNER, its officers, officials, employees or volunteers shall be in excess of the Contractor’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or materially changed, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to OWNER.

   
   

4. Maintenance of the proper insurance for the duration of the contract is a material element of the contract. Material changes in the required coverage or cancellation of the coverage shall constitute a material breach of the contract.

Acceptability of Insurers

Insurance is to be placed with Insurers with a current A.M. Best’s rating of no less than A: V1,

Verification of Coverage

Contractor shall furnish OWNER with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by OWNER before work commences in sufficient time to permit contractor to remedy any deficiencies. OWNER reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

Subcontractors

Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates for each subcontractor in a manner and in such time as to permit OWNER to approve them before subcontractors’ work begins. All coverages for subcontractors shall be subject to all of the requirements stated herein.

Note: If a subcontractor will be hired to perform hazardous material remediation, or other hazardous operations, that subcontractor will name OWNER, its officers, officials, employees and volunteers as additional insureds on its general liability insurance policy by endorsement. Such policy will provide coverage for the hazardous material remediation and other hazardous operations risks.