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HomeMy WebLinkAboutContract for Services - 2020 Lawn Maintenance & Mentorship Program Pkg B - Greater Impact Lawn Care1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS April 28, 2020 Mr. Kory Lantz Greater Impact Lawn Care 1519 Portage Ave. South Bend, IN 46616 R.gj jaritz ( >,gt .::.:.., ,c t1t RE: Contract for Services Dear Mr. Lantz: PHONE 574/235-9251 FAx 574/ 235-9171 The Board of Public Works, at its meeting held on April 28, 2020, approved the above referenced contract for 2020 Lawn Maintenance & Mentorship Program, Package A in the amount of $30/Lot for 93 lots, not to exceed $16,500 and 2020 Lawn Maintenance & Mentorship Program, Package B in the amount, not to exceed $50,000 for All Cemetery Properties. Enclosed please find a copy of the contract for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, s/Linda M. Martin, Clerk Enclosure GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR City of South Bend, Indiana Contract for Services THIS AGREEMENT, made and entered into this 28th day of April 2020, by and between Greater Impact Lawn Care, 615 Cushing St. South Bend, IN 46616, hereinafter call the "Contactor", and the Board of Public Works in the City of South Bend. WITNESSETH: That the Contractor agrees to perform lawn maintenance services as described in the Exhibit A below. DESCRIPTION: Lawn Maintenance and Mentorship Mowing Program BEGINNING DATE: May lst, 2020 ENDING DATE November 1st, 2020 AMOUNT PER LOT: Not to exceed $50,000 for contract period The total bid and selection of Contractor are those as received and accepted by the Board of Public Works on March 24th, 2020. BOARD OF PUBLIC WORKS Gary A. Gilot, President Elizabeth A. Maradik, Member Therese J. Dorau, Member Jordan V. Gathers, Member Joseph R. Molnar, Member ATTEST: �111�Gt C~�ICti2111 Linda M. Martin, Clerk Greater Impact Lawn Care y A-V 4/20/2020 Kory Lantz Exhibit A: 2. Lawry Care Services A. Prevailing Specifications: None .9 1WR.. •I 1. Total amount of contract not to exceed $50,000 for the two Cemeteries. a. The Contractor will invoice City each month and detail work completed. b. All work and timeframes within the specifications shall be covered within this amount. If the service provider cannot commit to providing all services in the specifications within the limitations of this contract, this must be documented within the proposal and may render the proposal non- responsive. c. If the Contractor would like to submit a proposal to cover a portion of the properties listed and not all contained within this RFP, the contractor will submit a cost estimation for that portion. All final contract details will be determined with winning firm(s). 2. City and contractor will agree on terms for charges within this contract for removal of excess trash or other debris. B. Cemetery Property Specifications 1. Contractor shall mow turf areas: a. Once per week, per cemetery, beginning May 1st, 2020 through November 1st, 2020. Contractor shall mow all grass areas in both cemeteries. The City Cemetery property will also include the greenspace in front of the cemetery as outlined on the attached map. b. As needed according to seasonal growth or recent treatments applied so that turf areas do not grow in excess of six (inches). 2. All areas will be finish mowed at two (2) inches in height. Areas where large riding mowers are not feasible must be mowed with push mowers. Area to be mowed include turf areas on parcel as well as turf areas between edge of road and property line. 3. Mowing shall be with a rotary mower. Mower blades will be sharp at all times to provide a quality cut. 4. Every seven (7) days grass trimming must be performed around all poles, trees, signs, and along fenced areas no greater than the surrounding grass. The exterior fence line will also be trimmed and kept clear of debris. The last trimming shall occur by November 14th. 5. Trimming and edging must be performed along outer perimeter sidewalks and curbs. Edging can be performed with weed trimmer or edger. 6. Contractor shall mulch clippings into the lawn whenever conditions allow as long as no readily visible clumps remain on the grass surface 24 hours after mowing. Otherwise, Contractor shall distribute clumps of grass by mechanical blowing or by collecting and removing them. Mulched clippings shall not be left on sidewalks or streets. 7. Herbicide spraying shall be done to control weed and grass growth. This task shall be done to industry standards and in accordance to labeled guidelines. Areas to be chemically treated must be approved by Owner prior to herbicide application. 8. The contractor is expected to remove scattered debris, litter and limbs prior to mowing, excluding material that has been illegally dumped. Contractor must notify Owner with location of illegally dumped material. Sidewalks and fence lines are to be kept clean and weed free throughout the season. Roadways are to be kept free of weeds and trash on a weekly basis. 9. The contractor is responsible for removing from each site and properly disposing of all tree limbs of six (6) inch diameter and below. 10. The Owner shall be responsible for hauling limbs larger than six (6) inches in diameter from all areas. Contractor much notify Owner with location of limbs larger than six (6) inches diameter. 11. All mulched areas, including tree rings, must not be damaged from mowing operations. Damage to mulched areas must be repaired immediately. 12. The contractor shall avoid mowing under extremely wet conditions where heavy equipment could rut the soil. 13. Contractor shall pick up and empty, on a weekly basis throughout the year, approximately twenty (20) containers located on the two parcels. This would include all inappropriate objects lying about in plain view, leaves and small scraps of paper as an example. As part of this obligation Contractor shall haul the trash away and dispose of it in a landfill operating according to EPA standards. American flags cannot be disposed in the any trash containers and instead must be delivered to the Owner. 14. Contractor will be responsible for spring clean-up early in the year whenever the weather allows. Leaves, small branches and debris shall be cleaned up from the grounds and along all fence lines. This job shall be completed before better weather conditions allow frequent visitation to the cemeteries. 15. Contractor shall exercise extreme care when operating around cemetery monuments. Contractor will be held responsible for any damage to any monuments or any other parts of the property as a result of negligence or improper operations. Any necessary damages must be repaired by appropriate skilled contractor that is approved by Venues Parks & Arts for the work. 16. Special Attention shall be given to the condition of the cemeteries before the holidays of Memorial Day, Mother's Day, Father's Day, 4th of July, Veteran's Day, and Labor Day. 17. Commencing November 1st, 2019 and throughout the remainder of the calendar year the Contractor will mulch all leaves on a weekly basis. As part of this Scope of Work the Contractor shall not dispose of the leaves and other yard debris resulting from the cleanup that in any way would expose the Owner to any liability. Owner will be responsible for hauling away piled leaves along the road. The owner understands that snow may prevent this mulching process 3. Mentorship Program A. Prevailing Specifications: None .9 1FR.. •I 1. Contractor will ensure all youth employees that require a work permit have obtained one. 2. Contractor will make "good faith" effort to create a diverse work force to include race, ethnicity, and gender and be able to document policy. 3. Provide detailed description of mentorship program in place and how members are selected and affected by the program. 4. Contractor will provide set of goals for the mentorship aspect of the program. 5. Contractor will incorporate the use of a short survey provide by the City at specified points during the contract period to include the beginning, halfway through, and the end. 6. The City reserves the right to change aspects of the mentorship program or add or remove reporting requirements. 7. Contractor must meet once a month with VPA Youth Employment Coordinator to report on progress and talk about mentorship successes and opportunities. 8. Contractor will use a minimum of $10.10 for the wage of mentored employees to match minimum wage used by the City of South Bend. City Cemetery: • 214 Elm St. South Bend, 46616 • To also include greenspace in front of the gate and going to the corner as indicated on the image below. Bowman Cemetery: • 1630 Miami St. South Bend, IN 46613 • Note that there is another cemetery directly north of Bowman Cemetery and it is not included in this proposal. See image below. When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Affidavit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Please type or print) STATE OF A) IA A, ) ) SS: COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is engaged in investment activities in Iran if either: Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor shall require his/her/its subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain this certification throughout the term of the contract with the City of South Bend, and understands that the City may terminate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, gender expression, gender identity, sexual orientation or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact for which the discriminatory practice or noncompliance pertains. 7. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex, gender expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16-8-1). I hereby certify that I and all subcontractors employed by me for this project will use steel products or foundry products made in the United States on this project if awarded. I understand I have an affirmative duty to notify the City in my bid that my proposal does not include the use of steel products or foundry products made in the United States. I understand it is my sole obligation and responsibility to provide a justification to the City, subject to review and approval, why the cost of United States made steel or foundry products is unreasonable. Prior to award and upon submission of bid which does not use steel products or foundry products made in the United States, the City, through its director of public works, shall make a determination if the price of United States made steel or foundry is unreasonable. I understand that violations hereunder may result in forfeiture of contractual payments. I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this _23. day of , 20 SO ........�*1- .. Connractpr/B�Jder (Firm) •'ghature Of C (htraV10 �l dtle�° Its Agent Printed Name and Title Subscribed and sworn to before me this Avz) day of ! Wt� 20_.�-0 My Commission Expires L _M ...... _... Notary Niblic County of Residence BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 04/22/2020 Name Patrick Sherman Department VPA BPW Date 04/28/2020 Phone Extension 5601 Review and Approval Required Prior to Submittal to Board Diversity Compliance ® Officer Name Michael Patton and Inclusion Officer BPW Attorney ® Attorney Name Clara McDaniels Dept. Attorney ® Attorney Name Clara McDaniels Purchasing ® Michael Schmidt Check the Appropriate Item Type — Re uired or All Submissions ❑ Professional Services Agreement ® Contract ❑ Proposal ❑ Open Market Contract ❑ Amendment/Addendum ❑ Special Purchase, QPA ❑ Bid Opening ❑ Bid Award ® Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Reject Bids/Quotes ❑ Proposal Award ❑ C/O & PCA No. ❑ PCA ❑ Chg. Order, No. ❑ Traffic Control ❑ Resolution n Other: n Ease./Encroach Information Company or Vendor Name Greater Impact Lawn Care New Vendor ❑ Yes ❑ If Yes, Approved by Purchasing ® No MBE/WBE Contractor ❑ MBE Completed E-Verify Form Attached ❑ Yes No Project Name 2020 Lawn Maintenance and Mentorship Program: Package B Project Number 1204-2020 Funding Source VPA Maintenance Account No. 201-1101-452-39.89 Amount Not to exceed $50,000 for all Cemetery properties Terms of Contract Per BPW contract Purpose/Description Program to provide life skills and mentorship through lawn maintenance employment For Change Orders Only Amount of ❑ Increase $ ❑ Decrease ($ ) Previous Amount Current Percent of Change: New Amount Increase % Decrease ( % Increase % Total Percent of Change: Decrease % Time Extension Amount: New Combletion Date: