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HomeMy WebLinkAboutC02-112 Wind River TreesP AGREEMENT REGARDING PROVISION OF MAINTENANCE SERVICES FOR Eagle County Community Center The Tree Farm El Jebel, CO This Agreement Regarding Provision of Professional Services For Landscaping, Irrigation and Snow Removal Maintenance Services dated as of , 2002, is between the County of Eagle, State of Colorado, a body corporate and politic, by and through its Board of County Commissioners ("County"), and Wind River Trees, LLC, a Colorado corporation ("Contractor"). A. Contractor has submitted to County a Proposal for performing the Services (defined in section 1) and represented that it has the expertise and personnel necessary to properly and timely perform the Services. B. Contractor and County intend by this Agreement to set forth the Scope of the responsibilities of the Contractor in connection with the Services and related terms and conditions to govern the relationship between the Contractor and County in connection with the Services. AGREEMENT Therefore, for good and valuable consideration, including the promises set forth herein, the parties agree to the following: 1. Scope of the Services: Contractor's Services consists of those services performed by the Contractor, Contractor's Employees and Contractor's subcontractors. The Contractor shall provide all labor, materials and equipment necessary to perform and complete the Services described herein and as indicated on the proposal form ("Services"): a) Services listed below and as further described in Contractor's proposal which is attached hereto as Exhibit "A". In the event of any conflict between this Agreement and the provisions of Exhibit "A", the terms of this Agreement shall prevail over the others. The Request for Proposal for Landscaping, Irrigation and Snow Removal Services, dated February 2002, is incorporated herein by reference. Additional maintenance may be required during the grow -in period of the seeded areas possibly up to one year from germination. Additional work will be billed time and material. Weekly mowing, edging of walks planting beds and adjacent to the building and clean up of clippings for irrigated grass area surrounding the Community Center. ii. Weekly or twice weekly, if needed, mowing of soccer field and baseball field, edging and clean up of clippings. iii. Twice during season mowing of non -irrigated grass areas north of stormwater drainage way and surrounding the Community Center. GAMAINTIIandscape and irrigationllandscaping & irrigation maintenance agrecment.wpd iv. Annual seaonal start up, periodic and winterization of Community Center and ballfield area irrigation systems. V. Per time snow removal of all paved parking lots, driveways and walkways for the Community Center. vi. Service maintenance of shrubbery and planting areas surrounding the Community Center. vii. Annual new mulch placement at all planting beds and tree wells surrounding the Community Center. b) The contractor shall, upon commencement of services, provide a maintenance task list and schedule outlining contracted services for the facilities, showing their type and location. The county reserves the right to purchase repair services and labor under the terms and rates established in the agreement. c) The contractor hereby acknowledges that he/she is able to maintain the landscaping, irrigation and provide quality snow removal services at the Tree Farm site covered by the agreement. d) Contractor shall submit the names and qualifications of all maintenance personnel and any subcontractors proposed to work at the facility. The county shall have the right to approve of all proposed personnel and subcontractors prior to commence of any work on the site. The county Requirements and Procedures for Contractors and Vendors working at Eagle County sites and Requirements and Procedures for Coordinating with Building Users are incorporated herein by reference. The contractor acknowledges that it has reviewed and is familiar with these documents and agrees to be bound by the same. e) The Parties hereto recognize that the scope of the Services may change. When the Contractor believes that the scope of the Services has been changed or that by reason of a decision of County it will be required to redo properly completed Services, the Contractor shall immediately advise County of such belief and shall also provide a statement of the maximum additional charges for such Services. The Contractor shall not be entitled to be paid for any such additional Services unless and until County agrees in writing that the scope of the Services has changed and accepts the statement of the maximum additional charges. 2. Contractor's Professional Level of Care: The Contractor shall be responsible for the quality and completeness of the Services. The fact that the County has accepted or approved the Contractor's Services shall not relieve the Contractor of any of its responsibilities. The Contractor and its sub -consultants shall perform the Services in a skillful, professional and competent manner and in accordance with the standards of care, skill and diligence applicable to landscaping, irrigation and snow removal services providers with respect to similar Services. 3. Time of Performance and Termination: a) The initial term of this Agreement is from the date the contract is executed by County to December 31, 2002. Servicing shall commence on May 1, 2002, or as authorized. The GAMAINTVandscape and irrigation\landscaping & irrigation maintenance agreement.wpd term shall automatically renew for an additional one year term commencing January 1 of each consecutive year for four (4) additional years unless one of the parties gives notice in writing to the other, at least 90 days before the anniversary, of its intention not to renew. The parties recognize that County is a governmental entity and that all obligations beyond the current fiscal year are subject to funds being budgeted and appropriated. The rates of compensation provided hereunder shall not change during a renewal period unless approved in writing by County and Contractor before the commencement of the renewal term. b) If the Term of this Agreement is renewed, at any time thereafter, Contractor may terminate this Agreement by giving the County written notice of its intention to terminate, specifying the effective date of the termination, at least 90 days before that effective date. In the event Contractor terminates this Agreement, County shall pay Contractor for the actual work done up to the date of termination. c) County may terminate this Agreement immediately, in whole or in part, for its convenience upon providing notice to the Contractor. Such termination shall be effective upon receipt of the notice by Contractor or upon such other date as specified by County. In the event County terminates this Agreement, County shall pay Contractor for the actual work done up to the date of termination. d) Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to County nor shall any payment be made to Contractor for any Services done after December 31, 2002, without the written approval of the County in accordance with a budget adopted by the Board of County Commissioners in accordance with the provisions of Article 25 of Title 30 of the Colorado Revised Statues and the Local Government Budget Law (C.R.S 29-1-101 et seq.). 4. Compensation and Payment: In consideration of its performance of the Services, the Contractor shall be paid as follows: a) County shall pay for services according to the monthly unit price amounts shown on the proposal form attached as Exhibit A. Contractor shall bill monthly, in arrears, for the services. Additional services shall be billed at the time performed according to the rates and schedule established in Exhibit A. b) Rates established in the agreement shall remain in effect during the duration of the agreement and shall apply to all services rendered under the agreement including repair services. Any change in rates will only occur at the beginning of a renewal period if previously agreed to by the County and Contractor in writing. c) Invoices shall describe the Services performed. Upon request, Contractor shall provide County with such other supporting information as County may request. d) All invoices will be sales tax free because County is a government exempt from such taxes. e) The Contractor shall maintain comprehensive, complete and accurate records and accounts of its performance relating to this Agreement for a period of three (3) years following final payment hereunder, which period shall be extended at County's GAMAINTIandscape and irrigationVandscaping & irrigation maintenance agreement.wpd reasonable request. County shall have the right within such period to inspect such books, records and documents upon demand, with reasonable notice and at a reasonable time, for the purpose of determining, in accordance with acceptable accounting and auditing standards, compliance with the requirements of this Agreement and the law. 5. Project Management: Tom Norris shall be designated as Contractor's Project Manager for the Services. County's Director of Facilities Management shall be responsible for this Agreement. All correspondence between the parties hereto regarding this project shall be between and among the project managers. Either party may designate a different project manager by notice in writing. 6. Independent Contractor: It is expressly acknowledged and understood by the parties hereto that nothing contained in this Agreement shall result in, or be construed as establishing, an employment relationship. Contractor shall be, and shall perform as, an independent contractor. No agent, subcontractor, employee, or servant of Contractor shall be, or shall be deemed to be, the employee, agent or servant of County, The Contractor shall be solely and entirely responsible for its acts and for the acts of Contractor's agents, employees, servants and subcontractors during the performance of this Agreement. 7. No Subcontracting: No Assignment: The Contractor understands and hereby acknowledges that County is relying primarily upon the expertise and personal abilities of Contractor. Contractor may not subcontract or delegate any part of the Services or substitute subcontractors without County's written consent, which consent County may exercise in its sole discretion. Neither Contractor nor its subcontractors may assign its interest in the Agreement or in its subcontract, including the assignment of any rights or delegation of any obligations provided therein, without the prior written consent of County, which consent County may withhold in its sole discretion; provided that County hereby consents to any assignment to a successor entity to Contractor and to an assignment to an entity affiliated (by ownership) with Contractor. Except as so provided, this Agreement shall be binding on and inure to the benefit of the parties hereto, and their respective successors and assigns, and shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 8. Ownership of Documents: Records of Service provided under this Agreement shall be given to County at its request. 9. Insurance: At all times during the term of this Agreement, Contractor shall maintain the following insurance: a) Tyge of Insurance Coverage Limits b) Comprehensive Liability $1,000,000 minimum c) Workers' Compensation As required by Colorado law d) All insurance required hereby shall be issued by an insurance company or companies authorized to do business in the State of Colorado. The Contractor shall deliver certificates of required insurance to the County within fifteen (15) calendar days of execution of this Agreement by the Board. 4 GAMAIN7Uandscape and irrigationllandscaping & irrigation maintenance agreement.wpd e) Before permitting any subcontractor to perform any Services under this Agreement, Contractor shall either (1) require each of his subcontractor to procure and maintain, during the life of his subcontracts, insurance which meets the requirements for the Contractor herein, or (2) provide for insurance of the subcontractor in Contractor's own policies in the amounts required herein above. 10. Indemnification: To the fullest extent permitted by law, Contractor shall indemnify and hold harmless Owner, its board, commissioners, employees and the agents of any of them, from and against claims, damages, losses and expenses, including but not limited to attorneys' fees, arising out of or resulting from performance of the Work, provided that such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself) • including loss of use resulting therefrom, but only to the extent caused in whole or in part by negligent acts or omissions of the Contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable. 11. Notices: Any notice and all written communications required under this Agreement shall be given in writing by personal delivery, FAX or mail to the appropriate party at the following addresses: a) Contractor: Wind River Trees, LLC. 19351 Highway 82 Carbondale, CO 81623 phone: 970-963-0744 fax:970-963-9833 b) County: Richard Cunningham Director, Facilities Management Eagle County PO Box 850 Eagle, CO 81631 phone: 970-328-8880 fax: 970-328-8899 c) Notices shall be deemed given on the date of delivery if delivered by personal delivery or delivery service such as Federal Express or United Parcel Service, or three days after the date of deposit, first class postage prepaid, in an official depository of the U.S. Postal Service. 12. Miscellaneous: a) The Contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement on the basis of race, color, religion, national origin, sex, ancestry, physical handicap, sexual orientation, age, political affiliation or family responsibility. The contractor shall require all consultants to agree to the provisions of this subparagraph. GAMAINTllandscape and irrigationllandscaping & imgation maintenance agreement.wpd �We L b) The making, execution and delivery of this Agreement by the parties hereto has not been induced by any prior or contemporaneous representation, statement, warranty or agreement as to any matter other than those herein expressed. This Agreement with attachments embodies the entire understanding and agreement of the parties, and there are no further or other agreements or understandings, written or oral, in effect between them relating to the subject matter hereof. These Agreements may not be amended, including by any modification or, deletion from or addition to the scope of the Services, except by a written document of equal formality executed by both parties hereto. c) This Agreement shall be governed by and construed in accordance with the internal laws of the State of Colorado, without reference to choice of law rules. The parties agree that venue in any action to enforce or interpret this Agreement shall be in the District Court in the 5th District for the State of Colorado. d) This Agreement does not and shall not be deemed to confer upon or grant to any third party any right enforceable at law or equity arising out of any term, covenant, or condition herein or the breach thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. County Commissioners COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its Michael L. / pn n e l_�F� oa print title Dipp-creQopr�gTtatJs GAMAINTIandscape and imgationUandscaping & nigation maintenance agrccmerampd GENERAL CONDITIONS 1. Contractor shall provide and pay for labor, materials, equipment, tools, utilities, permits, licenses, transportation, and other facilities and services necessary for proper execution and completion of the Work. 2. If Contractor fails to obtain the tax exemption(s) applicable to public works projects from sales, consumer, use and similar taxes, Contractor shall pay the same. Owner (County) will cooperate with Contractor to obtain tax exemption for this project. 3. Contractor shall be responsible for having taken steps reasonably necessary to ascertain the nature and location of the Work, and the general and local conditions which can affect the Work or the cost thereof. Any failure by Contractor to do so will not relieve him from responsibility for successfully performing the Work without additional expense to the Owner. Owner assumes no responsibility for any understanding or representations concerning conditions made by any of its officers, employees or agents prior to the execution of this Agreement, unless such understanding or representations are expressly stated in the Agreement. 4. Before commencing activities, Contractor shall: (1) verify field conditions; (2) carefully compare this and other information known to Contractor with the Agreement; and (3) promptly report errors, inconsistencies or omissions discovered to Owner. 5. Contractor shall supervise and direct the Work, using Contractor's best skill and attention. Contractor shall be solely responsible for and have control over construction means, methods, techniques, sequences and procedures, and for coordinating all portions of the Work. 6. Contractor, as soon as practicable, shall furnish in writing to the Owner the names of subcontractors and suppliers for each portion of the Work. 7. No charge shall be made by Contractor for hindrances or delays from any cause whatever during the progress of any portion of the Work, unless such hindrance or delay is caused in whole or in part by acts or omissions within the control of Owner. In any event, Owner may grant an extension of time for the completion of the Work, provided it is satisfied that delays or hindrances were due to causes outside Contractor's control, e.g., weather, or to acts of omission or commission by the Owner, provided that such extensions of time shall in no instance exceed the time actually lost to Contractor by reason of such causes, and provided further that Contractor shall have given Owner immediate (as determined by the circumstances, but not exceeding 72 hours) notice in writing of the cause of the detention or delay. 7 G:IMAINIAlandscape and irrigationllandscaping & irrigation maintenance agreement.wpd 8. Contractor shall deliver, handle, store and install materials in accordance with manufacturers' instructions. 9. Contractor warrants to Owner that: (1) materials and equipment furnished under the Agreement will be new and of good quality; (2) the Work will be free from defects not inherent in the quality required or permitted; and (3) the Work will conform to the requirements of the Agreement. 10. Contractor shall comply with and give notices required by all federal, state and local laws, statutes, ordinances, building codes, rules and regulations applicable to the Work. If the Contractor performs Work knowing it to be contrary to laws, statutes, ordinances, building codes, rules or regulations without notice to Owner, Contractor shall assume full responsibility for such Work and shall bear the attributable costs. Contractor shall promptly notify Owner in writing of any conflicts between the specifications for the Work and such governmental laws, rules and regulations. 11. Contractor shall keep the premises and surrounding area free from accumulation of debris and trash related to the Work. 12. Before permitting any of his subcontractors to perform any Work under this contract, Contractor shall either (a) require each of his subcontractors to procure and maintain during the life of his subcontracts, Subcontractor's Public Liability and Property Damage Insurance of the types and in the amounts as may be applicable to his Work, which type and amounts shall be subject to the approval of the Owner, or (b) insure the activities of his subcontractors in his own policy. 13. To the fullest extent permitted by law, Contractor shall indemnify and hold harmless Owner, its board, commissioners, employees and the agents of any of them, from and against claims, damages, losses and expenses, including but not limited to attorneys' fees, arising out of or resulting from performance of the Work, provided that such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself) including loss of use resulting therefrom, but only to the extent caused in whole or in part by negligent acts or omissions of the Contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable. 14. Contractor warrants and guarantees that title to all work, materials, and equipment, whether incorporated in the project or not, will pass to Owner at the time of payment free and clear of all liens, claims, security interests, and encumbrances (in these General Conditions referred to as "Liens") 8 G:\MAINT\landscape and inigationllandscaping & irrigation maintenance agreement.wpd 15. Any work in accordance with the agreement that the County finds improper, Contractor will correct work in a timely manner so as not to delay completion of the project. 16. If Contractor defaults or neglects to carry out the Work in accordance with the Agreement and fails within a seven day period after receipt of written notice from the Owner to correct such default or neglect with diligence and promptness, the Owner may, without prejudice to other remedies, correct such deficiencies. In such case, the Agreement may be terminated by Owner or a Change Order shall be issued deducting the cost of correction from payments due the Contractor. 17. The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs, including all those required by law in connection with performance of the Agreement. The Contractor shall promptly remedy damage and loss to property caused in whole or in part by the Contractor, or by anyone for whose acts the Contractor may be liable. 18. Contractor shall promptly correct Work rejected by Owner as failing to conform to the requirements of the Agreement and Contractor shall bear the cost of correcting such rejected Work. 19. Contractor warrants and guarantees to Owner that all Work will be in accordance with the agreement and will not be defective. Prompt notice of all defects shall be given to Contractor. If, within one year after the date of completion, or such longer period of time as may be set forth in the Agreement (including the proposal), prescribed by law, prescribed by the terms of any applicable warranty given by a materials supplier or required by or a part of the Agreement, any Work is found to be defective, Contractor shall promptly, without cost to Owner, and in accordance with Owner's written instructions, either correct such defective Work, or, if it has been rejected by Owner, remove it from the site, and replace it with nondefective work. If Contractor does not promptly comply with the terms of such instructions, or in an emergency where delay would cause serious risk of loss or damage, Owner may have the defective Work corrected or the rejected Work removed and replaced, and all direct and indirect costs of such removal and replacement, including compensation for additional professional services, shall be paid by Contractor. 20. The performance of the Work may be terminated at any time in whole, or from time to time in part, by Owner for its convenience. Any such termination shall be effected by delivery to Contractor of a written notice ("Notice of Termination") specifying the extent to which performance of the Work is terminated and the date upon which termination becomes effective. After receipt of a Notice of Termination, and except as otherwise directed by Owner, Contractor shall, in good faith, and to the best of its ability, do all things necessary, in the light of such notice and of such requests in implementation thereof as Owner may make, to assure the efficient, proper closeout of the terminated Work (including the protection of Owner's property). Among other things, Contractor shall, except as otherwise directed or approved by Owner: a. stop the Work on the date and to the extent specified in the Notice of Termination; 9 GAMAINT landscape and irrigationllandscaping & irrigation maintenance agreemcnt.wpd '-vwe t'." b. place no further orders or subcontracts for services, equipment or materials except as may be necessary for completion of such portion of the Work as is not terminated; C. terminate all orders and subcontracts to the extent that they relate to the performance of Work terminated by the Notice of Termination; d. assign to Owner, in the manner and to the extent directed by it, all of the right, title and interest of Contractor under the orders or subcontracts so terminated, in which case Owner shall have the right to settle or pay any or all claims arising out of the termination of such orders and subcontracts; e. with the approval of Owner, settle all outstanding liabilities and all claims arising out of such termination or orders and subcontracts; and f. deliver to Owner, when and as directed by Owner, all documents and all property which, if the Work had been completed, Contractor would be required to account for or deliver to Owner, and transfer title to such property to Owner to the extent not already transferred. In the event of such termination, there shall be an equitable reduction of the Contract Price to reflect the reduction in the Work and reflecting the costs incurred by Contractor to terminate and demobilize, together with reasonable overhead and profit thereon, and no cost incurred after the effective date of the Notice of Termination shall be treated as a reimbursable cost unless it relates to carrying out the un-terminated portion of the Work or taking closeout measures. End of Agreement 10 GAMAINTVandscape and irrigationMandscaping & irrigation maintenance agreement.wpd OMOV \..w, 'vow IVER .,: j&1.•0•• Proposal for Eagle County Community & Sports Center 0020 Eagle County Drive El Jebel, CO 81621 slow New/ WINDRWER TREES March 18, 2002 Richard Cunningham Eagle County Facilities Management Department 590 Broadway Eagle, CO 81631 Dear Mr. Cunningham, I want to thank you for allowing WindRiver Trees, LLC to bid on the Eagle County Community and Sports Center. This is a great community project and we would like to see it maintained to high standards. WindRiver Trees handles all of the elements listed in your request for proposal. We feel that by handling the entire landscaping needs of the project, utilizing our broad base of equipment and highly trained staff we can deliver a better product. Our close proximity will make it easier for us to evaluate the grass in the summer and the snowfall in the winter. For the first year, the seeded grass is still in the grow -in stage and it is very important to closely monitor watering, fertilizing and mowing. After one year aerification and verticutting should be considered. Both of these cultural practices will greatly enhance the quality and health of the turf. There should be a summer application of fertilizer as well as a spring and fall application. The summer application would be high in potassium which would help the turf through the high stress period of heat and traffic, during the summer months. I can give you a weed program if you wish. Weeds are a problem during a grow -in because the turf is young and sparse. As a healthy turf matures, weeds will become less of a problem. It can be as easy as weed and feed, which is what I was going to use on the sod around the community center. These additional items are just suggestions. If you would like a price quote for these services, I would be happy to put that together for you. 19351 HIGHWAY 82, CARBONDALE, COLORADO 81623 • PH 970.963.0744 • FAX 9.70.963.9833 `4� 11�� We have the experience and expertise to grow -in and maintain high quality sports turf. I was involved in the construction, grown -in and maintenance of both the Aspen Glen and Roaring Fork Club golf courses. I have a Qualified Supervisor License issued by the Colorado Department of Agriculture for commercial application of chemicals such as herbicides. A copy of this license is available to our customers upon request. Our bid for this project is based on a mature and healthy turf, not on grow -in maintenance. We appreciate the c.pportunity to bid on this job. Please call me with any questions and I would be happy to ineet with you at your convenience. Sincerely, G� Tom Norris Director of Landscape Maintenance r TY FACILITIES ID=97032P- .,S PAGE SJ7 �R-11-02 11:50 FRO M=EAGLE n sites and u county R e uirements and Procedures for Contractors and Vendors workin at Ea le �•01 Bement. The ,mac tier cments and Procedures for Coordinatin with Buildin Users are incorporated into the ab contractor must comply with the provisions of these documents. will be required to submit a maintenance task list and schedule outlining contracted pR()p(�;A1,S- Proposers Q services, areas to be seli�iced, frequency of service, and extent of service prior to award of contract. Lions" here if there are no exceptic�Ms taken to any Print the words no exce pto of the terms, cond itions, or specifications of these proposal documents. If there are exceptions t aken of the terms stated o� a conditions or specifications of these proposal documents, they must be cle"Ir y , separate sheet of a er, attac'':ed to this sheet and returned with your proposal. wanPOSAL FORM: A. Provide a lump -sum dollar amount for each of the following services: 1. Monthly cost for once a week mowing, edging of walks planting • ated beds and adjacent to the building and cle an up of clippings for zmg --- grass area surrounding the Community Center...... • • - • _ . $ Approximately 30,000 sq. ft. 1 . Monthly cos; for once a week mowing of soccer field and baseball field, edging and clean up of clippings...... • - - Approximately 4.5 acres. 3. Monthly cost for twice a ,week mowing of soccer field and baseball $ ... ..... field, edging and clean up of clippings......... • • • • • .� Approximately 4.5 acres. 4. One time mowing of non -irrigated grass areas north of the Community Center $ 1 stornlwater drainage Way and surrounding Approximately 30 acres. f � to 5. Annual seasonal start-up of Community Center irrigation systems. $. ......-------- 6. iQation systems n i Annual seasonal start-up of ballfield area o 7. Monthly maintenance of Community Center irrigation systems- $. Monthly maintenance of ballfield area irrigation systems . - g. Annual seasonal winterization of Community Center irrigation . ...... . - c� systems. .................................. 10. Annual seasonal winterization of ball field area $ �oo irrigation systems . ............................... Page: =? PAGE 6/7 'Y FACILITIES I D : 970328�"� � -02 1 1 - 51 FROM :EAGLE C _ C1 • Per time snow removal ov f all paved parking lots, drivevvai►s 11, and walkways for the Community Center from the site entrance off Valley Road ......................................... 12. One time providing maintenance and clear, -up of shrubbery enter ._-.- $ � � and planting areas surrounding the Community C• . ev►� rr..:lch placement at all planting beds and tree wells ` (' 13. Annual n P ....... $ surrounding th- Community Center . ............... . 14. Twice annual fertilization of grass areas surrounding Community Center J ` L4 << G _- Approximately 30,000 sq. it.. t�vt 15. Twice annual fertilization of soccer field and baseball field�G'�, • ......... $ G{ 1'SC c a�l� Approximately 4.5 acres. . • • • • . • • • • • • .. ' .. ' ' ass areas surrounding the Community �1 16. One time spring clean up of grass .. _ .... $ •-- Center - Approximately 30,000 sq. ft....... • . • . • • • • • ' . 7, One time sprint; clean up of all parking lots and drives adjacent the .. • $ j l 1 .. Community Center from site entrance . ........ . Client references: anName: a. Compv , nit Contact:r G �► v h J �- Phone Number: b_ Company Name: Contact: Phone Number: e. Company Name: Contact: Phone Number: Financial references: a. Company Name: J Ck CD Contact: Phone Number: b. Company Name: Contact: Phone Number: --!" c. Company Name: Contact: Phone Number: Page 4 TY FACILITIES ID:97032P r.�,_9 PAGE 7/7 �R-11-02 11:51 FROM:EAGLE li potential claims or liabilities pending against Y'10', •e any lawsuits; federal, state, or local tax liens; or any p - I�'o If yes, please explain. cur firm, or the officers of the firm at this time? Yes u or corporate protection under applicable federal or state Laws in cEle Has your iirnn ever filled for bankr p -tc� lease explain. last seven years?'Yes�No. if yes, P Number of ye ars in business under current business name? _ie__ Location and address of main: business office: Listg �ny subcontractors here: Client list of current similar rites under maintenance attached? Insurance certificate attache0 Equipment list attached?,^,__ proposal Authorized By-. Company Name: Company Address w Ll- � 3 c Phone: �- C i 44 Fax:?�— Federal Tax Identification Number: Authorized Signature: Printed name and title: F_ND OF DOCUMENT j�V��� Date Al, Page 5 • APR-16-2002 TUE 10: 03 AM W MI" rI VER TREES FAX NO, 97110" 19833 .F WN-DRATR E E S Landscape Maintenance Equipment - 1 John Deere F620 60" rider - 2 Great Dane 36" walk/rider - 6 Snapper 18" push mowers 1 Billy Goat brush cutter 2 Toro 36" 1 Turfco aerator 1 Ryan verticutter 2 Billy Goat Shp vacs 2 Little wonder Shp blowers - 1 Little Wonder 3.5hp edger 1 Honda roto tiller 2 back pack blowers 8 weed eaters John Deere LE210 tractor with 3 point hitch - Trailers, hand tools, etc. Snow Removal Equipment - 4 plow trucks - 1 sand truck - 10yd and 14yd dump trucks - 6 Bobcats - wheel loader - 3 crews References Annie Katz, 0226 Conundrum Rd., Aspen CO - Home 925-8907 - Dori Buchholz, 1227 Horse Raach Ind Snowmass Village CO 81615 - Horne 923-0303 Ken Janckila, Jensen Homes, 303 AABC, Aspen, CO 81611 Office 544-8036 At least 4 crew members will be Assigned to this project. we will relit a 3 point roi ,Ey attachment from Roaring pork Rentals to mow the native area. P. 02 19351 HIGHWAY 82, CARBONDALE. C:OLORADO 81623 - PH 970.96-3.0744 a Fax 9.70,963.983.3 REQUEST FOR PROPOSALS LANDSCAPING, IRRIGATION AND SNOW REMOVAL SERVICES Eagle County Eagle, CO February, 2002 0 Eagle County Eagle, Colorado REQUEST FOR PROPOSALS fo r LANDSCAPING, IRRIGATION AND SNOW REMOVAL SERVICES Eagle, Colorado February, 2002 Eagle County is soliciting proposals from qualified contractors for LANDSCAPING, IRRIGATION AND SNOW REMOVAL SERVICES at the Eagle County Community Center, located at 0020 Eagle County Drive, El Jebel, Colorado. Contractors may propose jointly on landscaping, irrigation and snow removal services or on either landscaping and irrigation or snow removal service only. Contractors are encouraged to make a site visit prior to proposing on the work. ' Sealed proposals will be received at the Facilities Management Office, 590 Broadway, P.O. Box 850, Eagle, Colorado 81631, until 5:00 p.m., local time, March 27, 2002. Any proposal received after this time will be returned to the proposer unopened. Proposals will be evaluated only from those proposers that meet the minimum qualifications as set forth in the complete Request For Proposals document. The Request For Proposal document, the sample agreement, the plans for the community center site and the ballfields area, the Requirements and Procedures for Contractors and Vendors working at Eagle County sites and the Requirements and Procedures for Coordinating with Building Users may be obtained at the Facilities Management Department Office, 590 Broadway, Eagle, Colorado, during the hours of 8:00 AM to 5:00 PM, Monday through Friday, by calling 970-328-8880 or via fax request to 970-328-8899. Eagle County reserves the right to award to the best proposal based upon a consideration of both cost and quality of services to be provided, reject all or portions of any or all proposals, to waive irregularities and technicalities, to re -advertise or to proceed to provide the service otherwise in the best interest of the county. Eagle County may, at its sole discretion, modify or amend any and all provisions herein. SCOPE OF WORK: The Contractor shall provide all labor, materials and equipment necessary to perform and complete the services described below: weekly mowing, edging of walks planting beds and adjacent to the building and clean up of clippings for irrigated grass area surrounding the community center; mowing of soccer field and baseball field, edging and clean up of clippings; seasonal mowing of non -irrigated grass areas north of stormwater drainage way and surrounding the community center; annual seasonal start up, periodic maintenance and winterization of community center and ballfield area irrigation systems; snow removal of all paved parking lots, driveways and walkways for the community center from the site entrance off Valley Road; maintenance of shrubbery and planting areas surrounding the community center; annual new mulch placement at all planting beds and tree wells surrounding the community center. Page 1 QUALIFICATIONS: To be considered for award of this contract, the following minimum qualification criteria must be met. The contractor must submit the information required below along with return of the proposal form: A. The contractor must be organized for the purpose of providing landscaping, irrigation and snow removal maintenance services. B. The contractor must have provided landscaping, irrigation and snow removal services for a minimum of three years under its current business name. The contractor must provide a client list of current similar sites under maintenance. C. The contractor must have a local, Roaring Fork Valley or Glenwood Springs, office. D. • The contractor must. have a proven ability for an immediate contract start-up as evidenced by past performance, current resources and personnel. E. The contractor must provide a list of all sub -contractors who will be involved in this project. Sub- contractors will be evaluated and subject to approval by the County. F. The contractor must evidence its ability to provide the insurance requirements specified in the sample agreement. G. The contractor must provide a minimum of three business references which may be contacted regarding the client's satisfaction with services provided. H. The contractor must provide a minimum of three financial references. NON -RESPONSIVE AND/OR INCOMPLETE SUBMISSIONS WILL BE CAUSE FOR REJECTION. COMMENCEMENT OF WORK: Landscaping and irrigation maintenance services shall be performed during the hours of 7:00 a.m. - 5:30p.m., Monday through Friday. Contractor must arrange in advance for weekend and after-hours access to the site. Contractor must submit a list of holidays on which services will not be provided, if any, except for on -call emergencies. Snow removal services shall be performed on days when there is more than two inches of snow, on parking lots, by 7:00 a.m. in the morning. Snow removal on parking lots and driveways must be completed by 8 a.m. seven days a week, Monday through Sunday. Walkways must be completely cleared of snow during all business hours and ice melt applied (if freezing is occurring) by 8a.m. seven days a week, Monday through Sunday. (Contractor is to observe likely weather conditions and anticipate the need to remove snow doing so without notice, contractor must advise Facilities Management after each removal service) EQUIPMENT:. The successful proposer will be required to have modern, up-to-date equipment which will efficiently provide the landscaping, irrigation and snow removal maintenance services requested. The successful proposer must submit an equipment list along with the proposal information below. The successful bidder's equipment will be subject to inspection and approval before final endorsement of a contract. Page 2 f The county Requirements and Procedures for Contractors and Vendors workin at t Eagle County sites and Requirements and Procedures for Coordinating with Building Users are incorporated into the agreement. The contractor must comply with the provisions of these documents. PROPOSALS: Proposers will be required to submit a maintenance task list and schedule outlining contracted services, areas to be serviced, frequency of service, and extent of service prior to award of contract. Print the words "no exceptions" here if there are no exceptions taken to any of the terms, conditions, or specifications of these proposal documents. If there are exceptions taken to any of the terms, conditions or specifications of these proposal documents, they must be clearly stated on a sseparate sheet of paper, attached to this sheet and returned with your proposal. PROPOSAL FORM: A. Provide a lump -sum dollar amount for each of the following services: 1. Monthly cost for once a week mowing, edging of walks planting beds and adjacent to the building and clean up of clippings for irrigated grass area surrounding the Community Center ................ $ Approximately 30,000 sq. ft. 2. Monthly cost for once a week mowing of soccer field and baseball field, edging and clean up of clippings ...................... $ Approximately 4.5 acres. 3. Monthly cost for twice a week mowing of soccer field and baseball field, edging and clean up of clippings ...................... $ Approximately 4.5 acres. 4. One time mowing of non -irrigated grass areas north of stormwater drainage way and surrounding the Community Center. $ Approximately 30 acres. 5. Annual seasonal start-up of Community Center irrigation systems. $ 6. Annual seasonal start-up of ballfield area irrigation systems .... $ 7. Monthly maintenance of Community Center irrigation systems. . $ 8. Monthly maintenance of ballfield area irrigation systems. ...... $ 9. Annual seasonal winterization of Community Center irrigation systems. ............................................. $ 10. Annual seasonal winterization of ball field area irrigation systems. ................. $ Page 3 O 1 l . Per time snow removal of all paved parking lots, driveways and walkways for the Community Center from the site entrance off Valley Road ........................................ $ 12. One time providing maintenance and clean-up of shrubbery and planting areas surrounding the Community Center ........ $ 13. Annual new mulch placement at all planting beds and tree wells surrounding the Community Center . ....................... $ 14. Twice annual fertilization of grass areas surrounding Community Center Approximately 30,000 sq. ft.. .............................. $ 15. Twice annual fertilization of soccer field and baseball field Approximately 4.5 acres. ............................. $ 16. One time spring clean up of grass areas surrounding the Community Center - Approximately 30,000 sq. ft.......................... $ 17. One time spring clean up of all parking lots and drives adjacent the Community Center from site entrance . ....................... $ Client references: a. Company Name: Contact: Phone Number: b. Company Name: Contact: Phone Number: c. Company Name: Contact: Phone Number: Financial references: a. Company Name: Contact: Phone Number: b. Company Name: Contact: Phone Number: c. Company Name: Contact: Phone Number: Page 4 O Are any lawsuits; federal, state or local tax liens; or any potential claims or liabilities pending against you, your firm, or the officers of the firm at this time? Yes No. If yes, please explain. Has your firm ever filed for bankruptcy or corporate protection under applicable federal or state laws in the last seven years? Yes No. If yes, please explain. Number of years in business under current business name? Location and address of main business office: List any subcontractors here: Client list of current similar sites under maintenance attached? Insurance certificate attached? Equipment list attached?, Proposal Authorized By: Company Name: Company Address: Phone: Fax: Federal Tax Identification Number: Authorized Signature: Date Printed name and title: END OF DOCUMENT Pagc 5 Eagle County, Colorado NOTICE OF REQUEST FOR PROPOSALS for LANDSCAPING, IRRIGATION AND SNOW REMOVAL SERVICES Eagle, Colorado February, 2002 Eagle County is soliciting proposals from qualified contractors for LANDSCAPING, IRRIGATION AND SNOW REMOVAL SERVICES at the Eagle County Community Center, located at 0020 Eagle County Drive, El Jebel, Colorado. Contractors may propose jointly on landscaping, irrigation and snow removal services or on either landscaping and irrigation or snow removal service only. Sealed proposals will be received at the Facilities Management- Office, 590 Broadway, P.O. Box 850, Eagle, Colorado 81631, until 5:00 p.m., local time, March 27, 2002. Any proposal received after this time will be returned to the proposer unopened. Proposals will be evaluated only from those proposers that meet the minimum qualifications as set forth in the complete Request For Proposals document. The Proposal document may be obtained at the Facilities Management Department Office, 590 Broadway, Eagle, Colorado, during the hours of 8:00 AM to 5:00 PM, Monday through Friday, or by calling personnel at 970-328-8880 via fax request to 970-328-8899. Eagle County reserves the right to award to the best bid based upon a consideration of both cost and quality of services to be provided, reject all or portions of any or all proposals, to waive irregularities and technicalities, to re -advertise or to proceed to provide the service otherwise in the best interest of the county. Eagle County may, at its sole discretion, modify or amend any and all provisions herein. r WS YRiBU ; JO Originals to.- 1. Cyntract Rook 2 ti.0 C(( Gk,