Invitation for Bids
2018 Kearns Improvement District Landscaping Services
(With the District's option to extend the service contract from year to year thru 2019 on the same terms)

A. Scope of Services
The primary objective of the project will be to provide:
1. Weekly Services (April 1 thru October 31)
a) Lawn mowing service, including trimming of all concrete and soft edges. Sidewalk edges are to be edged with a metal blade edger. General cleanup of grass clippings from sidewalks and gutters.
b) Thorough trash and debris removal from property.
c) Maintenance of sprinkler system to include monitoring and adjusting valves, setting and monitoring of system timers, and weekly verification that sprinkler zones are operating properly. Replacement of all damaged or broken sprinkler heads.

2. Monthly Service (April through October)
a) Prune trees, bushes and hedges as needed.
b) Fertilize lawn and planting areas 3 times per year
c) Weed control of all planting areas and broadleaf weed spraying of all lawn areas.

3. Special Service (March and November)
a) Spring cleanup.
b) Fall cleanup.
c) Activation of sprinklers in the Spring.
d) Lawn aerating in the Spring.
e) Winterization of sprinkler system in the Fall.

4. Properties to be Maintained
1) Main Office & Property
5350 West 5400 South
Kearns, UT
2) Cougar Pump House
4789 West 5400 South
Kearns, UT
3) Zone D Pump House
5900 South & SR 111
Kearns, UT
4) 1 MG Tank
5900 West 5400 South
Kearns, UT
5) TLA Tank
5875 West 6200 South
Kearns, UT
6) Ford Tank
6252 West 6200 South
Kearns, UT
7) Well #11
6020 South Impressions Dr.
Kearns, UT
8) Conservation Garden
5875 West 6200 South
Kearns, UT

B. References
The Landscape Maintenance Firm must submit as part of the bid package a listing of at least three (3) references from previous clientele listing name of organization, contact person, telephone number, address, email, and the type of landscape maintenance services provided. This information will be used, in conjunction with the bid amount, in determining if the Kearns Improvement District will enter into an agreement with the firm to provide the landscape maintenance services.  Failure to provide the required references and/or negative feedback from a reference may cause the bid to be deemed to be not responsive and/or the bidder to be not responsible.

C. Agreement
The Landscape Maintenance Firm selected to provide the above-reference services will be expected to enter into a contract similar to the attached sample Services Agreement. The deadline for signing the Agreement will be 5 days after the award of the contract by the District Board of Trustees. Failure of the successful bidder to sign the Agreement within the specified 5 day period will be deemed unresponsive, the successful bidder will be deemed to have withdrawn its bid, and the contract may be awarded to another bidder.

D. License, Certifications, & Insurances
The Landscape Maintenance Firm shall maintain:
a) Insurance coverage as outlined in Article 8 of the sample Agreement. An insurance binder from a highly rated insurance company stating that, if you are awarded the service contract, required insurance coverage will be provided.
b) A valid and current Utah State Pest Control License
c) All required business and professional licenses
d) A certification as an EPA WaterSense irrigation partner is encouraged.
e) A listing of emergency contact telephone numbers with a guaranteed response time for sprinkler breaks.

E. E-Verify Compliance
The firm that is awarded the bid must certify that it is in compliance with Utah Code Ann. § 63G-12-302(3) (including amendments and substitutions to the law) relative to the verification of the work eligibility status of employees and, in particular, that the firm is registered and participates in a Status Verification system as required by law.  Please see attached certification form.

F. Addenda
In the event that it becomes necessary to revise any part of this Invitation for Bids, respondents that are invited to submit in response to the Bid Invitation, and any other person requesting such information, will be notified by e-mail that a copy of the addenda is available. It is the responsibility of each respondent to ensure that its contact information given to KID is correct. The final date for the issuance and notification of addenda will be five (5) days prior to the due date of the bid.

*For all bidders, a mandatory site visit of all KID properties will be held on February 22, 2018, 10:00 a.m. commencing at the KID Main Office, 5350 West 5400 South, Kearns, Utah.  Bids from any bidder that fails to attend will not be considered.

A bid that is not responsive or that is submitted by a bidder who is not responsible may be rejected.  A bid that is not responsive includes a bid that is conditional, attempts to modify the bid requirements, contains additional terms or conditions, or fails to conform with the requirements or specifications of the Invitation for Bids.  A bid submitted by a bidder who is not responsible includes a bid where the District's Procurement Officer reasonably concludes that the bidder, or an employee, agent or subcontractor of the bidder, is unable to satisfactorily fulfill the bid requirements.

Bids will be accepted commencing on March 1, 2018 after the mandatory site visit.  The Proposed Bid Breakdown, references, and other required information is to be submitted in a sealed envelope to the office of the Public Works Director of the Kearns Improvement District no later than 2:00 p.m. March 6, 2018. Any bid received after the specified date and time will not be considered.

The envelope shall state:
Bid for KEARNS IMPROVEMENT DISTRICT
LANDSCAPE MAINTENANCE 2017

KEARNS IMPROVEMENT DISTRICT
5350 West 5400 South
Kearns, UT  84118

Attention:	F. Greg Anderson, P.E.
		Public Works Director

Name of the Submitting Firm

Bid Opening: 	2:00 p.m. March 6, 2018, at the Kearns Improvement District Main Office, 5350 West 5400 South, Kearns, Utah

After the contract is awarded, KID will make available to the public a written statement identifying the bidders and the total amount of each bid.

Utah Procurement Code
All proposals will be evaluated in accordance with the requirements of the Utah Procurement Code, Title 63G, Chapter 6a of the Utah Code.

Accuracy of Bids

All bids will be relied upon to be true and accurate.  The District will rely on this information when evaluating each submission.

No Bonds Required

The District has determined that no bid bond, payment bond or performance bond will be required for this contract.

Protected Information
	
As a governmental entity, the District is subject to the Government Records Access and Management Act, Title 63G, Chapter 2 of the Utah Code ('GRAMA'), and cannot guarantee that information provided in or with a bid will not be subject to disclosure under GRAMA.

Contract	
A contract may be awarded to the responder whose bid is the most advantageous to the District, taking into consideration price and the other evaluation factors described in the Invitation for Bids.

The contract may be for a period of up to three (3) years, on a year to year basis, at the discretion of the District, through the year 2020, and may be canceled at any time with or without cause upon 30 days written notice from either the District or the successful bidder. 

The District reserves the right to reject any and all bids.
	
Cost of Responding to Bid Invitation

All expenses relating to responding to this Invitation for Bids including, but not limited to, preparing, submitting, and presenting a bid, attending meetings in relation to this Invitation, discussions, and all travel, dining, lodging, and communication expenses will be borne by the bidder.  The District assumes no liability for any costs incurred by a bidder in responding to this Invitation to Bids and/or entering into a contract with the district.

A bidder will not bill, or be paid, for any expense that was incurred before the Agreement is signed.
 
CERTIFICATION OF COMPLIANCE
WITH E-VERIFY PROGRAM OR EQUIVALENT

This is to certify that _________________________________ ('Company') covenants, represents and warrants to Kearns Improvement District ('District') that Company is and at all times during the performance of any contract with the District will be in full compliance with the requirements of Utah Code Ann. § 63G-12-302(3) (including amendments and substitutions to the law) relative to the verification of the work eligibility status of employees and, in particular, that Company is registered and participates in a Status Verification system as required by law.

Dated this ____ day of __________, 201__.

							
 Name of Company

By: 						
Title: 						
Printed Name: 				



Proposed Bid Breakdown
Weekly Services (April 1 thru October 31)
Item No.	Service Item	Weekly Unit Cost	No. of Weeks	Annual Amount
1 Lawn Mowing Service, including trimming of all concrete and soft edges, Sidewalk edges are to be edged with a metal blade edger. General cleanup of grass clippings from sidewalks and gutters.		30	
2 Thorough trash and debris removal from property		30	
3 Maintenance of sprinkler system to include monitoring and adjusting valves, setting and monitoring of system timers, and weekly verification that sprinkler zones are operating properly.		30	
4 Replacement of all damaged or broken sprinkler heads		30				
		Subtotal Amount