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RFP # 23-38216 Landscape Services

Agency: The New York State Contract Reporter
Level of Government: State & Local
Category:
  • S - Utilities and Training Services
Opps ID: NBD15621091412880697
Posted Date: Jan 9, 2023
Due Date: Feb 15, 2023
Source: https://www.nyscr.ny.gov/ifram...
Issue Date: 01/09/2023 Contract Number: 23-38216
RFP # 23-38216 Landscape Services
Description: SCOPE OF SERVICES

Eligible firms shall be responsible for providing services including but not limited to the following:

Base Services:

Island Map Reference: Appendix A

Locations

This contract includes all green space on the island under RIOC’s portfolio. The map included in Appendix A will help clarify. A pre-bid mandatory walk through is required for all interested contractors.

Hours of Operation

Contractor shall perform its operations between Monday through Friday 7:00 a.m. and 4:00 p.m. (Work being performed near residential buildings shall not commence until after 8:00 a.m.) during the term of the Contract. Any changes to the schedule will be at the discretion of the RIOC project manager. The contract year period shall be March 15th to December 1st. Contractor shall be on site at minimum once a week.

Quality Assurance

Qualifications: The contractor's staff shall have at minimum one (1) on-site person competent in communicating in the English language. The staff shall be experienced in the field of landscaping and have at minimum two (2) years of experience prior to beginning services at RIOC. RIOC maintains the right to request a change of staff should these standards not be met consistently.

It is the intent of this landscape maintenance contract to provide high quality results using no toxic chemicals or excessive fertilizers. The Contractor is advised that the materials specified or described herein are required as part of the performance of the Work and that test reports, manufacturer’s literature, product data and delivery tickets will be required on a routine basis to ensure that the specified procedures and materials are followed.

  • All work shall be performed by trained, properly supervised personnel in accordance with accepted horticultural practices. Chemicals will be applied by licensed personnel.
  • Materials shall be applied in accordance with manufacturer’s Where alternate products are available, the environmental impact of the product shall govern which product is used.
  • Adequate personnel and equipment shall be provided to permit the timely completion of all
  • Landscape debris shall be removed from the Property at the end of each workday at no additional charge. Contractor shall not place debris in Owner’s dumpster or compactor.
  • Contractor will report pest activity or damage to lawn areas and/or landscape beds caused by pests or fungus. Pest and fungus control shall be the responsibility of the Contractor.
  • The Contractor will provide Material Safety Data Sheets (MSDS) for all fertilizers, herbicides and pesticides used on Roosevelt
  • Pesticide and herbicide applications shall be made by certified pesticide
  • Contractor (although not responsible for the irrigation system) will report any broken sprinkler heads, sprinkler or irrigation breaks and puddling within the areas of responsibility. Likewise, if conditions are dry.
  • Bi-weekly reporting: products used, quantities used, staff hours, any unusual pest infestation damage to grounds, or unusual conditions.
  • The Contractor shall provide a monthly lookahead of projected work scheduled. Confirmation of staff and work to be performed will occur a week prior to the estimated work schedule. Should the Contractor be unable come to the island, a written notice will be provided to the RIOC project manager
  • Essential vehicles No overnight storage. No equipment / materials / supplies / spoil storage.

Delays

The Contractor shall make a good faith effort to adhere to the contracted maintenance schedule. If Contractor is unable, for whatever reason, to maintain maintenance schedule (i.e. poor weather conditions, etc.), and Contractor does not reschedule the service, or inform the RIOC Project Manager of intent to make up the service within 72 hours, that amount for the failure to perform may be deducted from Contractor’s fee. If the work cannot be completed on the proposed scheduled day, the Contractor must notify the RIOC Project Manager on that day to advise them accordingly.

Spring Clean-up

  • Spring Clean-up shall be completed by May 1st . Contractor shall remove all winter debris, leaves, sticks and trash accumulated over the winter season by raking, blowing or sweeping debris from lawns. walks, building entrances, turf areas, and plant beds.
  • Contractor shall remove all dead and broken branches from trees and
  • Contractor shall remove all weeds by the roots from plant beds and dispose of off them
  • Contractor shall edge all landscape beds to a depth of four (4) inches, that border turf areas and shall install a two

(2) inch application of fresh mulch (Sweet Peat or better) surrounding trees, planting and landscape beds.

Fall Clean-Up

  • Leaf and debris removal from the turf and plant beds and contract area walkways, plazas, service roads, and other paved surface areas shall be performed The continuous removal of all fallen leaves, twigs and branches from the Property are to be performed as necessary whether “Fall Clean- Up” has commenced.
  • The Contractor shall provide end of season pruning of all shrubs and bushes throughout the fall season, as well as elimination of any tree branches and limbs that may create a potential hazard.

Mowing & Lawn Care

  • Contractor shall “police” the grounds and shall remove all refuse prior to performing
  • Turf shall be cut once per week, or more often if required, at a height of 5 inches to 3 inches as conditions dictate throughout the growing season. Mowing equipment shall be employed to permit recycling of clippings where possible and mowing patterns shall be utilized to present a neat appearance. Blades on all equipment shall be sharp to prevent tearing of the grass blades.
  • Curbs, gutters, walks, stairs, driveways, and landscape beds shall be left in a clean condition after mowing / trimming operations.
  • Contractor shall provide sweeping or blowing of cut grass and/or leaves from all areas including stairs and entrances after mowing. It is not acceptable to leave grass clumps on-site, or leave grass-stained

Shrub, Evergreen & Groundcover Beds

  • All plant beds shall be maintained to present a neat and debris and weed-free appearance by cultivating or weeding during weekly visits to maintain an attractive presentation throughout the growing season (Maintenance season).
  • All shrubs, evergreens shall be pruned to remove dead or damaged branches and to contain the size in order to maintain the natural form of the plant, to maintain an “air” space between the plant and the buildings, and all walkways shall be kept clear of all vegetative materials.
  • All planting beds, curbs, light poles, hydrants, dumpster areas, areas along all building foundations, fences, signs, parking areas and walkways shall be trimmed the same day that mowing occurs.
  • All walkways will have the edging maintained with a straight and neat edge with the edging work performed at least six times per season or as The initial edging will be completed as part of the Spring Clean-up.
  • All lawn, tree and shrub beds will be edged and maintained with the edging work completed at least four times per season.
  • All planting beds will be always kept clean of weeds and
  • All formal hedges shall be pruned at least twice per growing
Maintenance of Under-Story Plant Material

The Contractor shall trim, prune or otherwise cut back under-story plant material by hand or by machine in all planted areas. All under-story plant material shall be neatly pruned and/or clipped to maintain their intended character, and in a manner appropriate to the requirements of each plant. Examples of under-story plant material include, but are not limited to, shrubs, ground covers and perennials. The purpose of this item is to help promote the vigorous growth of under-story plant material and retain the desired massing of plant materials.

Soil Testing

Soil testing of all turf areas within the scope of work shall be performed every two years, starting with the first year of award. Soil testing shall be performed for all turf areas under this contract. A minimum of five

  • samples from each turf shall be taken using a soil probe, inserted 5-6" into the sample area, remove turf, thatch and roots. Samples should be sent to an authorized lab such as Cornell or Rutgers for soil analysis. The contractor shall provide this report accompanied by any recommended corrective action if necessary.
Turf Fertilization
  • Turf fertilizer shall be applied four times per
  • Fertilization is to occur during regular operating hours only, unless modified and authorized by the Owner. A minimum of two (2) weeks notification must be given before fertilization

application. Application must be scheduled in the early morning with a start time of 7:00 a.m. and finishing by 9:00 a.m. (Residential area treatments shall not commence until after 8:00 a.m.)

  • Spring – Fertilization with ProScape 19-0-6 33% MESA Confront3 + .145 Dimension
  • Early Summer – Fertilization using “Lesco Weed and Feed” 18-0-9 post-emergent
  • Summer – Fertilization using “Nature Safe” 18-0-4 w/MESA
  • Fall (September) – “Nature safe” 8-3-5

Tree & Shrub Fertilization

All landscaped beds of trees, shrubs and perennials shall be fertilized with a balanced organic fertilizer once a year in spring at the rate suggested by manufacturer. Fertilizer to be preapproved by RIOC project manager.

Pest and Disease Control

The Contractor shall ensure all areas are inspected regularly for weeds, fungus, grubs, slugs, snails, twig borers and pest infestation. Lawn disease applications and pest control applications shall be performed on a monthly basis for prevention and intervention purposes and with the prior approval of RIOC project manager. Proper chemicals approved by the RIOC project manager shall be applied as soon as possible to correct the infestation.

Aeration and overseeding

  • Aeration and overseeding shall be done for all turf areas encompassed within this scope of work. All turf areas will be double aerated using either a conventional drum aerator or a pull behind mechanical hydraulic and/or gas tine aerator. This will be completed by aerating in two perpendicular directions.
  • All sprinklers, quick couplers, or other impediments shall be flagged by the contractor before this procedure is Core size shall be 3/4" diameter minimum, using a deep hollow tine aerator to a depth of 3" to 4”.
  • The turf areas shall be dragged afterwards to break up the
  • Contractor shall notify RIOC Staff of aerification scheduling minimum of two days prior to start of
  • Contractor is responsible for repairing any damage caused by aerification This includes but not limited to, irrigation boxes, quick couplers, sprinkler heads, valves, etc.

After aerating, fields will be slit seeded in two directions. Seed varieties must be industry recognized for quality and approved by RIOC. Broadcast seeding will be allowed after the above procedures have been completed at the maximum rate setting. Broadcast seeding shall be used to seed large bare areas where slit seeding would not be ideal to use. Upon completion of the drill seeding/broadcast seeding procedure, fields shall be dragged in two directions to set the seed in the soil and into the holes.

Mulching

Contractor shall remove the top layer 2 inches of old mulch and install two (2) inch depth of Sweet Peat mulch two (2) times per year in the months of March and a touch up mid-season, at a minimum depth of two inches on all existing beds, at the base of trees and other mulched areas. Mulch must be at least two inches away from the base of the tree and not mounded to the trunk. Contractor is also required to fluff mulch areas once a month.

Composting

Contractor shall incorporate compost into the soil as directed by the RIOC project manager.

Watering

Where irrigation systems are not present, the Contractor shall be responsible for watering these areas and promoting plant/turf growth.

  • All planters shall require watering by the Contractor unless otherwise advised by the RIOC project

Seasonal Planting

Locations for seasonal plantings will include but are not limited to Main Street Planters (Approx. 85), Tram fountain, Blackwell turnaround and other areas as determined by the RIOC project manager. Seasonal plantings not identified below will be determined by the RIOC project manager. The contractor shall provide a list of proposed seasonal plantings with their bid package.

Main Street Planters: Provide and plant flowers in approximately 85 – 30"planters. Provide an aesthetically pleasing “arrangement” of premium 4 inch annuals in all planters to help beautify and unify main

street. Provide for four seasonal display options.

  1. Annual removal of old roots and debris and replenishment of potting soil before spring
  2. Application of a slow-release fertilizer (such as osmocote) in every pot at time of spring
  • March 15th – Spring bulb planting (4” bulbs and pansies)
  • May 15th – Planting of summer annuals
  • October 1st – Fall Mum Planting
  • November 25th – Winter evergreen planting

Miscellaneous

  • On each visit, Contractor must perform a complete monitoring of all trafficked areas including turf, beds, pathways, walkways, paved areas, driveways and revetment “rip-rap” rock The “rip-rap" areas along the seawall shall be monitored and removed of all debris. The Contractor is responsible for providing all safety gear and ensuring staff is adhering to OSHA safety guidelines to access this area.
  • Curbs and cracks in pavement shall be sprayed with an herbicide to control weeds six times per
  • Owner recognizes that unforeseen and unpredictable items occur and must be It is the Contractor’s responsibility to bring these items to the attention of the RIOC project manager.
  • All plant, shrub, flower, ground cover, and turf removal or replacement shall be accomplished only with approval of RIOC project manager. Contractor will perform additional work when RIOC authorizes such work with a change order.
  • All debris collected while on site is the responsibility of the Contractor to discard offsite, unless otherwise instructed.
  • All Contractor vehicles shall have a company placard

Add Alternative No.1 - Replacement of shrubs, ground covers and perennial plantings

General : The Contractor shall replace, and as weather conditions permit, all plants determined to be dead or dying by the Owner’s Representative.

Scheduling : Plant replacement materials within the following dates, weather permitting. Do not plant when the ground is frozen, excessively wet, or the soil is otherwise in unsatisfactory condition for planting. Plant replacement ground covers and balled and burlapped evergreens in the spring season only, between April 1 and May 15th. Plant replacement balled and burlapped deciduous trees and needles evergreen trees and shrubs between April 1 and May 1 for the spring season. For the fall season the planting shall vary with material to be planted as follows:

Evergreen material between September 1st and October 15th

  • Deciduous material between October 15th and November 30th. Plant new or replacement annuals in the spring after the danger of frost has past and as weather permits in the fall season. Plant new and replacement perennials as soon as the ground is workable in spring between April 15th and June 15th and in the fall between September 1st and October 15th.

Plant Materials : All replacement plant materials shall meet or exceed applicable AAN standards in all ways in addition to the standards specified. All replacement plantings shall be true to species and cultivar specified. Unauthorized substitutions of replacement plant material will not be permitted. The Owner’s Representative shall provide the Contractor with the quantities, sizes and species required prior to each planting season.

Installation : Prior to plant material installation, ascertain the location of all electric cables, conduits, irrigation and drainage systems and utility lines. Take proper precautions not to disturb or damage sub-surface elements. Contractors failing to take these precautions shall be responsible for making requisite repairs to damaged utilities at the Contractor’s own expense. Excavate pits, beds, and trenches with bottoms level.

Plants shall be set in planter beds and in center of pits, plumb and straight, and faced to give the best appearance and relationship to adjacent plants and structures. Trees are to be planted at the depth where the roots spread from the trunk. The flair must be located and placed at the correct level. Plant all materials to such depth that the finished grade level of the plant, after settlement, will be the same as that at which the plant was grown. Remove wire and surplus binding from top and sides of root ball. Fold burlap back. Cleanly cut off all the broken or frayed roots. Fully remove any non-biodegradable materials. Topsoil shall be hand tamped around bases of balls to fill all voids. All burlap and ropes shall be removed from the tops of rootballs. Cover tree, shrub, perennial, and ground cover beds with two-inch (2”) continuous layer of mulch, as specified in Item “Mowing” of this section.

Basis of Add Alternate Pricing : The basis for pricing of Add Alternate No. 1 should be based upon furnishing and installing the following materials:

Qty. Latin Name Common Name Size

50 Taxus cuspidata ‘nana’ Japanese Yew 5 Gallon

50 Taxus cuspidata ‘repandens’ Weeping English Yew 5 Gallon 20 Ilex crenata’Hetzi’ Japanese Holly 5 Gallon

50 Buxus macrophylla ‘winter beauty’ Winter Beauty Box 5 Gallon 25 Rosa ‘Betty Prior’ Betty Prior Rose 24” Pots

25 Berberis thunbergi ‘Nana’ ‘Crimson Pygmy’ Barberry 24” Pots

Add Alternative No.2 - Turf Replacement

Installation of both sod and seeded lawns. This shall include the removal of existing turf/soil and incorporation of new turf/soil.

Add Alternative No.3 – Sports fields

Include Turf Maintenance for all Ballfields. Capobianco, Pony, and Firefighters. Include all maintenance aspects as above, mowing, fertilizing, aeration and overseeding.

Due Date: 02/15/2023 3:00 PM

Contract Term: 1-3 YEARS

Location: 524 MAIN STREET

Ad Type: General

Primary Contact: Roosevelt Island Operating Corporation
Purchasing Dept.
Finance
Amy Firestein
Procurement Manager
524 Main Strett
New York, NY 10044
United States
Ph: 212-832-4540
Fax:
rfpbids@rioc.ny.gov
Secondary contact: Roosevelt Island Operating Corporation
Purchasing Dept.
Finance
Amy Firestein
Procurement Manager
524 Main Strett
New York, NY 10044
United States
Ph: 212-832-4540
Fax:
rfpbids@rioc.ny.gov

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