Subject: Request for Proposals

February 15, 2017

To: Prospective Bidder

Subject: Request for Proposals

Grand Valley State University is accepting proposals for Annual Flower & Container Planting Services for our Allendale Campus. Reference attached instructions and service specifications.

If you wish to bid on these services, please submit your proposals for bid #217-43 no later than 10:00 AM Tuesday, March 14, 2017. E-mail your proposal to:

Please note: There will be a mandatory pre bid meeting Monday, February 20, 2017 @ 9:00 AM

Location: Grand Valley State University Facilities Services Building – Conference room A - Allendale Campus. No parking permit necessary.

Submit your proposal electronically to the above e-mail address by the bid opening date and time. Grand Valley State University is not responsible for e-mail bids affected by spam or not received by the bid opening date & time. No fax, verbal, or telephone proposals will be accepted.

Before submitting proposal, check to be sure that:

1. The Proposal/Certification/Contract form is signed and witnessed.

2. All addenda received are acknowledged

Note: Electronic submission becomes your authorized signature

Thank you for your participation,

Valerie Rhodes-Sorrelle, C.P.M.

Sr. Strategic Sourcing Specialist

Procurement Services – Zumberge Michigan Hall - Allendale, MI 49401

Phone - 616/331-2283 - Fax 616/331-3287

Grand Valley State University

Bid Instructions & General Information

Annual Flower & Container

Planting Services

Bid #217-43

1. Grand Valley State University’s sales tax exempt no. 381684280

2. Specifications are to be met to the best of the ability of the contractor, and detailed in its entirety.

3. Any deviations from the attached specifications must be clearly stated, and marked as an alternate. . Please send supporting documentation (pictures and written specifications) for any alternate item submitted. This will help us in our decision making process.

4. Reference the attached scope of work and specifications.

5. Record all pricing information on the attached proposal & contract sheet (Attachment “C”) in its entirety or the proposal may be rejected.

Grand Valley State University endeavors to buy products made in the United States of America whenever an American-made* product is available that meets or exceeds the specifications requested and the price is equal to or lower than a foreign-made product. Vendors are requested to bid American-made products and or services whenever available. Vendors may bid foreign-made products or services when:

a. They are specified

b. They are identified as an alternate by the vendor as long as they are technically acceptable.

c. *More than 50% of the manufactured or assembled in the United States.

7. At Grand Valley State University, socially responsible procurement-- which is defined as supporting diversity, socially responsible procurement, and sustainability -- is highly valued. These ideals arefundamental to our academic, research, and athletic excellence. GVSU promotes supplier participation that is reflective of the diverse business community and of the University's desire to procure environmentally friendly products, while remaining focused on socially responsible procurement methodologies.

8. GVSU reserves the right to accept or reject any or all Proposals not withdrawn before the opening date and to waive any irregularity or informality in the Proposal process. The University reserves the right to conduct discussions, request additional information and accept revisions of Proposals from any or all bidders. The University reserves the right to negotiate with the bidder whose proposal is deemed most favorable. The University reserves the right to award all items on bid list in the manner that will best suit the University.

Contact Valerie Rhodes-Sorrelle with any questions concerning this request for proposal at 616/331-2283

1. SCOPE

A. Contractor shall provide to Grand Valley State University/Allendale Campus, annual flowers, flower planting, and weekend watering service to all annual flower containers, and annual flower bed locations specified by GVSU staff.
B. These specifications, including drawings and plant material lists, apply to those items necessary for and instrumental to the execution and completion of planting as indicated.
C. Contractor must be qualified/experienced, and have the necessary tools/equipment to properly execute the work specified.

D. All labor, supervision, equipment, materials, and supplies necessary for the execution of the work, shall be provided for by the Contractor, at no additional cost to the University.

E. Weather permitting planting to begin mid-May (no earlier than Mother’s Day weekend).

2. PERFORMANCE

A. All work specified shall meet the approval of the Landscape Operations Supervisor, or an authorized representative of the university.

B. The Contractor agrees that all work will be performed in a timely manner, and meet the needs and conditions set forth by the University.

C. Reasonable care shall be exercised during installation, to protect from damage, all existing trees, shrubs, other specified vegetation, site furniture, structures, and utilities.

D. Damage to any of the above listed items during the installation process, will be the responsibility of the Contractor.

3. APPLICABLE SPECIFICATIONS AND STANDARDS

A. SOIL PREPERATION

Existing soil (in ground beds and containers) shall be cultivated to a depth of not less than 6” to create a friable planting medium.

B. FERTILIZER APPLICATION

ROOTS HEALTHY START 3-4-3 shall be thoroughly incorporated into the root zone portion of the soil, prior to plant installation (see attachment).

C. SPACING

All plant material for ground bed installation shall be planted at a spacing of 6” on center (unless otherwise specified).

D. COMPLETION DATE

Installation work shall be completed by June 16, 2017.

E. WARRANTY OF ANNUALS

Contractor shall return to replace any annuals not thriving by June 30, 2017.

F. PLANTING DETAILS

Details on exact layouts of planters and ground planting beds to be determined by contactor and GVSU Landscape Operations Supervisor upon award of contract.

G. PLANTING BEDS AND CONTAINER LOCATIONS

Locations showing annual flower container and planting bed locations will be pre-determined by the Landscape Operations Supervisor and indicated on site maps as part of this bid specification. Changes involving container locations shall be discussed with the Contractor, with final determination made by the Landscape Operations Supervisor.

4. PLANT MATERIALS

A. All incoming plant materials are to be stored at a mutually agreed upon area of the university property.

B. Plants shall be true to species and variety specified, and grown in accordance with good horticultural practices under climatic conditions similar to those in the locality of the project.

C. Annual plants installed in campus planting containers shall be no less than 4” square or 1 gallon potted size (minimum).

D. Larger sized container grown plants, including hanging basket sized plants, shall be permitted in combination with 4” potted annuals, perennials, or ornamental grasses.

E. Typical greenhouse grown flats of 36 or 48 plants/flat are preferred, and shall be used in ground planting beds, unless otherwise specified.

F. Plants shall be sound, healthy, vigorous, densely foliated, and free of disease and insects.

G. Plants shall have healthy, well developed root systems, and shall be free from physical damage or other conditions, that would prevent thriving growth.

H. Substitutions of plant materials and plant cost increases may be permitted upon review and approval by grounds department supervision. GVSU reserves the right to reject plant materials based on quality and condition of plants.

I. Water shall be provided by GVSU/Facilities, and be suitable for irrigation and free from ingredients harmful to plant life.

5. PLANTING OPERATIONS

A. Additional soil necessary for planting and grading of ground planting beds shall be screened sandy loam topsoil, and free of litter and debris.

B. Additional soil necessary for planting in containers shall be Miracle Grow Potting Mix, with the contractor providing the necessary soil amendment (see attachment).

C. Settlement of the soil (in ground beds and containers) shall be the responsibility of the Contractor, who shall restore all settled areas to the universities satisfaction.

D. Planting areas in ground beds shall be finish graded after full settlement has occurred.

E. Plants shall be thoroughly watered immediately after planting.

6. CLEANUP

A. Soil, rubbish, binding and wrapping material, rejected plants, or other debris resulting from any flower planting shall be promptly cleaned up and removed from the site.

B. The work area (including sidewalks used by pedestrians) shall be kept safe and neat at all times, until the cleanup operation is completed.

C. Under no condition shall the accumulation of soil, flowers, flats, or other debris be allowed in such a manner, as to result in a public hazard.

7. WARRANTY AND PLANT REPLACEMENT

A. The Contractor shall guarantee all plants to be healthy and flourishing condition at the time of installation, for a period of four weeks after installation.

B. The Contractor shall remove and replace, without cost (unless otherwise specified), and as soon as weather conditions permit and within a planting period, all plants not in a healthy and flourishing condition, as determined by the Landscape Operations Supervisor, any time during the warranty period.

C. The guarantee of all replacement plants shall extend for an additional period of four (4) weeks, from the date of their acceptance after replacement.

D. The GVSU Grounds Department shall be responsible for the all maintenance of the flowers during the warranty period.

8. ACCEPTANCE

A. The Landscape Supervisor shall perform an inspection with the Contractor of all plant material within five (5) working days after the original planting, to note and correct any discrepancies.

B. Acceptance of plant material by the Landscape Supervisor shall be for general conformity to specified size, character, and quality, and shall not relieve the Contractor of responsibility for full conformity to the contract documents.

9. WEEKEND WATERING

A. Contractor shall provide the necessary equipment and staff to water all annual flower containers throughout the Allendale campus (weather permitting) on Saturday’s, beginning with the installation period, and continuing through Sept. 30, 2017.

ATTACHMENT “A”

PLANTING BED LOCATION

SQ.FT.

1. Facilities Services/Public Safety entrance 31.5

Plants: ______QTY. ______

2. Carillon Clock Tower (4 beds total) 308.0

Plants: ______QTY. ______

3. Student Services/Flagpoles (west side) 164.0

Plants: ______QTY. ______

4. Calder Art Center (west entrance) 47.0

Plants: ______QTY. ______

5. Lake Michigan Hall (stone wall) 130.0

Plants: ______QTY. ______

6. Listening Garden (by Zumberge Pond) 136.0

Plants: ______QTY. ______

7. (2) Blue Bldg. Signs @ Student Services & Padnos 150.0

Plants: ______QTY. ______

TOTAL PLANTING BED SQ. FT. 966.50

Attachment “B”

ANNUAL FLOWER POT LOCATIONS

OTY. AREA/LOCATION SIZE

1. (2) ALUMNI HOUSE ENTRY DOORS / OVERHANG 29”

2. (2) ALUMNI HOUSE SIGN BED 38”

3. (2) ALUMNI HOUSE / REAR PATIO 29”

4. (3) ALUMNI HOUSE / GROUNDS 29”

5. (1) ALUMNI HOUSE / EAST ENTRY DOOR 29”

6. (2) FACILITIES SERVICES / WEST ENTRY DOORS 38”

7. (8) KLEINER COMMONS / S. ENTRY & PATIO 32”

8. (3) CLOCK TOWER SIDEWALKS 32”

9. (2) SIDEWALK PATIOS / E. SIDE OF KIRKHOF CENTER 32”

10. (2) ZUMBERGE HALL / SIDEWALK N. OF BLDG. 32”

11. (5) ZUMBERGE HALL / SIDEWALK W/POND SIDE OF BLDG. 29”

(1) ZUMBERGE HALL / SIDEWALK W/ POND SIDE OF BLDG. 27”

12. (8) SOUTH ACADEMIC MALL AREA 35”

13. (3) LAKE MICHIGAN HALL / EAST & WEST SIDEWALKS 32”

14. (5) NIEMEYER HONORS HALL ENTRY DOORS / N. SIDE 20”

15. (1) SIDEWALK BTWN. MURRAY & STEELAND LIV. CTRS. 32”

16. (2) PARKING LOT P SIDEWALKS 32”

17. (3) DAY CARE CTR. ENTRY DOOR / PATIO AREA 19”

18. (6) SIDEWALK ENTRANCE TO MEADOWS CLUBHOUSE 22”

(60) TOTAL

General Terms and Conditions (Rev. 07.26.16)

1.0 Not Used

2.0 Not Used

3.0 Not Used

4.1 Supplemental Conditions

4.1.1 The Supplier shall comply with the University’s policy and procedures (http://www.gvsu.edu/purchasing) and any additional instructions issued from time to time by the University.

4.1.2 During the period of contract, no change is permitted to any of its conditions and specifications unless the Supplier receives prior written approval from the University.

4.1.3 Should the Firm find at any time that existing conditions make modification in contract requirements necessary, it shall promptly report such matter to the University for its consideration and decision.

4.1.4 The Firm shall comply with any and all federal, state or local laws, now in effect or hereafter promulgated which apply to the operation herein specified.

4.1.5 The Firm’s performance may be evaluated by a designee or an Advisory Committee of the University meeting from time-to-time during the period of contract. It will be the responsibility of the Firm to respond, in writing if so requested, to inquiries, requests for change, and recommendations.

4.1.6 The Firm shall provide the University, with telephone numbers and addresses of management personnel and shall arrange for at least one such person to be available during the University’s normal working hours by telephone. The Firm shall also provide sufficient backup in times of staff shortages due to vacations, illnesses, and inclement weather.

4.1.7 The Firm shall maintain applicable insurance coverage with appropriate coverage limits. The Firm shall provide the name of the primary insurance carrier and their trade rating which may apply to the operation herein specified.

4.2 Termination

The University may terminate this agreement for any reason, including but not limited to, changes in the market price of the products and non-appropriation of federal or state funding to university, by delivering not less than thirty days prior written notice to Supplier.

If termination is due to default by Supplier, Supplier shall have ten days from receipt of notice to cure the default. If Supplier fails to cure within the ten-day period, university may terminate this agreement immediately.

The failure of university to exercise its rights of termination for default due to Suppliers failure to perform as required in any one instance shall not constitute a waiver of termination rights in any other instance.

4.3 General Terms and Conditions