CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
**QUESTIONS & ANSWERS PROVIDED**
Landscape Maintenance
Parks, Trails, and Open Spaces
Due Date: 5:00 p.m., November 9, 2023
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Question received from interested party:
Will the committee’s meeting be recorded? How will it be transcribed to us that it was a fair process?
Answer provided by City:
Members of the scoring committee will have their own individual scores. Then they will have discussions and could change their minds, but ultimately, are responsible for their own scores. An average will then be calculated. If you wish, score sheets will be available through the public records request process.
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Question received from interested party:
Who will be scoring these?
Answer provided by City:
City staff.
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Question received from interested party:
How will it be scored?
Answer provided by City:
There is an Evaluation Criteria section in the package:
- Entity and individual qualification, capabilities, and past experience: 30 points.
- Understanding of the Scope of Services as demonstrated by submittal response: 15 points.
- Cost of services: 55 points.
NOTE: The evaluation criteria is solely for staff to form recommendations to be presented to City Council. City Council retains the authority to review all proposals and select the proposal or proposals that best meet the needs and interests of the City.
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Question received from interested party:
Is the Scope of work for the fertilization line item for example based on the contractor’s recommendation or does the city choose?
Answer provided by City:
There is sufficient information in the RFP special provisions documents to answer this.
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Question received from interested party:
If a single [firm] was awarded 2 or 3 of the provisions, do they need a different supervisor for each contract or can the same supervisor oversee them all?
Answer provided by City:
The same supervisor can be designated for more than one contract, if awarded (and feasible).
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Question received from interested party:
Do we need to obtain a bond for each one of the 3 provisions or does one bond cover all of them?
Answer provided by City:
There is no bid bond requirement, just payment and performance bonds for contracts awarded. We anticipate one contract with each awarded entity. If an entity receives multiple awards, the scopes of services will reflect that in the Contract Documents. Thus, one performance bond, and one payment bond only would be required that combines the amount of the entire contract.
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Question received from interested party:
3.5.1 under the Roadside and Trails Provision
It indicates contractor shall keep all improved and irrigated areas included in this contract Weed Free. This would mean 0 weeds, correct?
Under
3.5.2 it says 4 applications a year except for specified areas which is 2 times a year and spot treatments maybe needed in the summer months to control excessively weedy areas.
These 2 statements are counteractive of each other and confusing. Are we bidding this to keep it weed free or bidding this to do 4 applications a year and may be requested or needed to do some spot treatments during the summer months only? If it is the latter, can you remove the language "weed free" from the RFP please.
My professional opinion is that it would be an unreasonable expectation for someone to maintain 14.5 acres of turf as weed free and worries me that any of you could be driving down the road and spot a single dandelion and say that we need to go treat again at no more cost to the city.
Answer provided by City:
The spec for 4 applications at some locations versus 2 applications at other locations is based on feedback from an existing contractor and a recommendation that we increase from 2 to 4 for areas where we want to see better results. The City has acknowledged that 2 additional applications are worth specifying and including in the contract. Additional spot treatments may be necessary at no additional cost to the City.
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Question received from interested party:
Do we include the numbers for the force account in our total proposal for each Provision?
Answer provided by City:
Yes, they are added to your line-item numbers, as shown on the Bid Sheet, and then included in the bid total.
This information may be updated as additional questions are received and answers provided. This document will be posted along with the full RFP, Addendum #1, Addendum #2, Addendum #3, Addendum #4, and Addendum #5 at: https://www.spokanevalleywa.gov/359/Public-Notices.
