The City of Portsmouth, School Department is seeking a qualified contractor to perform
athletic field and artificial turf maintenance at the Portsmouth High School Athletic
Complex using organic fertilizers and pest controls on the athletic fields and associated
green spaces. Contractors must have demonstrated training or certification in the use
and application of organic products. Questions shall be directed to purchasing@cityofportsmouth.com no later than February
5, 2024 @ 4:30 p.m. Questions will be posted by 4:30 pm on February 7, 2024 The City reserves the right to reject any or all proposals, to waive technical or legal
deficiencies, and to accept any proposal and to negotiate such terms and conditions of
a final contract that may be in the best interest of the City. Introduction: The City of Portsmouth, School Department ("City" or "School") is seeking
a qualified contractor to perform athletic field and artificial turf maintenance at the
Portsmouth High School Athletic Complex which includes grass fields, an artificial turf
field and associated island areas ("Athletic Complex"). Contractor shall use only organic
fertilizers and pest controls that are OMRI listed on the athletic fields and associated
green spaces. The school department ("City" or "School") understands that there may
be a situation that a synthetic application may be needed. The contractor will need prior
permission in writing from the Director of Buildings & Grounds prior to applying the
application. Contractors must have demonstrated training or certification in the use and
application of organic products.
The School seeks to enter into a single contract for three growing seasons for a "not to
exceed'' price for all aspects of maintenance of the Athletic Complex. Contingent on
annual funding, the contract will cover the three-year growing seasons of (1) April 1,
2024 - November 30, 2024, (2) April 1, 2025 - November 30, 2025, and (3) April 1, 2026
- November 30, 2026. Scope of Work and Method of Payment: Attachment A describes the scope of work
and serves as a work sheet for obtaining unit pricing. Contractor shall include all labor,
equipment and materials necessary to accomplish the specified work.
The contractor will coordinate all work activities with the Director of Buildings & Grounds
of the Portsmouth School Department. This coordination shall include the ordering,
scheduling, and timing of work performed. In addition, it shall include the submission
and approval of all monthly billings.
The contractor will supply a copy of the State Pesticide Licenses "B" and "G2" and
certificates for all products proposed to be used to the Facilities Director before starting
any work.
The method of payment shall be monthly billings upon completion of work performed on
a monthly basis. This method may be replaced by less frequent "progress" billings. In
no case will the total paid by the School exceed the proposal price unless specifically
agreed to by both parties in writing as described below.
The School will pay only for work performed and completed, and billed at the
contractors pricing on a time, materials, and equipment basis. The proposal
specifications make certain assumptions regarding weather, applications frequency, and
application quantities, which can be adjusted, should conditions warrant at the time, in
the estimation of the Facilities Director. It is possible the total dollar amounts for
services required for labor and completed work will differ from the proposal unit
amounts.
Should the School require additional services for labor, materials, and equipment due to
unanticipated weather conditions or other events, such additional services shall be
approved in advance by the Director of Buildings & Grounds and be paid for at the "per
unit" pricing proposed. Insurance, Bond and Indemnification. The selected contractor shall be required to
carry insurance that meets the requirements of Attachment B. Evidence of compliance
must be filed with the Business Office prior to performing any work or April 1st of each
contract year whichever is earlier. A performance bond of $15,000 must be posted or an
amount equal to 10% of the total contract price, whichever is greater. This requirement may
only be waived in writing if in the opinion of the Portsmouth School Department adequate
financial representation and assurances have been presented at the time of proposal award.
The selected contractor will be required in the contract to indemnify the City against all
suits, claims, judgments, awards, loss, cost or expense (including without limitation
attorneys' fees) arising in any way out of the Contractor's alleged negligence or breach
of its obligation under the contract and to defend at its own expense all such actions
with counsel satisfactory to City and will satisfy any judgment rendered against City in
such action.
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