NCS000446_SCM Maintanence Service_20201218

Request for Proposals
for
SCM Maintenance Services
N
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CA'r
Proposals Due:
3:00pm on Friday, June 26, 2020
Town of Apex, North Carolina
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Town of Apex
Request for Proposals
All interested parties are required to visit each site to be informed of current conditions
and to provide the prices for the following items:
Item
Facility
SCM Type
Quantity
Annual Maintenance
Price
No.
Wet Pond
1
$
1
Apex Town Hall*
UDS (Pipe
Storage)
1
2
Apex Public Works
Bioretention
4
$
Area
3
Apex Peakway
Level Spreader
b
$
4
Apex Public Safety Station
Wet Pond
1
$
#4
5
Seagroves Farm Park
Level Spreader
2
$
Wet Pond
3
$
6
Apex Nature Park
Level Spreader
1
$
Apex Public Safety Station
Bioretention
1
$
7
#5*
Area
TOTAL PRICE
$
•The Apex Town Hail wet pond and UDS are currently located on an active construction site and are not yet tuncnonai SCMs. Apex ruouc
Safety Station #5 SCM is also notyet fully functional. Please include an annual maintenance price for all three of these SCMs assuming
they were fully in service, which they ail three should be by January 2021.
Add -On Services (in addition to routine services priced above)
Item
Price (labor & materials)
Mulch Replacement
$
per
CY
Seed & Straw Bare Areas
$
per
SF
Vegetated Shelf Plantings
$
per
plant
1--.
,fit.
44

All interested parties are required to provide the following information:
Prices will remain firm until:
Company Name:
Signature:
Printed Name:
Title:
Address:
Phone Number: E-mail:
Date:

Town of Apex
Request for Proposals
Introduction
The Town of Apex ("Town") is seeking proposals from qualified and experienced firms
("Contractor") for monthly Stormwater Control Measure (SCM) maintenance services for all
Town -owned SCMs ("Proposals"). The locations of facilities with SCMs to be serviced under
this contract are listed in Attachment A. Electronic construction drawings for each SCM are
available upon request. All devices listed are required to be priced on the Proposal.
The contract term of the Proposal shall remain in effect and binding for a period of three
years with the option to extend the contract for two additional one year periods upon mutual
agreement of both parties. It is anticipated that SCM maintenance services would begin on
July 1, 2020.
Submission of Proposals
Proposals must be submitted no later than 3.00pm on -Friday, June 26, 2020. No proposal
shall be considered if received after this date and time.
Sealed Proposals shall be submitted to:
Jessica Bolin, PE
Town of Apex
Mailing address: P.O. Box 250
Physical address: 105-B Upchurch St.
Apex, NC 27502
Contractors must prepare and submit two (2) copies of a Proposal organized in the
manner and sequence outlined in this Request for Proposal. Proposals shall be concisely
prepared in letter size form (81/2" x 11"), bound to ensure that portions of the submission
do not become separated. Proposals submitted by e-mail cannot be accepted. Failure to
include the requested information may result in the elimination of the Proposal from
consideration.
Should you have any questions regarding this Request for Proposal, please contact Jessica
Bolin at [phone] or ica.bohn2aamL-�rc.
Scope of Services
The following is a list of requirements for maintaining Town SCMs. It is expected that all
who bid will adhere to these requirements and have solid experience in each of these areas.
If additional work is identified while completing the original scope of work, recommended
repairs can be completed under a separate Proposal from the selected SCM maintenance
Contractor.

• Contractor shall show evidence of having skill in maintaining: bioretention cells, wet
ponds, level spreaders, vegetated filter strips, underground detention (pipe storage),
and flow splitter boxes.
• The Contractor shall have visited all sites and shall have fully familiarized themselves
with conditions as they exist including any difficulties or restrictions associated with
execution of the requested work.
• Contractor shall maintain all permits, certifications, or licenses required by the Town
and the State of North Carolina in order to provide contract services including but not
limited to:
o Aquatic pesticide license (required)
o Confined space entry (required)
o NC SCM Inspection & Maintenance Certification (recommended)
• Contractor shall be prepared to include potential new SCMs each year of the contract
term as new Town facilities are constructed. The Town will give adequate notice,
provide drawings, and process contract and price amendments as required.
• Routine maintenance inspections of SCMs shall occur monthly.
• Contractor shall have all necessary labor, tools, and equipment to: mow grass, jet
underdrains and cleanouts, mulch bioretention cells, excavate sediment buildup,
prune vegetation, control nuisance vegetation and weeds, aerate and seed slopes,
arrange rip rap, remove leaves, remove trash, and skim large quantities of algae.
• Contractor shall have thorough knowledge of aquatic vegetation and invasive plants.
• Contractor shall submit electronic monthly reports in a PDF format to the contract
administrator to include:
o Date of monthly inspection
o Condition of each of the SCM components
o Any maintenance work that is performed
o Any issues noted for future maintenance
o Photographic documentation
• Contractor shall also monitor and report on any erosion, sedimentation, water
quality, and nuisance wildlife issues found during routine inspections.
• In addition to formal monthly inspections, all stormwater SCMs are to be checked for
major issues within 24 hours after every storm event greater than 1.0 inches.
• Note that sub -contractors are allowed to fulfill any aspect of this RFP. Please list any
as an additional insured on your policy and note on your proposal who the
subcontractor is and what tasks they will be completing. The prime contractor will
be responsible for all sub -contractors.

Detailed Scope
Expected maintenance for each type of SCM includes but is not limited to the items listed in
this section and as found in the appropriate sections of the NC Stormwater Design Manual.
Maintenance shall be conducted on an as -needed basis according to SCM conditions as they
exist on a given month or as specifically noted in this section.
• All Town SCMs (20)
o Visual inspection and documentation of condition of SCM and all components
o Removal of trash
o Control of nuisance vegetation / weeds
o Re -arranging of rip rap at inlets and outlets
o Monitoring of wildlife activity
o Monitoring of conditions favorable to mosquito habitat
• Wet Ponds (Apex Public Safety Station #4 (1), Apex Nature Park (3))
o Pruning / vegetation management to promote healthy growth and an aesthetic
buffer around pond perimeter
o Quarterly weed eating and mowing of pond dam and side slopes
o Algae treatment as needed
• Wet Pond (Apex Town Hall (1))
o All items listed under Wet Ponds above
o Additionally, the wet pond at Town Hall is considered by the Town to be a
"showpiece" and as such requires extra attention including:
■ Application of mulch (10 CY) around pond perimeter once a year
Routine algae control
■ Addition of 50 soft rush plugs around perimeter of pond once a year
■ Cleaning of aerator and replacement of carbon veins once a year
• Bioretention Areas (Apex Public Works (4), Apex Public Safety Station #5 (1))
o Pruning of existing vegetation
o Leaf blowing and removal of debris from cell bottom
o Over seeding of side slopes once a year using an appropriate mix of seed
adapted for existing conditions
• UDS /Pipe Storage (Apex Town Hall)
o Removal of accumulated trash and debris
o Monitoring of structural condition
• Level Spreaders (Apex Peakway (6), Seagroves Farm Park (2), Apex Nature Park (1))
o Leaf blowing around all rip rap areas, swales, and drop inlets

o Quarterly weed eating and mowing of filter strips / embankments (note that
three of the six Peakway Ievel spreaders have a wooded filter strip and will not
require mowing)
o Over seeding of grassed filter strip once a year using an appropriate mix of
seed adapted for existing conditions
o Removal of leaves and organic debris from the bottom of blind swales once a
year
Scheduling
The Contractor shall conduct SCM maintenance activities in a manner that causes the least
possible obstruction and/or inconvenience to traffic and the community. The authorized
work period shall be from 7:OOAM to 6:OOPM, Monday through Saturday. No Contractor
work will be allowed on Sunday unless a prior written authorization is obtained from the
Town Water Resources Director. The Contractor shall use good judgment in deciding when
inclement weather or site conditions preclude the safe or acceptable performance of
required work.
Compliance with Applicable Laws
The Contractor shall be fully and solely responsible for the safe work and complete safety
compliance of their employees and agents, in accordance with all applicable Federal, State
and local laws and regulations.
Insurance Requirements
Insurance requirements include Commercial General Liability coverage with per occurrence
minimum Iimits of $1,000,000 and Commercial Auto Liability coverage with per occurrence
minimum limits of $2,000,000, with both policies naming the Town of Apex as an additional
insured by endorsement to the policies. In addition, evidence of having workers
compensation insurance and employer's liability insurance must be submitted to the Town.
Indemnification
The Contractor agrees to defend, pay on behalf of, indemnify, and hold -harmless the Town,
its elected and appointed officials, employees, agents, and volunteers against any and all
claims, demands, suits or losses, including all costs connected therewith, for any damages
which may be asserted, claimed or recovered against or from the Town its elected or
appointed officials, employees, agents, and volunteers by reason of personal injury, including
bodily injury or death and/or property damage, including loss of use thereof resulting from
the negligence of the Contractor.

Nondiscrimination
Neither party to this Request shall discriminate on any prohibited basis including race, color,
gender, age, religion or national origin, against any employees, applicant for employment,
member of the public, participants or other person relating to the subject of this Request.
Consideration of Proposal
The Town reserves the right to select the Proposal that best meets the needs of the Town,
but the selection will be primarily made based on the lowest cost to the Town and the
experience/qualifications of the Contractor. Selection of any Proposal is subject to approval
thereof and approval of the Town of Apex Town Council.
Other Matters
The Town reserves the right to amend this Request for Proposals at any time, including prior
to submission of any Proposals. All costs associated with preparing and submitting a
Proposal shall be the sole responsibility of the Contractor. All Proposals shall become the
property of the Town upon submission.
Notification
Beginning once all Proposals have been received, a selection committee will be formed to
evaluate the criteria stated above. The Contractor will be notified by phone or e-mail once a
Proposal has been accepted by the Town. The selected Contractor will be supplied with a
Purchase Order number that should accompany all billing and invoices.
Attachments
Attachment A: SCM Locations

Attachment A
SCM Locations
Facility
SCM
Quantity
Address
Wet Pond
1
Apex Town Hall*
73 Hunter Street
UDS [Pipe
1
Storage]
Apex Public Works
Bioretention
4
105 Upchurch Street
Area
Apex Peakway (3 between Hwy S5
Apex Peakway
Level Spreader
b
and N. Salem Street; 3 between
Laura Duncan and Old Raleigh Rd.)
Apex Public Safety
Wet Pond
1
1615 E. Williams Street
Station #4
Seagroves Farm
Park
Level Spreader
2
201 Parkfield Drive
Wet Pond
3
Apex Nature Park
2600 Evans Road
Level Spreader
1
Apex Public Safety
Bioretention
Apex Barbecue Road (near the
Station #5*
Area
1
intersection w/ Kelly Rd.)
TOTAL 20
*The Apex Town Bali wet pond and UDS are currently located on an active construction site and are not yet functional
SCMs. Apex Public Safety Station #5 SCM is also not yet fully functional. Please include an annual maintenance price for
all three of these SCMs assuming they were fully in service, which they all three should be by January 2021.