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Sugarmill Plantation Landscape Contract Open For Bids

SUGARMILL HOME OWNERS ASSOCIATION
P.O. BOX 6004
ST. MARYS, GEORGIA  31558

P. 912-729-1278         sugarmillmanager@tds.net        F.1-866-884-6609

SUGARMILL PLANTATION LANDSCAPE CONTRACT REQUIREMENTS

 BID PERIOD: February 15, 2013 through March 1, 2013

Sealed Bids to be placed in the dropbox by the SugarMill Pool no later than 5:00 PM March 1, 2013.  All Bids will be opened and reviewed by the Board of Directors at a Called meeting for that purpose.  You may be contacted by members of the Board for additional information or a personal interview.

The Company approved by the Board will be notified no later than March 15, 2013.

Beginning Contract period will be from April 1, 2013 through December 31, 2013.  It is understood that if all work is performed to the satisfaction of the SugarMill Plantation Board of Directors, this Contract will have a continuation clause which will allow for a yearly renewal, beginning January 1, 2014, which will allow for a yearly renewal as long as both parties are in agreement on job description, price, and job performance.

MAINTENANCE will be continuous, 365 days a year.  It is our desire that our Neighborhood always appear well manicured; no areas shall appear in need of maintenance and care. The required scope of work is to include the furnishing of all labor, materials, (unless noted otherwise), equipment, accessories and services necessary or incidental to sustain all turf and plant material in a healthy, vigorous growing condition.  All associated planted areas are to be kept in a continuous neat, clean, and debris free condition for the entire life of this contract.  If you are not familiar with our Development and the areas of concern, Management can be contacted to give you a tour so you may become familiar with our required areas of maintenance.   Below is a listing of what is expected:

COMMON AREAS, MEDIANS, RIGHT OF WAYS, ENTRANCES TO SUBDIVISIONS

  • All areas to be mowed, edged, trimmed, throughout the year as needed; weekly during the growing season.
  • Retention areas and lake edges are to be maintained by regular mowing and trimming and maintain uniform grassed slope to water level; weekly during the growing season.
  • Creek Bank to be monitored on a monthly basis so as to always present a manicured appearance
  • All Entrances to be trimmed and weeded as needed to always present a manicured appearance.
  1. Planting of Annuals or other shrubbery or plants may be required from time to time.  Cost of plants will be approved by and paid for through SugarMill Plantation HOA.  Labor to install and maintain new plantings will be part of the maintenance agreement.
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  2. All Flowerbeds are to be mulched twice yearly; SugarMill Plantation HOA will provide the mulch material; labor to prepare the area and mulch will be part of the maintenance agreement.
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  3. Playground area to be mulched twice yearly;  SugarMill Plantation HOA will provide the mulch material; labor to prepare the area and mulch will be part of the maintenance agreement.
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  4. Fertilize shrubs, ground-covers, lawns, azaleas and trees annually. Detail estimated cost to do so and method that will be used.  Indicate if this will be an additional cost or part of your annual contract.
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  5. Buffer Area along fence on Spur 40  (approx.  .7 miles x 30’) to be mowed and sprayed twice yearly.  Please provide your estimate of additional cost to maintain this area as stated.
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  6. Dead limbs and underbrush to be removed and disposed of weekly; waste is not to collect on the property in any of the wooded areas.
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  7. Tennis Court to be blown and cleared of any debris weekly
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  8. RV area to be cut, edged, blown every two weeks
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  9. All roadways, sidewalks, picnic areas, parking lot, roadway easements,  to be blown and debris removed weekly

In addition to the above requirements, Landscape Contractor will be expected to do the following:

  • Keep Management apprised of any problems or concerns and suggest the means to correct them
  • Be aware of any shrubbery that may be obstructing vision for drivers; remove or trim as necessary
  • Prepare a monthly activity report and discuss with Management who will present report to the Board of  Directors
  • Be aware of any pests that need to be treated in landscaped areas, lawns, or trees; offer method of treatment to Management for consideration by the Board.

a.  Fire Ants to be treated at least twice yearly as part of maintenance agreement.  Detail how this would be done and the approximate additional cost, if any.

We would like your bid to include all areas of concern and how you plan to meet these requirements throughout the year.  In Addition,

  • Please attach copies of all pertinent licenses, insurance policies, etc. when submitting your bid
  • Please detail any special skills you have that might be beneficial to the maintenance of our Neighborhood
  • Please provide a list of references that we may contact

We appreciate your interest in obtaining the Landscape Contract for SugarMill Plantation HOA.  We will give your bid every consideration and shall keep your proposal confidential.

Regards,

Raymond C. Parks
Board President