1-26RFP055 - Landscape Maintenance For Water Campus - RFP - Upload.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

LANDSCAPE MAINTENANCE FOR WATER CAMPUS

26RFP055

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: 2:00 P.M. LOCAL TIME, MAY 1, 2026

PRE-BID CONFERENCE:

1. SITE VISIT – (SESSION 1) 8:00 A.M. LOCAL TIME, APRIL 15, 2026

2. SITE VISIT – (SESSION 2) 8:00 A.M. LOCAL TIME, APRIL 16, 2026

QUESTIONS DUE: 2:00 P.M. LOCAL TIME, APRIL 23, 2026

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link: 26RFP055 - LANDSCAPE MAINTENANCE FOR

WATER CAMPUS

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com

PREBID MEETING CONFERENCE

SITE VISIT INFORMATION:

A site visit is strongly recommended so bidders can understand project requirements. It allows Respondents to view the project location, confirm field conditions, and identify any factors that may affect their bid. Information gathered during the site visit is for reference only.

All attendees must wear closed-toe shoes and hard hats when entering any area with active construction. The City will not supply personal protective equipment; attendees are responsible for bringing their own.

SESSION 1

Location: Date: Time:

Water Campus Administration Building (Exhibit D1)

8787 E Hualapai Dr.

Scottsdale, AZ 85255

April 15th 2026 8:00 AM – 10:00 AM Water Campus

(Exhibit D2) 8787 E Hualapai Dr.

Scottsdale, AZ 85255

SESSION 2

Location: Date: Time:

CAP Plant (Exhibit E)

8660 E Union Hills Dr.

Scottsdale, AZ 85255

April 16th 2026 8:00 AM – 9:30 AM

Gainey WRF (Exhibit F)

7283 E Mountain View Rd Scottsdale, AZ 85258

April 16th 2026 10:00 AM – 10:30 AM

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Michelle Pharrams Bid & Contract Analyst mpharrams@scottsdaleaz.gov 480-312-5728

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment C – Sample City Services Contract (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent B. Background (If applicable)

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Bidder Questionnaire-Company Information G. Bidder Questionnaire-Equipment List H. Bidder Questionnaire-Similar/Relevant Projects

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. Sample City Services Contract

SECTION 8 – EXHIBITS

A. Monthly Report Log B. Responsible Party Statement C. Herbicide Report D. Exhibit D1 – Water Campus Administration Building - (Map)

Exhibit D2 – Water Campus - (Map) E. Exhibit E – CAP Plant – (Map) F. Exhibit F – Gainey Ranch – (Map) G. Exhibit G – Meeting Area for Site Visit Session 2 (Map)

SECTION 1 - INTRODUCTION

A. INTENT

The City of Scottsdale is seeking the services of qualified firms to provide Landscape Maintenance and related services for multiple Water Resources Division sites.

B. BACKGROUND

There are four (4) primary Water Resource Sites requiring landscape services, along with their estimated square footage, as listed below:

A. Water Campus Administration Building B. Water Campus C. CAP Plant D. Gainey Ranch

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

1. General Information

The requested services are divided into four (4) Lots as described below. Bidders may submit proposals for any single Lot or any combination of Lots. However, bidders must provide complete pricing for the entire Lot(s) they choose to bid on.

The City of Scottsdale reserves the right to award contracts in any combination of Lots, including multiple awards within a Lot or a single award covering all Lots (A, B, C, and D).

The four (4) primary Water Resource Sites requiring landscape maintenance services, along with their estimated square footage, are listed below.

Note: All square footage figures are estimates. Contractors are responsible for verifying all measurements prior to commencing work.

A Water Campus Administration Building

Scottsdale AZ., 85255 (Exhibit D1)

101,600 ft²

B Water Campus

(Exhibit D2)

1,380,600 ft²

C CAP Plant

8660 E. Union Hills Drive

(Exhibit E)

721,800 ft²

D Gainey Ranch

7283 E. Mountain View Road Scottsdale AZ., 85258 (Exhibit F)

25,800 ft²

1.1 Section 8 Exhibits D through F are included for your reference. Each Exhibit is a map overview of each LOT’s service location (service address).

1.2 Required services shall be provided based on the “tentative” Landscape Maintenance Schedule listed below. If services are not identified on this schedule, they may be required and identified on an “as needed” basis.

1.3 During the term of this contract and all applicable extensions, the square footage of the areas listed herein will only be changed upon proof that the measurements are in error by over five percent (5%) and agreement by the COS Contract Administrator to the changes.

1.4 The City does not guarantee a minimum or maximum number of services and can add or delete locations based on the City’s needs throughout the term of the contract(s).

1.5 Work Hours:

a. Unless otherwise stipulated by the City in writing, work hours shall be 6:00 a.m. through 4:00 p.m. Monday through Friday local time.

b. Workdays shall default as identified in the tentative Landscape Maintenance Schedule herein.

1.6 Routine Scheduled Services:

These services include at minimum, but not limited to, the following general landscape maintenance services at the facilities listed herein:

a. Pruning of shrubs and groundcover

b. Pruning of tree branches within eight feet (8’) off the ground

c. Removal of dead or dying plant material

d. Raking, litter control, trash pickup (debris removal)

e. Parking lot sweeping

f. Weed control

g. Inspection of all landscaping and adjacent hardscapes

1.7 Seasonal Scheduled Services:

These services include at minimum, but not limited to, the following:

a. Tree trimming and pruning of branches over eight feet (8’) above the ground

b. Pre-emergent chemical application

1.8 Debris Removal and Disposal:

The Contractor is responsible for removing all debris, waste, and excess materials from the site, including providing and hauling away any required dumpsters. The site must be kept clean and free of debris throughout the project.

COS RFP Template

1.9 Landscape Maintenance Service Schedule:

LOT A JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Weed Control/

Trash Pick-up

4X/month

Tree/Shrub Trimming

1X/ month

Raking 1X/month 1X/month 1X/month 1X/month

Pre- Emergent Application

After 14th but Before

19th

After 11th, Tree Pruning

1-Mar

1-Sep

LOT B JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Weed Control/

2X/month

2X/m onth

Trimming 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month

Raking

1X/month

Pre-

18th

After 11th

LOT C JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Control/

Trimming 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month

LOT D JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Control/

Trimming 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month 1X/ month

2. Work Scheduling

2.1 “Tentative” Landscape Maintenance Schedule (like 1.9 above)

2.2 The COS Contract Administrator shall work with the Contractor to establish a final written schedule.

2.3 The COS Contract Administrator or designee will have the authority to change the schedule with two (2) weeks’ written notice. Schedule changes are likely to occur for special events and other times of the year when seasonal adjustments may be necessary.

2.4 The Contractor shall stay on schedule and shall plan work activities and site inspection visits during the hours and dates provided in the schedule. Any deviation from the schedule may result in a letter of non-compliance from the City, requiring immediate action from the Contractor to remedy the situation. Continual failure to meet and adhere to the written schedule may result in contract cancellation for cause.

2.5 The Contractor shall email a SCHEDULE to the City Contract Administrator and other Scottsdale representatives as identified by the Contractor Administrator after award of contract(s) on the Monday morning of the week prior to the scheduled maintenance, (e.g., if maintenance is scheduled Tuesday 06/23, then the SCHEDULE shall be delivered to the Contract Administrator on Monday 06/15). In the event of holidays, the SCHEDULE shall be delivered on Tuesday morning before next week’s scheduled maintenance.

2.6 Each on‑site visit must be supported by a defined plan that identifies tasks to be performed in alignment with the contract. A visit where no substantive work is performed, or where planned activities are not executed, shall be considered non-compliant.

3. Initial Plant Clean-up

3.1 Initial plant cleanup for the Water Campus and CAP Plant areas (Lots A, B & C) will consist of the following:

a. Weed removal and shrub trimming within the map area

b. Tree trimming to eight-foot (8’) height within the map area

c. Removing any tree branches that overhang any buildings, or walls or other critical infrastructure.

d. Tree trimming along the outside of the north and east perimeter walls and fence line to eight-foot (8’) height as well as removing any tree material that comes within two feet (4’) of the perimeter walls and fences.

4. Shrubs and Groundcover Services

4.1 All shrubs and groundcovers, in designated sites, shall be maintained and manicured in a manner where they do not interfere with any sidewalks or curbs or the safety of pedestrians and shall be considered to be part of routine scheduled services. This shall be included in the Contractor’s proposed price for each Lot/location.

4.2 Shrubs and groundcover shall be trimmed twelve inches (12”) from sidewalks and curbs using selective pruning method.

COS RFP Template

4.3 All shrubs and groundcovers shall be maintained in a uniform fashion, defined as litter and weed free.

4.4 In traffic sightline triangles within intersections, it shall be necessary to keep plant material at eighteen inches (18”) in height.

4.5 The Contract Administrator will identify any new areas as the contract develops.

4.6 The Contract Administrator, or designee, may require the Contractor to lower the height of any shrubs which were pre-existing.

4.7 When the Contractor is pruning, the Contractor’s tarps and barrels may not remain on any walkways.

4.8 An area being pruned by the Contractor shall be completed before moving on to the next area.

5. Tree Pruning/ Removal Services

5.1 The Contractor shall be responsible for any tree pruning requiring removal of a limb originating less than eight feet (8’) from ground level and shall be considered part of routine scheduled services. This shall be included in the Contractor’s proposed price for each LOT/location.

5.2 The Contractor shall pick up all branches and debris, as part of their routine duties.

There will not be additional payment for these services.

5.3 All pruning of trees shall be coordinated between the awarded Contractor and the Contract Administrator or designee.

5.4 The COS is designated as a ‘Tree City, USA’ and adheres to all standards for pruning stipulated by ANSI 300 and taught through the Arizona Certified Landscape Professional (ACLP) program.

5.5 The Contractor shall adhere to all standards for pruning stipulated by ANSI 300 and taught through the Arizona Certified Landscape Professional (ACLP) program.

5.6 In the event storm damage has occurred the Contractor shall wait for instructions from the Contract Administrator, or designee, before proceeding with any repairs or removals beyond the clearing of obstructions from roadways and thoroughfares.

5.7 The City reserves the right to notify the Contractor and have the Contractor remove all pruning done by City crews on any area under contract. All pruning debris generated by City crews shall be removed by the Contractor within five (5) calendar days of notification by Contract Administrator or designee.

5.8 Incidental pruning shall be carried out to permit unobstructed passage to pedestrians and motor vehicles and to prevent sight restrictions near intersections.

5.9 Branches shall be maintained to a height of eight (8’) feet above sidewalks and twelve feet (12’) above vehicular areas.

5.10 No more than twenty-five percent (25%) of tree mass shall be removed per year.

5.11 Tree pruning sealants shall not to be used after pruning.

5.12 Topping and/or pruning into shapes unnatural to a tree’s form is not permitted.

5.13 Raising, removal, or negligent pruning outside the scope of this contract, without

Contract Administrator approval, may be considered as destruction of COS property and subject to replacement of disfigured plant material by the Contractor at no cost to the City, to the satisfaction of the Contract Administrator.

5.14 All pruning shall conform to ANSI A300 Part 1 pruning standards.

5.15 All trees shall be pruned to promote structural strength and to accentuate the natural form and features of the tree.

5.16 All trees shall be observed for signs of nutrient deficiencies and treated to correct deficiencies throughout the year, on an as-needed basis.

5.17 The Contract Administrator shall be notified on the Monthly Report form when plant problems are detected.

6. Removal of dead or dying plant material

6.1 Plants, shrubs and groundcovers that are observed to be dead or dying shall be removed and disposed of by the Contractor only after requesting and receiving confirmation from the Contract Administrator or designee.

7. Debris Removal Services

7.1 Litter and trash, including leaves, rubbish, paper, bottles, cans, rocks, gravel, and other debris, shall be removed by the Contractor from all areas on a bi-weekly basis for Lots B,C,D and shall be considered to be part of routine scheduled services.

7.2 Every week, Contractor shall remove all litter and trash, including leaves, rubbish, paper, bottles, cans, rocks, gravel and other debris from all areas in front of the Water Campus Administration Building (Lot A).

7.3 The Contractor shall dispose of all refuse resulting from work performed under the scope of this solicitation.

8. Parking Lot Cleaning Services

8.1 These services encompass general sweeping of the parking lots for Lots A, B, C &

D of the listed facilities contained herein.

8.2 Complete parking lot cleaning shall be defined as no visible evidence of any trash, debris, dirt, mud, or other foreign material from the respective portion of the paved lot upon completion of routine services. This shall include the sweeping of the two walkways and the sidewalk of the Water Campus Administration Building.

8.3 All materials removed by the Contractor during the cleaning process shall be disposed of legally, at an appropriate site at the Contractor’s expense.

8.4 Parking lot cleaning service requests shall be part of Routine Service schedules.

8.5 The Contractor shall observe the following stipulations due to the increased public sensitivity to the use of power sweeping equipment:

a. The Contractor shall be responsible for adhering to all current and future Maricopa Association of Governments (MAG) regulations regarding parking lot sweeping. (Failure to abide by these regulations may result in contract termination for cause.)

b. The Contractor shall be aware of “High Pollution Days” and to refrain from any power blowing on those days.

9. Weed Control Services

9.1 The Contractor shall maintain all areas covered by the scope of this solicitation as weed free. The Contractor may receive a letter of noncompliance if this requirement is not maintained.

9.2 The Contractor shall adhere to all Federal and State requirements for weed control, as established by Arizona Structural Pest Control Commission.

9.3 Desert Broom shall be considered a weed. It shall be cut down and weed killer painted onto the open wound as soon as it is cut down to facilitate killing this weed.

9.4 These services shall be considered part of the routine scheduled services and shall be included in the Contractor’s proposed price for each LOT/location.

10. Chemical Application – General Requirements

10.1 Chemical application of pesticides shall be made by the COS Contract Administrator on an “as-needed” basis.

10.2 Chemical application of pesticide shall be paid at the chemical application “per man hour” labor rate per each LOT/location.

COS RFP Template

10.3 Any pest control chemicals must be applied by the licensed and qualified pest control applicator. The applicator must follow all applicable procedures provided herein and as required by law. The applicator must strictly enforce all requirements as identified in the labeling of the product, and as required by law.

10.4 The Contract Administrator and the City Responsible Party shall be provided with labeling and the Safety Data Sheet (SDS) for each of the pesticides used a MINIMUM of seventy-two (72) hours before the product is applied.

10.5 Contractor agrees to provide Safety Data Sheets (SDS) for all substances that are used on COS property and that are under the Federal Toxic and Hazardous Substance - Hazard Communication Standard, Section 1910 - 1200 Hazard Communication (reference-Occupational Safety and Health Standard, Subpart - 2 Toxic and Hazardous Substances - Hazardous Communication Standard).

10.6 All Contractors using chemicals on City property shall use only the safest chemicals with the least harmful ingredients. All chemicals used on City property shall be approved for use by the Contract Administrator prior to any usage.

10.7 In conjunction with the Occupational Safety and Health Standards, Subpart-2 Toxic and Hazardous Substances-Hazard Communication Standard, Section 1910-1200 Hazard Communication, Contractors are hereby informed of the presence (or possible presence) of chemicals in the area where the work requested will be performed. It is the responsibility of all selected Contractors to contact the City for specific information relative to the type of chemicals present and location of appropriate safety data sheets.

11. Pre-Emergent Control Services

11.1 All areas dressed in decomposed granite or natural ground shall be treated with pre-emergent herbicide twice yearly, and in conjunction with a rainfall event (MINIMUM precipitation of one-half inch (0.5”) when possible, as follows:

Spring (between February 15 and March 15) Fall (between October 15 and November 15)

This service shall be considered part of the routine scheduled services and shall be included in the Contractor’s proposed price for each Lot/location.

12. Post-Emergent Control Service

12.1 The Contractor shall maintain all areas free of weeds. This service shall be considered part of routine scheduled services and shall be included in the Contractor’s proposed price for each Lot/location.

12.2 Weeds may be removed manually or sprayed with herbicide as appropriate.

12.3 If weeding is not performed by the Contractor, the Contractor’s maintenance may be considered unsatisfactory.

12.4 The Contractor shall not allow weeds to grow in paved areas such as driveways, walks, curbs, gutters, etc.

12.5 The Contractor shall remove dead weeds from paved areas.

12.6 Before applying herbicides, the Contractor shall identify the type of weed and the proper control selected accordingly.

12.7 The Contractor shall use the most effective control for the species, location, and season.

12.8 Desert Broom shall be considered a weed. It shall be cut down and weed killer painted onto the open wound as soon as it is cut down to facilitate killing this weed.

13. Disease and Pest Control Services

13.1 Healthy plants can withstand minor disease and insect damage without control.

Routine application of pesticides shall not be practiced.

13.2 Unusually high infestations or infections shall be brought to the attention of the

Contract Administrator for proper identification and approval of control methods prior to treatment.

14. Surface Cleaning Services

14.1 The Contractor shall observe the following stipulations due to the increased public sensitivity to the use of power blowing equipment:

a. The Contractor SHALL NOT use power blowers to move dirt.

b. The Contractor shall be responsible for adhering to all current and future

Maricopa Association of Governments (MAG) regulations regarding power blowers. Failure to abide by these regulations may result in contract termination for cause.

c. The Contractor shall use their best discretion as to when and where the use of power blowers is warranted. If the COS receives a significant number of complaints concerning the use of power blowers within a given service area, the Contractor may be placed on notice for blower usage within that service area.

Upon two (2) weeks’ notice the Contractor shall cease using power blowers in any particular area mentioned in the notice.

d. The Contractor shall be aware of “High Pollution Days” and to refrain from using blowers on those days.

e. The Contractor shall rake all areas dressed in decomposed granite on a quarterly basis.

15. Emergency Callout Services

15.1 An ‘’emergency” shall be defined as any call placed by the COS Contract

Administrator, or designee, which needs remediation by the Contractor during business hours, during off business hours, or days not normally scheduled for service. This would include weekends and holidays. NOTE: IF Saturdays are scheduled for regular maintenance, they will not be considered an emergency callout.

15.2 Emergency callouts shall require a MINIMUM of a three (3) person Contractor crew, on the site designated by the COS Contract Administrator, within two (2) hours of call-out.

COS RFP Template

15.3 Failure by the Contractor to respond to an Emergency Call-Out as stipulated herein may result in the Contractor being back-charged for documented time as recorded by the COS Contract Administrator. This requirement is not negotiable.

15.4 Emergency call-out services shall be paid at a rate equal to one and a half (1½) times the general labor rate, per man-hour, as priced for each LOT/location.

15.5 All “emergency callouts” will be authorized by the COS Contract Administrator or any management staff of the COS.

15.6 Detailed documentation of all Emergency call-out services by the Contractor shall be required.

15.7 The COS shall pay from the time the Contractor arrives to one (1) hour past time of departure from COS emergency scene.

15.8 All billing, with documentation, shall be submitted separately with the monthly billing.

15.9 In the event of storm damage response, no additional money shall be paid for chain saws, chains, tree chippers, or stump grinders. These are pieces of equipment the COS feels the Contractor should have in their inventory. All debris resulting from this function shall be removed from COS property.

16. Assessment of Contractor’s Work

16.1 The Contractor shall be required to visit the COS Contract Administrator or designee at 8787 E. Hualapai Dr. on a regular ongoing basis, as deemed necessary, by the Contract Administrator, to ensure proper performance of the contract.

16.2 During the Contractor’s visits to the COS Contract Administrator, the Contractor shall be required to verify that all areas covered by the scope of this solicitation are being performed to the satisfaction of the COS Contract Administrator and in accordance with the specifications contained herein.

16.3 Performance surveys may be distributed to staff of the contracted sites from time to time. Results of these surveys may be reviewed with the Contractor, as COS Contract Administrator deems necessary.

16.4 The Contract Administrator will monitor the performance of the contractor's employees. Performance will be measured against Contract specifications, through observation of Contractor’s employees while performing contracted service, and by observing the site after services are completed, and reports from Contractor.

16.5 The COS Contract Administrator’s reviews may have a direct bearing on any contract increases given at the anniversary date of this contract.

17. Additional Services

17.1 As needed, the COS Contract Administrator or designee may request additional miscellaneous landscape maintenance services. The “per-manhour” labor rates established per location, herein, shall be used for these unscheduled, additional projects. All additional services shall be relevant/similar to the requested services of this solicitation.

17.2 The “per-manhour” labor rates will be representative of an all-inclusive rate of labor and equipment.

17.3 Projects will vary in size and scope. The COS Contract Administrator and/or designee(s) may oversee the project(s).

17.4 The procedure for “per-manhour” projects shall be:

a. The Contract Administrator shall identify the project(s) and contact the Contractor, providing a scope of work for the project to be done.

b. The Contractor shall email in return a firm price quote to the Contract

Administrator or designee, with the required number of man hours required to complete the scope of work and priced at the “per-manhour” rated quoted herein.

c. The Contractor’s work shall commence once the Contract Administrator has authorized the work and given the Contractor notice to proceed.

B. CONTRACTOR QUALIFICATIONS

1. Firm Requirements

1.1 The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI and O.S.H.A. laws, rules and regulations and all other applicable regulations for the term of this contract.

1.2 The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

1.3 Offeror shall have been conducting business within the Phoenix

Metropolitan area for a MINIMUM of two (2) consecutive years.

1.4 Offeror’s place of business MUST be physically located in the Phoenix, Arizona metropolitan area.

1.5 The Contractor MUST have and maintain full time Company representation located in the Phoenix/Scottsdale, Arizona metropolitan area, with the ability and authority to address all Contract issues that may develop.

2. Licensing Requirements

2.1 Arizona Dept. of Agriculture, Office of Pest Management License(s)

a. Pesticide Business License:

Offer shall provide a Copy of Pesticide Business License and identified Responsible Party with License number(s) as issued by the Arizona State Office of Pest Management. (Failure to provide this may deem your proposal non-responsive.)

b. Responsible Party Identification:

The Contractor’s Responsible Party MUST be of an employee of the company awarded this contract.

1) The license information provided shall be verified with the Office of Pest Management. If the license is not in good standing with this agency, the Contractor’s proposal may be considered non-responsive and rejected.

http://www.sb.state.az.us/

2) The Contractor shall be responsible to have the label and SDS in plain view of anyone approaching the vehicle. The Contractor shall also have all of the personal protective gear required at all times.

3) All vehicles shall have standard signage as required by the Office of Pest

Management. Prior to use, the City of Scottsdale Responsible Party shall authorize all equipment used on any City site.

4) All chemical controls must be applied under the supervision of a licensed and qualified pest control applicator, following the procedures set forth in the labeling of the product, as required by law. The Contract Administrator AND the City of Scottsdale Responsible Party shall be provided with labeling AND the Material Safety Data Sheet (MSDS) for each pesticide used a MINIMUM of seventy-two (72) hours before the product is applied.

c. Qualified Party Statement: Refer to Attachment “D”

2.2 Arizona State Registrar of Contractor’s License

Contractor MUST hold, at a minimum, a valid CR-21 Landscaping and Irrigation Systems License as issued by the Arizona State Registrar of Contractors.

(A copy of the license MUST be submitted with your submittal in order to meet this requirement. Failure to provide a copy may consider your proposal non-responsive.

2.3 All licenses MUST be obtained and valid prior to submission of your offer. All licenses MUST be maintained current throughout the duration of the contract term and any subsequent contract extensions. Failure to maintain said license may be grounds for default of the contract and subsequent termination.

http://www.sb.state.az.us/

3. Personnel Requirements

3.1 The Contractor shall have sufficient personnel and standard equipment to complete all required services as defined in this Solicitation, in the time frame required.

3.2 The Contractor shall have an assigned job site Supervisor at all times.

3.3 The assigned job site Supervisor MUST possess knowledge of plants and trees.

3.4 The Contractor’s job site supervisor shall be an effective communicator, proficient in the English language, and possess the ability to interact effectively with City personnel and citizens, as well as ability to maintain written schedules. Qualifications will be assessed for this position, and assessment will have a direct impact on any possible and applicable future contract extensions.

4. Equipment Requirements

At the time of bid submittal, the Contractor shall at a minimum own and have in their possession all necessary supplies, equipment / machinery, and have employed the necessary personnel to successfully perform the services outlined in this solicitation.

Standard equipment includes, but is not limited to the following:

a. Landscape trucks

b. Landscape trailers

c. Chain saws

d. Power pruners

e. All miscellaneous landscape hand equipment associated with this industry

f. All PPE is necessary to be provided to employees at all times.

C. CONTRACTOR’S RESPONSIBILITIES

1. Offeror shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions, and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

2. The Offeror is encouraged to read the Solicitation documents very carefully, as the

COS shall not be responsible for errors and omissions on the part of the Offeror.

3. The Contractor shall provide labor, supervision, transportation, and any required licenses applicable to landscape services, pruning, and removal of trees.

4. All of the equipment used by the Contractor for the performance of work under the scope of this Contract, shall be maintained in a safe operating condition, and shall comply with all applicable Federal, State, Local, ANSI, and O.S.H.A. laws, rules, and regulations.

5. The Contractor shall protect and prevent damage to wires, cable, structures, fences, vehicles, trees, plants and other artifacts.

6. Any damage caused by the Contractor to public or private property shall be corrected by repair or replacement by the Contractor, at the Contractor’s expense, to the satisfaction of the property owner and/or the COS Contractor Administrator.

7. The Contractor shall have and maintain an e-mail capability sufficient to handle the work capacity covered by this contract and must be able to receive work requests and other contract related communications via email on a twenty-four (24) hour a day basis.

8. Actual crew size will be the responsibility of the awarded Contractor to establish, keeping in mind the minimum crew size requirements, as outlined in Special Terms and Conditions, Section 8 of this solicitation and the awarded contract.

9. The Contractor shall possess all required licenses and certifications as dictated by the State of Arizona and/or the City of Scottsdale throughout the duration of this contract.

10. The Contractor may not subcontract any segment or services covered herein, without prior approval of the COS Contract Administrator.

11. All subcontractors used under the scope of this contract shall meet all requirements, terms and conditions set forth herein.

12. All subcontracted services shall be warranted by and be the responsibility of the

Contractor.

D. CITY’S RESPONSIBILITIES

1. The Contract Administrator for the resulting contract shall be the Wastewater

Treatment Manager or designee.

2. The COS Contract Administrator or designee shall audit the billings, approve payments, establish delivery schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract. All matters pertaining to scheduling or daily performance shall be coordinated and monitored via the Contract Administrator or designee.

3. In the event of a contract dispute between the Contract Administrator and the Contractor a final decision will be made by the City of Scottsdale Purchasing Director, who, after reviewing the contract, shall render a written decision which will be final.

4. The main form of communication between the Contractor and the City of Scottsdale will be E-Mail. All contact information shall be shared between the Contract Administrator and awarded Contractor.

5. All equipment shall be approved by the Contract Administrator or designee at all times during the life of the contract. Any equipment not meeting industry standards or contract standards shall be removed by the Contractor immediately. This will not alleviate the Contractor of responsibility of providing scheduled service.

6. The City reserves the right to change the frequency of service to any area covered by the scope of this contract.

7. All changes to frequency shall be made via a written change order via the City.

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions. Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. ADDITIONAL LOCATIONS

The City of Scottsdale reserves the right to add or subtract to this Contract as the need arises due to changes in the amount of buildings. In the event the City needs to add to this Contract, the pricing for any additions to services shall be applied per the applicable Contract unit costs. Any additions or subtractions to the Contract shall be done via a written amendment and be a MINIMUM of thirty (30) days prior to the changes taking effect.

4. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees.

The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

5. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

COS RFP Template

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

6. CONTRACT ADMINISTRATION

The Contract Administrator or designee, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. CONTRACTOR’S EMPLOYEES’ IDENTIFICATION AND WORK APPAREL

All Contractor employees performing work under the scope of this Contract shall wear conservative style uniform shirts that will have sewn on or embossed identification labels of the Contractor’s company name, and/or, logo, and will appear on the front area of the shirt near chest height of the shirt. Shirts may also have company name or logo appear on the backside of the shirt. Contract Administrator will approve proper identification on uniforms during the life of the Contract.

Contractor shall provide employees with identification nametags to include name and picture of the employee and Contractor's company name and applicable logo. Employee will wear the nametag in plain view on his person at all times while performing the work under the scope of the Contract. All employees shall be vetted through the City of Scottsdale Municipal Security and issued Badge before being allowed into any facility. In addition, the ‘lead person’ of each crew shall wear a badge clearly identifying the position of crew leader.

Contractor’s employees shall wear uniform style slacks, “Levi” type slacks, or Bermuda type shorts. If shorts are worn, they shall be of Bermuda style length (cut just above the knee). Cut-offs and short shorts are not acceptable wearing apparel.

Outlandish styles, patterns, hats, colors of wearing apparel, verbiage imprinted on apparel, etc., worn by a Contractor Employee that may promote negativity in the workplace, or advertise any product other than the Contractor’s company name and/or logo will not be allowed.

Sandals, flip-flops, open-toed shoes are not acceptable footwear.

The Contract Administrator shall be the sole determinant of the appropriateness of all work apparel.

Contractor shall insure that all employees performing any work at any location under the scope of this Contract are furnished and use the proper Personal Protective Equipment (PPE) based on the type of work the employee is doing and the type of hazard the employee may encounter or be exposed to.

Walkman type radios or any apparatus, which may impede hearing or sight, will not be allowed. Earplugs and/or safety glasses are exempt.

The Contractor may instruct all employees, in advance, as to procedures in the event of a medical emergency.

If an injury to an employee is of sufficient nature to warrant immediate professional medical attention, the employee shall seek out proper medical attention immediately.

The employee shall notify the on-duty lead person (or supervisor) of any personal injury, including minor cuts, scrapes or burns. The on-duty lead person shall immediately notify the Contract Administrator of such injuries.

8. CONTRACTOR SUPERVISORS AND CREWS

The Contractor’s Supervisor(s) shall have full authority to act on behalf of the Contractor in any situation.

The Contractor’s Supervisor(s) and crews shall be monitored by the Contract Administrator for their effectiveness interacting with City personnel, citizens, and ability to maintain a written schedule. The knowledge and effectiveness of the Contractor’s Supervisor(s) and crews shall have a direct impact on any possible and applicable Contract extensions.

Actual crew size shall be the responsibility of the Contractor to establish.

A fully staffed crew shall be defined as a MINIMUM of the following:

• One (1) Supervisor (Crew Leader) who is conversant in the ‘English language’

• One (1) vehicle capable of performing the required work as indicated by the Contract Administrator at the time of the service request.

• Additional crew members as required to complete the required work as indicated by the Contract

Administrator at the time of the service request.

9. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

10. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

11. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do

so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three (3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery

(subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury.