12-25 Landscape Stewarship _ Maintenance RFP 2.0.pdf

Request for Proposal

Issued By

CITY OF PEORIA

PURCHASING DIVISION

PEORIA CITY HALL

419 FULTON ST * ROOM 108

PEORIA, ILLINOIS 61602

PHONE (309) 494-8507 * FAX (309) 494-8510

Sealed proposals will be received at the Purchasing Office, Peoria City Hall - Peoria, Illinois until

March 27, 2025 at 2:00 PM for the goods or services described herein.

RFP 12-25 Landscape Stewardship & Maintenance

Company Name ______________________________

City of Peoria

Finance Department – Purchasing

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

Maintenance

RFP # 12-25

TABLE OF CONTENTS

SECTION 1: LEGAL NOTICE………………………………………………………………. ..2

SECTION 2: GENERAL INSTRUCTIONS TO PROPOSERS….………...…………………..3

SECTION 3: CONTRACT TERMS…………………………………………………………

SECTION 4: SCOPE OF WORK/SPECIFICATIONS…………...…………………………..16

SECTION 5: RESPONSE REQUIREMENTS…………………......………………………

SECTION 6: EVALUATION OF RESPONSES…………...……………………………...….24

ATTACHMENT A: PROPOSAL SIGNATURE PAGE

ATTACHMENT B: REFERENCES FORM

ATTACHMENT C: LANDSCAPING LOCATIONS LIST

ATTACHMENT D: LANDSCAPING LOCATION MAPS

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

SECTION 1

LEGAL NOTICE

The City of Peoria is currently accepting proposals for the following goods or services:

Landscape Stewardship & Maintenance

1.1 OVERVIEW– The City of Peoria has many landscaped plantings in the right-of-way (ROW) or on City-owned properties and is currently seeking proposals from qualified firms to evaluate each planting area and provide site-specific recommendations for improving the plantings to newly installed quality.

1.2 PRE-BID MEETING – A Pre-Bid meeting will be held on Wednesday, March 19, 2025, at

10:00 AM at Peoria City Hall – 419 Fulton St. Room 110, Peoria, IL 61602. The meeting is not mandatory but is recommended. An addendum will be released following the meeting with minutes and Q&A.

1.3 BID OPENING – The City of Peoria will accept sealed bids at City Hall – Purchasing Division:

419 Fulton St. RM 108, Peoria, IL 61602, or electronically submitted bids until 2:00 PM, March

27, 2025. The public is allowed to attend the opening in person. To view the Bid Opening remotely a link will be provided through the BidNet portal shortly before the scheduled bid opening.

1.4 BID DOCUMENTS – In order to view the bid documents, you must register on the City of Peoria online bid portal (BIDNET) at www.bidnet.com/cityofpeoria. For instructions on how to register you can click here.

http://www.bidnet.com/cityofpeoria.%20Fo https://www.peoriagov.org/DocumentCenter/View/1438/Vendor-Registration-Guide---City-of-Peoria-PDF?bidId=

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

SECTION 2

GENERAL INSTRUCTIONS TO PROPOSERS

2.1 RFP SUBMISSION INFORMATION - There are two (2) options for RFP submittal.

2.1.1 Hardcopy Option - Sealed bids – one (1) original and three (3) copies – will be accepted by the City of Peoria at the Peoria City Hall – Purchasing Division: 419 Fulton St. RM 108, Peoria, IL 61602, until 2:00 p.m. on March 27, 2025. Bids shall be mailed/dropped off in a sealed envelope or package with the bid title and bid number marked on the outside.

Please include your company name and return address on the outside of the envelope.

2.1.2 Electronic Option - Bids can also be submitted electronically through BidNet. Only one copy is needed. Please see Electronic Bid Submission Guidelines attached separately for additional information and instructions.

2.1.3 Bids received after the stated date and time will not be considered. Faxed bids will not be accepted. Bids will be opened and publicly recorded immediately following the closing time set for the receipt of bids.

2.2 ENVELOPE IDENTIFICATION - Proposers shall submit their response in a sealed envelope which shall be clearly labeled with the organization/individual name and address. Proposers should also indicate (RFP# and RFP Title) in the LOWER LEFT- HAND CORNER OF THEIR

ENVELOPE.

2.3 AWARD OF RFP - The RFP will be awarded to the proposal that is in the best interest of the

City, based on the given requirements and specifications. Responses will be scored according to the given scoring matrix and awarded based on that scoring model. The City of Peoria reserves the right to award to either a single or multiple vendors. The City reserves the right to waive technicalities and accept the proposal that best suits its needs.

2.4 QUESTIONS - All questions regarding this solicitation must be submitted in writing. Questions should be submitted through BidNet. Proposers will receive notifications from BidNet when answers are posted through issuing addenda. Vendors may not contact any other City Departments or Staff with inquiries regarding this RFP.

2.5 ACCEPTANCE OF PROPOSALS - The right is reserved, as the interest of the City may require, to reject any or all proposals and to waive any non-material informality or irregularity in the proposals received. All proposals will be in English. The City will award the proposals as described below or reject all bids within sixty (60) calendar days from the bid opening date.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

2.6 ADDITIONAL COPIES OF SPECIFICATIONS - Proposers may secure additional copies of the RFP from the City of Peoria Online Bid Portal.

2.7 BIDNET DIRECT - Proposers must register as a vendor on the City of Peoria’s Online Bid Portal to access RFP Documents. There is no charge to register. To complete registration, go to www.bidnetdirect.com/cityofpeoria - click on “VendorRegistration” in the upper right corner of the page. Enter your company information, and when prompted, select the “Limited Access” option. If you have questions of problems while registering, please call the BidNet Support Team at 800- 835- 4603 for direct assistance.

2.8 CLOSING TIME - The RFP closing time will be based upon Central Standard Time or Central

Daylight Time, whichever is in effect on the date the RFP is due.

2.9 WITHDRAWAL OF PROPOSALS - Proposers may withdraw their responses at any time prior to the RFP closing time by telephone, fax, or written request. A telephone request must be confirmed in writing within 24 hours of the call and prior to closing time. No proposer shall withdraw their response for a period of sixty (60) calendar days from the RFP opening date.

Negligence on the part of the proposer in preparing a response to the RFP confers no right of withdrawal or modification of a proposal after it has been opened. No proposal will be opened which has been received after the closing time specified in the RFP and it will be returned unopened to the proposer.

2.10 ALTERNATE PROPOSALS - The specifications describe the supplies and/or service, which the

City feels are necessary to meet the performance requirements of the City. Proposers desiring to submit a proposal on items which deviate from these specifications, but which they believe to be equivalent, are requested to submit alternate proposals. However, ALTERNATE TENDERS MUST

BE CLEARLY INDICATED AS SUCH AND DEVIATIONS FROM THE APPLICABLE

SPECIFICATIONS PLAINLY NOTED. The proposal must be accompanied by complete specifications of the items offered.

2.11 AWARD - An award will be made to the (responsive and responsible) proposal that is determined to be in the best interest of the City. Responses will be scored according to the given scoring matrix and awarded based on that scoring model. The quality of the articles to be supplied, their conformity with specifications/scoring matrix and their suitability to the requirements of the City and the delivery terms will be taken into consideration in making the award.

2.11.1 The City of Peoria reserves the right to award to either a single or multiple vendors.

2.11.2 The City reserves the right to waive technicalities and accept the proposal that best suits its needs.

http://www.bidnetdirect.com/illinois/cityofpeoria http://www.bidnetdirect.com/cityofpeoria

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

2.12 PRICES - Unit prices shall be shown for each unit on which there is a bid and shall include all packing, crating freight and shipping charges and cost of unloading supplies at destination unless otherwise stated in the bid response. All prices shall be stated in U.S. dollars. Unit prices shall not include any local, state, or federal taxes. In case of mistake in extension of price, unit price shall govern. All prices must be typewritten or written in ink. No erasures are permitted. Mistakes must be crossed out and corrections typewritten or written in ink adjacent there to and initialed in ink by the party signing the proposal or his authorized representative.

2.13 SIGNATURES - Each proposal must be signed by the proposal with their usual signature. Bids by partnerships must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing. Bid responses by corporations must be signed with the name of the corporation, followed by the signature and title of person authorized to bind it on the matter. All signatures must be in ink.

2.13.1 By signing and submitting the response to this document, the Vendor/Contractor/

Consultant is certifying they have not been barred from bidding by Federal, State or

Local governments and have not been suspended or debarred from receiving federal funding.

2.14 INVESTIGATION - Proposers shall make all investigations necessary to thoroughly inform themselves regarding the supplies and/or service to be furnished in accordance with the proposal.

No plea of ignorance by the proposal, of conditions that exist or that may hereafter exist because of failure or omission on the part of the proposal to make the necessary examinations and investigations, will be accepted as a basis for varying the requirements of the City or the compensation to the proposal.

2.15 SAMPLES - Samples of items, when required, must be submitted within the time specified and at no expense to the City; and if not destroyed in testing, they will be returned at the proposer's request and expense. Samples, which are not requested for return within thirty (30) days, will become the property of the City.

2.16 RESPONSES – A response is requested of all proposers even if it is a “no bid.” Do not include any personal information such as social security numbers that the proposer wishes to keep confidential.

2.17 BID DEPOSIT – Every bid exceeding five thousand dollars ($5,000) shall be accompanied by a deposit, which deposit shall be in the form of either a certified check, cashier’s check or bid bond issued by a guarantee company satisfactory to the Government Counsel for a sum equal to ten percent (10%) of the amount bid. Bid checks shall be made payable to the Treasurer of the City of Peoria.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

2.18 RFP PROCESS – This process does not obligate the City to award a contract, or pay any cost incurred by the Vendor/Contractor/Consultant responding to this request. The City reserves the right to accept or reject any or all statements received because of this request. All information submitted in response to this request will become the property of the City. Please be aware that it is the City’s policy to not compensate a proposer for any time or expenses incurred during the selection and negotiation process.

2.19 GOOD FAITH EFFORTS REQUIREMENTS (projects exceeding $50,000) -Minority/Women

Business Enterprise (M/WBE) Utilization – Bidders must demonstrate that they made good faith efforts to meet participation goals. Documentation supportive of their good faith efforts to utilize

M/WBEs must be submitted at the time of bid.

2.20 LOCAL PURCHASING ORDINANCE- For purchases of $10,000.00 or greater, if:

2.20.1 The lowest bidding local vendor is a responsible bidder; and The lower-bidding responsible bidders are not local vendors; and The lowest bidding local vendor’s bid is higher than the non-local vendor by no more than three (3) percent, then that local vendor should be considered the lowest responsible bidder.

2.20.2 In case of a dispute regarding the application of this provision, the decision of the City

Manager or the Purchasing Agent acting for him/her shall be final.

2.20.3 For purposes of this subsection, a local vendor shall be one that sells goods or services to the public, either retail or wholesale, and owns or leases a physical, commercial business location, with on-site staffing and regular business hours, within the corporate limits of the

City of Peoria, Illinois. The provisions of this subsection shall not be applied to a contract if the funding source prohibits local preference by law.

2.21 SCHEDULE OF EVENTS -

RFP Issued................................................................................................................March 7, 2025

Pre-Bid Meeting......................................................................................................March 19, 2025

RFP Opening...........................................................................................................March 27, 2025

Recommended Vendors Presented to City Council for Approval……………….......April 8, 2025

Anticipated Project Start Date……………………………Within 30 days after Council approv

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

SECTION 3

CONTRACT TERMS

3.1 TAXES - The City is exempt, by law, from paying State and City Retailers Occupation Tax, State

Service Occupation Tax, State Use Tax and Federal Excise Tax. The City will execute tax exemption certificates whenever required. The unit prices should be exclusive of all taxes. In the event the unit price includes taxes, the bidder must show the amount of tax included in the unit price.

3.2 LENGTH OF CONTRACT – The contract will begin on the contract execution date and will terminate December 31, 2026, with a one (1) year renewal option at the City’s discretion based on performance.

3.3 PAYMENT BOND (For Construction Contracts) – A payment bond will not be required for this

RFP.

3.4 CITY’S AGENT- The City of Peoria’s Purchasing Manager or his designee shall represent and act for the City in all matters pertaining to the RFP and contracts in conjunction thereto.

3.5 PATENTS - The successful bidder agrees to protect, defend, and save the City harmless against any demand for payment for the use of any patented material process, article or device that may involve the manufacturer, construction or form a part of the work covered by the contract.

3.6 HUMAN RIGHTS ACT - The contract will be subject to and governed by the rules and regulations of the Illinois Human Rights Act 775 ILCS 5/1-101 et seq. and as amended. And the provision of

Chapter 775 of the Illinois Compiled Statutes 5/2-105 on Sexual Harassment policies.

3.7 NON-COLLUSION - With the executing of this bid the Bidder is certifying to non- collusion in the preparation and submittal. The bid must be properly executed upon submission, or it may not be considered for acceptance.

3.8 DEFAULT - In case of default by the contractor, the City will procure the articles services from other sources and hold the contractor responsible for any excess cost incurred.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

3.9 CANCELLATION - The City reserves the right to cancel the whole or any part of the contract, if the contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated. The cancellation notice will be written and delivered by certified mail to contractors address on record. In the event the contract is canceled, the vendor may be declared an irresponsible vendor by the City Manager and as a result may be disqualified from doing business with the City for the period of one year in accordance with Section 10-102 of the Peoria City Code.

The contractor will not be liable to perform if situations arise by reason of strikes, acts of God or the public enemy, acts of the City, fires, or floods.

3.10 BID-RIGGING OR BID-ROTATING - By the signing of this bid, the Bidder is certifying that the company is not barred from bidding because of a conviction for the violation of State of Illinois laws prohibiting bid-rigging or bid-rotating per Public Act 720ILCS, Section 5- 33E- 3 and5/33E-

4.

3.11 PRICES SPECIFIED – The successful bidder agrees to furnish the material or services according to the City’s plans, specifications, and conditions and at prices specified.

3.12 DELINQUENT PAYMENT - By signing this bid, the Bidder is certifying that the company is not delinquent in the payment of any indebtedness, tax, fee, liens, fines owed or accruing to the

City of Peoria or in the payment of any tax administered by the Illinois Department of Revenue and is in compliance with the terms and conditions of Section 10-109 of the Peoria City Code; and

Chapter 65 of the Illinois Compiled Statutes, Section5/11-42.1-1.

3.13 INSURANCE – The successful Bidder shall obtain, at its own expense, all necessary insurance regarding its fiduciary responsibility to the City of Peoria. Said Bidder shall indemnify and hold harmless the City of Peoria, its officials, officers, directors, employees, heirs and assigns from all actions, claims, demands or suits at law or equity for damages, costs, loss or other injury as a result of the contract. The City does not assume any liability for acts or omissions of contractor and such liability rests solely with contractor. The contractor and all subcontractors shall secure and maintain such insurance policies as will protect the contractor or subcontractors from claims for bodily injuries, death or property damage which may arise from operations under this Contract whether such operations be by contractor, or anyone employed by contractor directly or indirectly.

The following insurance policies are required:

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

3.14.1 Commercial General Liability –$1,000,000 combined single limit per occurrence for bodily injury, and property damage and $1,000,000 per occurrence for personal injury.

• The City of Peoria, and its officers, officials, employees, agents, and volunteers, are to be named and covered as additional insureds as respects: liability arising out of the contractor’s work, including activities performed by or on behalf of the contractor;

products and completed operations of the contractor; premises owned, leased, or used by the contractor, or automobiles owned, leased, hired, or borrowed by the contractor.

The coverage shall contain no special limitations on the scope of protection afforded to the City of Peoria and its officers, officials, employees, agents and/or volunteers.

• The contractor’s insurance coverage shall be primary and non- contributory as respects the City of Peoria and its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City of Peoria and/or on behalf of its officers, officials, employees, agents and/or volunteers shall be excess of contractor’s insurance and shall not contribute with it.

3.14.2 Workers Compensation Insurance – Such coverage as required by the Workers’

Compensation Act of the State of Illinois with coverage of statutory limits and Employers’

Liability Insurance with limits of $500,000 per accident.

3.14.3 Commercial Auto Insurance - $1,000,000 combined single limit per occurrence for bodily injury, and property damage and $1,000,000 per occurrence for personal injury.

3.14.4 Certificates of Insurance – Certificates of insurance acceptable to the City indicating insurance required by the Contract is in force shall be filed with the City prior to contract approval by the City. These certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the City.

3.14 PRECEDENCE - Where special conditions are written in the specifications, these conditions shall take precedence over any conditions listed under the “General Instructions to Proposers.”

3.15 GOVERNING – This contract will be governed by the laws of the State of Illinois. The

Contractor/Vendor agrees that Chapter 10 of the Code of the City of Peoria is hereby incorporated by reference, as if set out verbatim.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

3.16 AFFIRMATIVE ACTION REQUIREMENTS - “The Contractor/Vendor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual harassment, ancestry, national origin, place of birth, age or physical or mental handicap(s) which would not interfere with the efficient performance of the job in question. The Contractor/Vendor will take affirmative action to comply with the provision of this division and will require any

Subcontractor to submit to the City written commitment to comply with this division. The

Contractor/Vendor will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants, prospective job applicants, member, or prospective Subcontractors. The Contractor/Vendor agrees that the provision of

Division 4 of Article III of Chapter 17 of the Code of the City of Peoria is hereby incorporated by reference, as if set out verbatim.”

3.17 EMPLOYEE EMPLOYMENT RESTRICTIONS - The Contractor agrees, as a condition of accepting this contract with the City of Peoria, that, for a period of one (1) year following completion of this contract, it shall be prohibited from hiring, directly or indirectly, any City employee or official who was involved, directly or indirectly in: (1) the selection and/or recommendation to select the Contractor for performance of this contract; (2) coordinating the efforts of the Contractor in the consummation or completion of this contract; or (3) monitoring or determining the performance of the Contractor. The Contractor further acknowledges and agrees that, upon the City’s determination that a violation of this provision has occurred, the penalty imposed, at the sole discretion of the City, may include one or more of the following:

3.17.1 Cancellation of any other contract(s) between the City of Peoria and the Contractor.

3.17.2 Disqualification of the Contractor from bidding or being awarded future contracts with the

City of Peoria for a period of two (2) years.

3.17.3 Payment of liquidated damages to the City of Peoria in the amount of Twenty-Five

Thousand Dollars ($25,000.00).

3.18 REFERENCE - All the contract terms shall be incorporated by reference into any written contract, purchase order or work order, along with items specified in the “General Instructions to

Proposers.”

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

3.19 EQUAL EMPLOYMENT OPPORTUNITY (EEO) – To be awarded a contract all Suppliers, Vendors and Contractors to the City of Peoria must be registered in the City of Peoria’s Contract

Compliance Program and have a current EEO Certification number. This program is unrelated to any State and Federal program.

3.19.1 EEO certification is secured by completing and submitting, under notary seal, an Employer

Report Form CC-1 (with required sexual harassment policy attached) to the City’s Equal

Opportunity Office. Please note the Certificate of Compliance is valid for one (1) year and must be renewed annually. The CC-1 form can be downloaded from the City’s website at https://www.peoriagov.org/DocumentCenter/View/6004/Employer-Report-CC-1-PDF

3.19.2 In accordance with Chapter 17 of the Peoria Municipal Code, a fifty-dollar ($50.00) processing fee will be charged with each original submission of the Employer Report Form

CC-1 that results in an approved certificate as well as the Annual Renewal Application.

The only exception to payment of the processing fee is neighborhood associations.

3.19.3 Although all vendors are encouraged to obtain Equal Employment Opportunity

Certification, vendors do not need an Equal Opportunity Certification to respond to a bid.

The EEO Certification Number is only required prior to the award of the contract.

https://www.peoriagov.org/DocumentCenter/View/6004/Employer-Report-CC-1-PDF

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

SECTION 4:

SCOPE OF WORK/SPECIFICATIONS

4.1 OVERVIEW - The City of Peoria has many landscaped plantings in the right-of-way (ROW) or on City-owned properties. These areas have had various levels of stewardship and maintenance.

This project will evaluate each planting area and provide site-specific recommendations for improving the plantings to newly installed quality.

4.1.1 Work activities will include weeding, watering, removing dead plant material, install new plant material, mulching, herbicide and pesticide application and other activities as needed.

4.1.2 Contractor shall provide all labor, tools, and equipment to provide the necessary services.

Report writing is also included in this project. The contractor will perform the recommendations in the report to bring the plantings back to newly installed quality and then provide routine stewardship and maintenance to keep the plantings to newly installed quality.

4.2 BACKGROUND - The City of Peoria is committed to building green infrastructure to manage stormwater runoff. Vegetation, including native plants and non-native plants, will be incorporated into many projects. The City understands that stewardship and maintenance are an integral part to providing functional and ascetically pleasing green infrastructure and landscaped areas.

4.2.1 The City reserves the right to add or remove locations if/as needed. The City of Peoria reserves the right to use the areas as training for the PeoriaCorp Program. The City understands that there may currently be limited capacity within local firms for native plant stewardship experience. We encourage partnering with additional firms as needed to provide the· necessary expertise for this project.

4.3 GENERAL SCOPE OF SERVICES - The scope of services sought by the City of Peoria shall include the provision for all required labor, tools, materials, equipment, and expertise related to traditional landscape maintenance and native plant stewardship. The following should be included in the scope of services:

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

4.3.1 Perform a site-specific evaluation of each planting area.

4.3.2 Provide a site-specific recommendation for each planting area to bring to newly installed quality.

4.3.3 Prepare a report detailing the site evaluation and recommendations.

4.3.4 Contract Supervisor may provide a detailed weekly/monthly schedule prior to work being performed for that week/month.

4.3.5 Meet with City staff to review the evaluation and recommendations report and agree on work to be performed and dates of when work will begin and end.

4.3.6 Implementation of recommendations agreed to by the City.

4.3.7 Remove dead plant material including plants, shrubs, and trees.

4.3.8 Install new plants, shrubs and trees.

4.3.9 Perform native plant stewardship where applicable.

4.3.10 Perform traditional landscape maintenance.

4.3.11 Herbicide and Pesticide application (Must be properly and currently licensed by the State of Illinois.)

4.3.12 Preemergent and herbicide application for roadside, curb-line and street spraying as directed by Assistance Public Works Director and/or Public Works Supervisor.

4.3.13 Watering as needed.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

4.3.14 Tree and shrub pruning.

4.3.15 Remove old mulch prior to installing new mulch. Newly installed mulch not to exceed three (3) inches.

4.3.16 Prepare final report which will include long-term stewardship and maintenance activities for each site.

4.3.17 All debris, sticks and litter (garbage) must be removed from the property. Litter pickup and removal is included in the unit price of landscaping maintenance at no additional charge.

4.3.18 Sweeping of sidewalk, streets or other areas affected by the work activities is required. No debris of any kind is to be left on the sidewalk or in the public right-of-way. [City Code

1957,§36-23 Sec. 26-25]

4.3.19 The project sites are identified on the attached map and list. Additional project sites may be added. PeoriaCorp will perform surface-level maintenance such as planting, weeding, pruning and litter pick-up from the SW side Washington Street from State to Maple, the

Dries Lane Rain Garden and will also assist Keep Peoria Beautiful with the roundabout on

Harrison Street.

4.4 ESTIMATED BUDGET - The contract will be based on Time and Materials. The not-to- exceed budget for labor and equipment is $120,000 and the not-to-exceed budget for materials is $30,000.

If you are concerned with the amount of work required and the available budget, please address it in your submittal.

4.5 PROJECT DURATION - It is anticipated that, after a team is selected, the stewardship and maintenance project will start immediately and continue through November 30, 2025. Specific timelines will be mutually agreed upon between the selected team and the City.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship & performing this work (truck, commercial riding mower, rotary mower, trimmers and edgers, watering equipment, digital camera and all necessary hand tools to satisfactorily perform the work). All contractor equipment will be equipped with proper safety and noise limiting devices and will be always maintained in a safe operating condition according to OSHA standards. Only trained operators will be permitted to operate equipment. Failure of equipment to perform properly and causing delay of the required work within the specified time will not alleviate the demand of meeting the requirements of this contract.

4.7 SAFETY PRECAUATIONS - The contractor is responsible for instructing employees on accident prevention and safety. Emphasis will be placed on the operation of equipment near populated and congested buildings.

4.7.1 Contractor shall provide protective safety gear including, but not limited to, eye, foot, hearing, and other protection as necessary. Employees are required to use protective gear as required by their employer.

4.7.2 Rotary mowers, trimmers and other hazardous equipment shall not be operated without proper safety guards. All equipment is subject to safety inspections and must meet criteria set forth by the City of Peoria's staff.

4.7.3 The City will inspect the proposer's equipment before making an award to make sure of availability and quality and to evaluate the Contractors' capabilities. The Contractor will provide the Public Works Department a business telephone number which will be answered between 7:30 A.M. and 4:30 P.M., Monday through Friday, and will be in ready contact, or know the whereabouts of the contractor and after-hours telephone number which will provide evening and weekend access to the Contractor.

4.8 DEBRIS REMOVAL - The contractor will be required to remove minor debris. This includes trash, sticks, limbs, etc., as defined in the Scope of Services section. If there has been illegal dumping of immediately notify the Contract Supervisor to have the location cleaned.

4.9 DISPOSAL OF MATERIALS - The contractor will dispose of the litter from assigned publicly

4.6 EQUIPMENT REQUIRED - Contractor will be required to provide all necessary equipment for

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship & owned properties at an authorized EPA approved landfill or by other approved methods (i.e.

dumpsters). The contractor will pay for all dumping fees. The contractor may not use City of Peoria facilities for disposal. Verification of proper disposal will be required.

4.10 BILLING - The billing shall be for actual work performed. Billing should include documentation of the date, address/location where the work was performed, including a description of any incidental work that was performed, as well as any other information requested by the City.

4.10.1 Invoices shall also include information on debris removal including the location (or address). a description of the debris removed, the date it was removed, and photos. The invoice and documentation shall be in a format approved by the City.

4.10.2 Billing shall not include any downtime due to equipment failure or other adverse conditions, nor shall it include any travel time to, from or on the job sites and/or the landfill site.

4.10.3 Separate invoices must be submitted for each corridor that for work that was performed.

4.10.4 Invoices must be submitted within seven (7) days after the completion of the maintenance cycle.

4.10.5 Invoices submitted after seven (7) days will be subject to a 10% processing fee that will be deducted from the invoice paid.

4.10.6 If a planting site is not maintained under the terms of this contract, payment will be held until the issue has been corrected to the satisfaction of the City.

4.10.7 Invoices will not be processed until any damage to property, personal property or adjoining properties has been repaired or replaced. The Contractor shall submit invoices to the City's

Contract Supervisor, Shawn Johnson, at 3505 N. Dries Lane, Peoria, IL 61604-1210, or email to sdjohnson@peoriagov.org or fax to the attention of Shawn Johnson at 309/494-

8855.

mailto:sdjohnson@peoriagov.org

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship & seven (7 ) days; such statements shall be inclusive of a detailed breakdown of all charges incurred. The detail shall indicate the personnel name, title, rate of pay, hours charged, and task worked. Equipment description, hours and hourly rate shall also be included. All direct costs shall be itemized. Multipliers will be clearly indicated and applied to total man-hours summated for the period Invoices shall be based upon actual hours of performance.

4.10.9 Invoices shall be accompanied by progress reports. The invoices will not be considered complete, or deemed payable, without a progress report. The progress report will be inclusive of rates of completion for all tasks scoped and for rates of completion for all deliverable products.

4.10.10 No payment of invoices shall be made until any damage to property, private property or adjoining properties has been corrected.

4.10.8 The project will be a Time and Materials contract. The team shall submit invoices every

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

RESPONSE REQUIREMENTS

5.1 RESPONSE FORMAT TO RFP & EVALUATION OF QUALIFICATIONS - The submittal should be as concise as possible. The proposal response should be a maximum of ten (10) pages.

Additionally, promotional information should be avoided. Teams are to submit a written Statement of Interest and Qualification which presents the team's qualifications and understanding of the work to be performed. Teams should also complete the attached References Form and hourly costs for labor & equipment.

5.1.1 REFERENCES FORM – Complete the attached References Form with professional references and associated contact information.

5.1.2 STATEMENT OF INTEREST & QUALIFICATIONS – Please include the following items in your final Statement of Interest & Qualifications.

• A letter of introduction, including names and address of the Contractor submitting the

Proposal, and contact person(s) who will be authorized to represent the Contractor and bind to all commitments made in the Response, including name, address, email address and phone numbers (including mobile number) of a contact person responsible for and knowledgeable of the submittal.

• Typical billing rate schedule for assigned personnel, including rate schedules for any proposed subcontractors.

• Resumes of key personnel anticipated being available for this project, including their proposed role on the project and company affiliation (if more than one company is involved).

• Descriptions of related project experience and client name for each project for each company or Subcontractor proposed for this project.

• A brief summary of any specialized experience, qualifications or unique capabilities applicable to this project that you feel are important to the success of the project.

(Please review the selection criteria included in this document).

SECTION 5:

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

• All licenses held by project managers, crew supervisors, and crew members who will be working on this project (pesticide applicator or operator).

• Provide specific examples of projects the team has maintained that includes native plants, that are relatable in scope for each site.

• Provide an example of a site evaluation and recommendations.

• Describe how the crew functions on a day-to-day basis.

• Identify how weeds, pests and diseases are identified and by whom.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

SECTION 6:

EVALUATION OF RESPONSES

6.1 SELECTION PROCEDURE – The City will review and analyze each Proposal and reserves the right to select the Proposer who offers the best value. The City shall select the Contractor which, in the City’s opinion, has made a proposal best suited to the needs and goals of the City and deemed to be in compliance with the terms of this RFP both responsive and responsible.

6.1.1 The Selection Committee consisting of City staff shall review each Proposal to obtain scores. Scoring will be based on the points listed in the “Evaluation Criteria” section below.

6.1.2 An award will be made to the most qualified (responsive and responsible) Proposer that complies with the terms and conditions of the specifications provided.

6.1.3 The City of Peoria reserves the right to interview firms and ask follow questions during the evaluation process.

6.1.4 The Selection Committee will determine the best qualified Contractors by consensus. The

City reserves the right to waive all technicalities and to reject any or all Statements of

Interest and Qualifications.

6.2 EVALUATION CRITERIA – Each criterion in the evaluation will be ranked on a scale of 1 to

10, where 10 equals the highest ranking of submittals received. A rank of 10 for any criterion indicates the most qualified team for that criterion. Each numerical ranking will be multiplied by the weighted value below. A total point value for each response will be determined by the composite evaluation of the Selection Committee. The team with the highest overall point total will be ranked first. Proposers will need to address each of the evaluation criteria set in Section

6.2 carefully and thoroughly, as all submittals will be ranked on a point- value system. The evaluation will be based upon a head-to-head comparison with the other teams submitting. The selection will be based on the following:

6.2.1 Project Cost – Evaluation will be based on hourly cost of labor, hourly cost of equipment, list of equipment anticipated to be used and if it is owned by Proposer/Contractor or not, costs list of typical crew members.

Division 419 Fulton St. Peoria, IL 61602

RFP Title: Landscape Stewardship &

6.2.2 Experience/Quality of Work – Evaluation will be based on experience with landscaping projects of similar size and scope along with quality of references submitted with proposal.

6.2.3 Project Approach/Demonstrated Understanding – Evaluation will be based on ability to staff project and local knowledge, commitment to EEO goals, and the overall quality of the submittal.

6.2.4 Qualifications – Evaluation will be based on resumes of key personnel involved in the project, State of Illinois licenses held, equipment and assets to be used. Also, see minimum qualifications required (Attachment D).

6.2.5 Selection Procedure - The City will review and analyze each proposal and reserves the right to select the proposer who offers the best value. The City shall select the contractor which, in the City's opinion, has made a proposal best suited to the needs and goals of the

City and deemed to be in compliance with the terms of this RFP both responsive and responsible.

6.2.6 Scoring - The selection committee consisting of City staff shall review each proposal to obtain scores. Scoring will be based on the points listed in the "Evaluation Criteria" section below. Each criterion in the evaluation will be ranked on a scale of 1 to 10, where 10 equals the highest ranking of submittals received. A rank of 10 for any criterion indicates the most qualified team for that criterion. Each numerical ranking will be multiplied by the weighted value below. A total point value for each submittal will be determined by the composite evaluation of the Selection Committee. The team with the highest overall point total will be ranked first.

NOTE: Total Maximum Points Possible assumes that a team receives a best rank of 10 on all criteria.

Criteria Weight Max Total

Project Cost 30 10 300

Project Approach 20 10 200

Experience/Quality of Work 20 10 200

Qualifications 20 10 200

Total Max Points 600

6.3 SELECTION NOTICE – Upon approval of bid award, notice will be posted on BidNet. All vendors who were solicited with receive a notification via email regarding Bid Results and Award

Notice.

ATTACHMENT A

SIGNATURE PAGE

CITY OF PEORIA

P R O P O S A L

The executing of this form certifies understanding and compliance with the total bid package.

PROPOSAL SUBMITTED BY:

Respondent

Address

City State Zip Daytime Telephone #

Contact Person Email Address

Name of Authorized Agent or Officer Title

Signature of Authorized Agent or Officer

Date

ATTACHMENT B

REFERENCES FORM

List below businesses or other organizations for whom you have provided comparable services within the last three year:

Offeror’s Name: ___________________________

1. Organization: _______________________________________________________

Address: ___________________________________________________________

City, State, Zip Code: _________________________________________________

Telephone Number: __________________________________________________

Contact Person: _____________________________________________________

Date of Project: _____________________________________________________

E-Mail Address: _____________________________________________________

2. Organization: _______________________________________________________

Address: ___________________________________________________________

City, State, Zip Code: _________________________________________________

Telephone Number: __________________________________________________

Contact Person: _____________________________________________________

Date of Project: _____________________________________________________

E-Mail Address: _____________________________________________________

3. Organization: _______________________________________________________

Address: ___________________________________________________________

City, State, Zip Code: _________________________________________________

Telephone Number: __________________________________________________

Contact Person: _____________________________________________________

Date of Project: _____________________________________________________

E-Mail Address: _____________________________________________________

4. Organization: _______________________________________________________

Address: ___________________________________________________________

City, State, Zip Code: _________________________________________________

Telephone Number: __________________________________________________

Contact Person: _____________________________________________________

Date of Project: _____________________________________________________

E-Mail Address: _____________________________________________________

REFERENCES

ATTACHMENT C

LANDSCAPING LOCATIONS LIST

LANDSCAPED AREA LOCATIONS Maintained by City of Peoria 2025 NOTES Owner

Traffic Corridor 1 Roundabouts Glen Oak & Pennsylvania Roundabout Allen & Hickory Grove Roundabout Allen and Alta Road Roundabout Radnor Road and Alta Lane Roundabout Traffic Circles Russell & Underhill Traffic Circles Maintained by PeoriaCorps-watered by contractor Russell & Bourland Traffic Circles Maintained by PeoriaCorps-watered by contractor Russell & Frink Traffic Circles Maintained by PeoriaCorps-watered by contractor Russell & Garfield Traffic Circles Maintained by PeoriaCorps-watered by contractor Russell & Orange Traffic Circles Maintained by PeoriaCorps-watered by contractor St. James & Garfield Traffic Circles Maintained by PeoriaCorps-watered by contractor St. James & Douglas Traffic Circles Maintained by PeoriaCorps-watered by contractor Traffic Corridor 2 Planters and Hanging Baskets Planters City Hall 4 Planters Fulton Plaza 12 Planters Peoria Police Department 2 Planters Columbia Terrace & University Street 20 Planters Folkers and Humboldt (Trewyn School) 8 Planters Maintained by PeoriaCorps-watered by contractor Sheridan Road and Main Street 16 Planters Hanging Baskets Columbia Terrace 6-poles/12 baskets Futlon Street 8-poles/16 baskets Fulton Plaza 9-poles/18 baskets Main Street 11-poles/22 baskets Sheridan Road 6-poles/12 baskets Armstrong 3-poles/6 baskets NE Randolph Avenue 4-poles/8 baskets Knoxville Triangle 1-poles/2 baskets NE Roanoke Street 2-poles/4baskets Kumpf 1-poles/2 baskets Municipal Building 542 SW Adams 1-poles/2 baskets Gateway Corridor I-74 Sterling and I-74 Landscape beds Washington Street and I-74 Landscape beds Knoxville and I-74 Landscape beds Gateway Corridor Kumpf Median Landscape beds Kumpf and Perry Landscape beds Madison & Abington Traffic median Newman Parkway and Lehman Road Traffic median Maintained by PeoriaCorps-watered by contractor War Memorial Drive and Rockwood Landscape beds War Memorial & Grand Landscape beds Southern Gateway - SW Adams Landscape area near the Jim Thome Sign Maintained by PeoriaCorps-watered by contractor Business Corridor City Hall Landscape beds Fulton Plaza Landscape beds and parking medians and sidewalks Police Department 600 SW Adams Landscape beds and parking medians and sidewalks Municipal Building 542 SW Adams Landscape beds Main and Douglas - Public Parking Greenspace Landscape beds Maintained by PeoriaCorps-watered by contractor Main and University - Public Parking Greenspace Landscape beds PeoriaCorps Firehouse Corridor Fire Training Academy Landscape beds Maintained by PeoriaCorps-watered by contractor Central Fire House 505 NE Monroe Landscape beds ESDA Landscape beds Pocket Parks DuSable Park NW corner of Gwynn and Pryor Maintained by PeoriaCorps-watered by contractor Ben Henry Park SW Corner of Spring and Monroe and Spring and Perry Maintained by PeoriaCorps-watered by contractor Bannon Park Sheridan Road and Columbia Terrace (Armstrong Ellis) Maintanied by PeoriaCorps-watered by contractor Heart of Peoria Park 307 W. Nebraska Avenue Maintained by PeoriaCorps-watered by contractor

ATTACHMENT C

LANDSCAPING LOCATIONS MAPS

Traffic Circles