1774449241416-1f745deb-759953_1747184134.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250123

QUALIFIED VENDOR LIST (QVL) FOR GREEN STORMWATER

INFRASTRUCTURE (GSI) LANDSCAPE MAINTENANCE

Due Date: Wednesday, April 10, 2030

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/154188

PUBLISH DATE: April 10, 2025 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250123

BUSINESS SERVICES DEPARTMENT Page 2 of 40 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Vanessa Guzman

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4375

Attachments:

A - Offer and Acceptance E - 250123 Price Page F - COT Landscape Maintenance Manual_2021 G - GSI MX Guide_v1_2022 H - S2S Annual Report FY 24

BUSINESS SERVICES DEPARTMENT Page 3 of 40

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250123

TITLE: Qualified Vendor List (QVL) for Green Stormwater Infrastructure (GSI) Landscape Maintenance

SUBMITTAL DUE DATE: Wednesday, April 10, 2030 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, April 23, 2025

TIME: 4:00 pm LOCAL AZ TIME

LOCATION: Microsoft Teams

JOIN THE MEETING HERE

Meeting ID: 243 067 896 197 Passcode: UG9yB6Ya

Or Dial in by Phone +1 213-293-2303,,448829284# United States, Los Angeles Find a local number Phone conference ID: 448 829 284#

QUESTIONS SHALL BE DIRECTED TO: Vanessa Guzman

(520) 837-4375 vanessa.guzman@tucsonaz.gov

Posted Date: Thursday, April 10, 2025

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzdmYTRiMDEtMTBiZi00OWYzLTk4NTAtYWE2MjM3YWU5Y2Vh%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22de1302c3-4c28-4ff5-92ab-edd57dfd8a44%22%7d tel:+12132932303,,448829284 https://dialin.teams.microsoft.com/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=448829284

BUSINESS SERVICES DEPARTMENT Page 4 of 40

B. INTRODUCTION

B.1. Summary

The City of Tucson herein referred to as “City,” requests proposals from qualified firms for specialized landscape and other maintenance services for Green Stormwater Infrastructure (GSI) assets located on public property in Tucson.

GSI assets are comprised of inlets and outlets/overflows, earthworks (such as basins, berms, and swales) that contain and direct the flow of water, as well as the vegetation within and adjacent to these features. Maintenance of GSI assets ensures the physical structures and landscaped features designed to capture and use stormwater runoff from hardscape are clear of trash/debris, invasive vegetation, and sediment; and that the rockwork is structurally sound and trees are not blocking pedestrian or vehicle site visibility or access. GSI maintenance requires a holistic and careful approach to ensure the City’s investments in these assets are maintained in a manner that reflects their value as a public resource and part of the City’s infrastructure. Contractors will primarily perform services for the City of Tucson’s GSI Storm to Shade Program (https://tucsonaz.gov/gsi), which is administered by Tucson Water and will follow procedures outlined in the City Storm to Shade Program GSI Maintenance Manual version 1 (2022), pending publication of v.2 (2025) and the City Landscape Maintenance Manual (2021).

The City may award by group or by combination of groups that provide the following services. Proposals will be accepted from vendors for one or more than one group, or any combination of groups. Responses must state which groups service can be provided and with specific reference to contractor experience providing those services. The Scope of Work is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

Group 1 – Routine GSI Landscape and Structure Maintenance

Group 2 – Certified Herbicide Application

Group 3 – Rainwater Harvesting Cistern Maintenance

Group 4 - Consultation, Outreach, Instruction and/or Data Collection

Group 5 – GSI Reconstruction

Group 6 – Manual or Truck Watering

Group 7 – Irrigation System Oversight and Repair

Open and Continuous Solicitation

This solicitation will be open and continuous through April 10, 2030, meaning that the City will accept proposals from prospective offerors at any time through April 10, 2030. The initial submittal period is open through 2:00pm Local AZ Time on May 22, 2025. After the initial submittal period, the City intends to review submissions every three months. Offers may be evaluated sooner or later than 3 months at the City's discretion. Successful offerors will be awarded a contract and placed on the City's Qualified Vendor List for Green Stormwater Infrastructure (GSI) Landscape Maintenance.

B.2. Background

Storm to Shade (S2S) is the City of Tucson’s green stormwater infrastructure (GSI) program, which builds and maintains GSI on public land throughout the City. GSI is defined as landscape features that capture and infiltrate stormwater runoff from impermeable surfaces to support native vegetation. GSI provides a multitude of benefits, including cooling the urban environment; improving soil, air, and water quality; and beautifying communities through the addition of green space. S2S is part of the City of https://tucsonaz.gov/gsi

BUSINESS SERVICES DEPARTMENT Page 5 of 40

Tucson’s comprehensive response to the Climate Emergency declared in 2020 and ongoing drought as a low-cost, sustainable, and effective means of cooling the urban environment while conserving potable and reclaimed water resources.

S2S launched as a pilot program in January 2021 and was made permanent by Mayor and Council in June 2023. The program is funded by a consumption-based fee on residential and commercial Tucson Water customers in the City of Tucson. In FY2024, the fee funded seasonal maintenance for ~500 GSI assets. However, through the S2S Construction Program, new GSI is being built and added to the S2S Maintenance Program annually, in addition to select GSI built by other City departments or partners.

GSI contractors are issued work orders through City of Tucson Hexagon Enterprise Asset Management (EAM) System for seasonal preventative maintenance and follow up visits to conduct specialized GSI maintenance. Contractors report on work accomplished using an app used on contractor-provided devices. Through this work, S2S is building a workforce that can expand and sustain the community’s GSI and urban forest over time and helping create pathways for skilled and well-paid jobs in the green industry. This contract provides predictable, scalable work that helps landscape contractors scale and build capacity. The contract also occasionally provides specialized GSI training to build knowledge and skills in the industry to support GSI over the long-term.

For more information and background visit: https://climateaction.tucsonaz.gov/pages/gsi

B.3. Contact Information

Vanessa Guzman Contract Officer Email: vanessa.guzman@tucsonaz.gov Phone: (520) 837-4375 Department:

Water Department https://climateaction.tucsonaz.gov/pages/gsi mailto:vanessa.guzman@tucsonaz.gov tel:(520)837-4375

BUSINESS SERVICES DEPARTMENT Page 6 of 40

C. SCOPE OF WORK

C.1. Group 1 - ROUTINE GSI LANDSCAPE & STRUCTURE MAINTENANCE

SERVICES

The Contractor shall perform specialized routine landscape and structure maintenance services for existing green stormwater infrastructure (GSI) assets on public properties and rights of way (ROW) following procedures outlined in the City of Tucson GSI Maintenance Manual and Landscape Maintenance Manual. It is expected that the following tasks will be performed on a quarterly Preventative Maintenance (PM) visit, schedule to be provided by the City of Tucson. Additional pertinent details regarding the Scope or follow up work orders will be provided as work is assigned.

The Scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

A. MAINTENANCE OF GSI STRUCTURES

1. Inspect and clear inlets, outlets, basins, and sediment traps of debris and blockages as needed, and remove accumulated sediment to restore the capacity of the structure to collect stormwater.

2. Generate follow-up work orders for work that cannot be completed during PM visit.

3. When sediment cannot be redistributed on site, away from basin bottoms/infiltration areas, Contractor shall be responsible for appropriate disposal of sediment and associated fees.

B. MAINTENANCE OF EARTHWORKS

1. Inspect berms and slopes for signs of erosion.

2. When experienced contractor staff and correctly sized rock are on-site, Contractor shall reinforce or armor berms as necessary to mitigate erosion.

3. If not, Contractor shall generate follow-up work orders for repairs.

C. TREE CARE

1. Perform selective pruning only as needed for tree health or if growth encroaches on pedestrian/bicycle/vehicle rights-of-way or site/sign visibility. If certified arborist is on staff and present, Contractor may make more advanced cuts.

2. Decisions on whether to remove volunteer trees will be made on-site.

3. Remove sediment from root hips/flares at the base of trees.

4. When certified arborist is not present or able to make necessary cut/s, Contractor shall generate follow-up work orders for diseased or damaged trees, or for palm tree trimming where present, by submitting notice per city procedures.

5. Perform all work in accordance with the most recent standards of the International Society of Arboriculture, City of Tucson Codes and Ordinances, and the U.S. Migratory Bird Treaty Agreement.

D. SHRUBS AND GROUND COVER

BUSINESS SERVICES DEPARTMENT Page 7 of 40

1. Perform selective pruning only as needed if/when shrubs or groundcover impede pedestrian or vehicle access or site visibility.

2. Natural plant shape will be maintained for best form and health of the plant, using only hand pruning. No shearing or electric hedge pruners.

3. Generate follow-up work orders for diseased, damaged or missing vegetation for potential replacement using Hexagon EAM.

4. Chemical herbicides and pesticides shall not be used except when specifically directed by Storm to Shade program staff.

E. IRRIGATION SYSTEMS & CISTENS (where applicable)

1. Turn on controllers and visually inspect irrigation system components, which may include controllers, wiring, backflow preventers, pressure regulators, filters, pipes, and/or emitters.

2. If visual inspection reveals that repairs or adjustments are needed, perform those services, or generate follow-up work orders for repairs by submitting notice in Hexagon EAM.

3. Where rainwater harvesting cisterns are present, clean debris from gutters, downspouts, and screens and empty first-flush systems.

4. Where rainwater harvesting cisterns are present, visually inspect and/or clean components, which may include storage tanks, filters, vents, screens, inflow/outflow spigots, backflow preventer, pumps, pipes, and electrical systems. If cistern components need repair or replacement, generate follow-up work orders in Hexagon EAM.

F. TRASH AND DEBRIS CONTROL

1. Trash will be removed from GSI structures and immediate vicinity.

2. Landscape-related debris of appropriate size (3” lengths no thicker than .75” diameter) that can be added as organic mulch may remain on site using the chop and drop method.

3. Landscape-related debris that cannot be added to mulched basins will be removed from the site by the Contractor.

G. INVASIVE VEGETATION CONTROL

1. The GSI features/assets will be kept free of undesired, invasive vegetation, but wildflowers and other native vegetation that enhance wildlife habitat are permitted.

2. Contractor field staff will understand the difference between native and invasive vegetation. Invasive vegetation includes but is not limited to Bermuda Grass, Fountain Grass, Buffelgrass, Russian Thistle, Goat Heads, London Rocket, Amaranth, and Stinknet. (Reference Invasive Plants of the Sonoran Desert: https://sonoraninstitute.org/files/pdf/invasive-species-plant-guide-english-12012001.pdf).

Limited and strategic use of herbicides will only target the vegetation of concern and use practices that protect native and intentionally planted vegetation.

3. Contractor must have an Arizona Department of Agriculture-Pest Management Division Business License and be a Registered Qualifying Party to perform these services with written approval of City Staff. The contractor must agree to practice precautions regarding the use and disposal of these chemicals as regulated by the Environmental Protection Agency (EPA).

https://sonoraninstitute.org/files/pdf/invasive-species-plant-guide-english-12012001.pdf

BUSINESS SERVICES DEPARTMENT Page 8 of 40

4. All personnel applying pesticides and herbicides under this contract shall be in compliance with all rules and regulations of the Arizona Department of Agriculture-Pest Management Division and must provide proof of certification applicable to the work being performed by the Arizona Department of Agriculture-Pest Management Division in the following categories:

• Industrial and institutional: pest management in, on, around or adjacent to a structure not covered by another category; pest management in or on asphalt, concrete, gravel, rocks and similar surfaces, including manholes, not covered by another certification category; pest management of health-related pests wherever found; but excluding anti-microbial pest management and fungi inspection.

• Ornamental and turf: pest management, including invasive vegetation, pests in trees, shrubs, flowers, turf and bare ground, not covered by the right-of-way category, by means other than the use of a fumigant. Excludes any pests within a structure.

• Right-of-way: pest management of pests, including invasive vegetation, in the maintenance of public roads, electric powerlines, pipelines, railway rights-of-way or other similar areas by a means other than use of a fumigant, but excluding pest management in the maintenance of ornamental trees, shrubs and flowers.

5. A weekly and yearly summary report of herbicide and pesticide application activities including, but not limited to the following information, and uploaded to the provided asset management system:

o Date of application o Location of application o Reason for application o Application rate o Application method o Chemical usage forms o Daily list of crew assigned to perform work o Trade names of herbicides and/or pesticides applied o Total amount of herbicides and/or pesticides applied o Map of location shall be included o Yearly report, to include type of Herbicides sprayed and amounts applied

H. RECORDING AND LOGGING WORK

Contractor shall use a digital work reporting system/application Maintenance Checklist (access will be provided by COT) to document all work related to GSI structure and vegetation landscape maintenance.

C.2. GROUP 2 – CERTIFIED HERBICIDE APPLICATION

The Contractor shall perform herbicide application services for existing green stormwater infrastructure (GSI) assets where invasive or unwanted vegetation is negatively impacting the asset and manual control is not successful, and to stumps of unwanted volunteer trees to prevent stump-sprouting, only

BUSINESS SERVICES DEPARTMENT Page 9 of 40 on public properties and rights of way (ROW), and following procedures outlined in the City of Tucson GSI Maintenance Manual.

Additional pertinent details regarding the Scope will be provided as work is assigned.

The Scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

A. Contractor field staff will understand the difference between native and invasive vegetation.

Invasive vegetation includes but is not limited to Bermuda Grass, Fountain Grass, Buffelgrass, Russian Thistle, Goat Heads, London Rocket, Amaranth, and Stinknet. (Reference Invasive Plants of the Sonoran Desert: https://sonoraninstitute.org/files/pdf/invasive-species-plant-guide-english-12012001.pdf). Limited and strategic use of herbicides will only target the vegetation of concern and use practices that protect native and intentionally planted vegetation.

B. Contractor must have an Arizona Department of Agriculture-Pest Management Division Business License and be a Registered Qualifying Party to perform these services with written approval of City Staff. The contractor must agree to practice precautions regarding the use and disposal of these chemicals as regulated by the Environmental Protection Agency (EPA).

C. All personnel applying pesticides and herbicides under this contract shall be in compliance with all rules and regulations of the Arizona Department of Agriculture-Pest Management Division and must provide proof of certification applicable to the work being performed by the Arizona Department of Agriculture-Pest Management Division in the following categories:

• Industrial and institutional: pest management in, on, around or adjacent to a structure not covered by another category; pest management in or on asphalt, concrete, gravel, rocks and similar surfaces, including manholes, not covered by another certification category; pest management of health-related pests wherever found; but excluding anti-microbial pest management and fungi inspection.

• Ornamental and turf: pest management, including invasive vegetation, pests in trees, shrubs, flowers, turf and bare ground, not covered by the right-of-way category, by means other than the use of a fumigant. Excludes any pests within a structure.

• Right-of-way: pest management of pests, including invasive vegetation, in the maintenance of public roads, electric powerlines, pipelines, railway rights-of-way or other similar areas by a means other than use of a fumigant, but excluding pest management in the maintenance of ornamental trees, shrubs and flowers.

D. A weekly and yearly summary report of herbicide and pesticide application activities including, but not limited to the following information, and uploaded to the provided asset management system:

o Date of application o Location of application o Reason for application o Application rate o Application method

BUSINESS SERVICES DEPARTMENT Page 10 of 40 o Chemical usage forms o Daily list of crew assigned to perform work o Trade names of herbicides and/or pesticides applied o Total amount of herbicides and/or pesticides applied o Map of location shall be included o Yearly report, to include type of Herbicides sprayed and amounts applied

E. RECORDING AND LOGGING WORK: Contractor shall use Hexagon EAM- a digital work reporting system/application -Maintenance Checklist (access will be provided by COT) to document all work related to GSI herbicide application.

C.3. GROUP 3 – RAINWATER HARVESTING CISTERN MAINTENANCE

Contractor shall maintain, repair, and/or install replacement rainwater harvesting cistern components, which may include storage tanks, filters, vents, screens, inflow/outflow spigots, backflow preventer, pumps, pipes, and electrical systems.

Additional pertinent details regarding the scope will be provided as work is assigned.

The scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

C.4. GROUP 4 – CONSULTATION, OUTREACH, INSTRUCTION, AND/OR DATA

COLLECTION

Contractor shall provide one or more of the following services:

A. Work with City representatives and citizen working groups to refine Best Management Practices (BMPs) for maintenance of GSI, as well as design of GSI that leads to ease and efficiency of maintenance.

B. Conduct outreach activities to support long-term GSI Maintenance and/or reconstruction, such as creating and/or distributing door hangers, preparing and/or delivering surveys, developing and/or facilitating neighborhood charrettes to ascertain residents’ needs and preferences.

C. Provide facilitation of, and/or instruction for GSI maintenance with volunteers, other contractors, and/or municipal staff.

D. Perform asset inventory and/or pre-defined, data collection from GSI sites to support best management practices related to routine maintenance, irrigation, stormwater infiltration, ambient temperature change, vegetation growth and/or health, and/or sediment accumulation. Where the City has installed/approved installation of monitoring equipment, perform the following potential activities: verify presence of equipment and inspect equipment.

Additional pertinent details regarding the Scope will be provided as work is assigned.

The Scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

BUSINESS SERVICES DEPARTMENT Page 11 of 40

C.5. GROUP 5 – GSI Reconstruction

Contractor shall perform GSI reconstruction to repair or restore broken, damaged, or non-functional earthworks (such as sediment traps, check dams, berms, basins) and/or hardscape (such as inlets, outlets, overflows) using concrete, rock or other material. Contractor may also perform earth moving services involving skid-steer, backhoe, or other suitable equipment, and/or manual or mechanical sediment removal from GSI features.

Additional pertinent details regarding the scope will be provided as work is assigned.

The scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

C.6. GROUP 6 - MANUAL OR TRUCK WATERING

Contractor shall provide manual or truck watering of vegetation, and/or installation of ollas or other water supplementation methods. Assurance that the contract prescribed amount and frequency of watering shall be provided.

Additional pertinent details regarding the scope will be provided as work is assigned.

The scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

C.7. GROUP 7 – IRRIGATION SYSTEM OVERSIGHT AND/OR REPAIR

Contractor shall provide services to maintain, repair, and/or oversee irrigation systems and schedules, primarily during GSI features' establishment phase.

Additional pertinent details regarding the scope will be provided as work is assigned.

The scope is based on anticipated needs and available funding. The City reserves the right to adjust the scope on an as-needed, if-needed basis.

Contractor shall provide one or several of the following services:

A. Repair all parts of GSI irrigation systems, including backflow preventers, whether controlled by a central box or Hunter Nodes, and in coordination with City Parks & Recreation Department staff or other City or Storm to Shade GSI maintenance contractors.

B. Perform annual backflow preventer inspections, including preparing any required reporting.

C. Coordinate with Storm to Shade or Tucson Water staff to oversee the landscape establishment phase for newly constructed GSI project areas, including setting, monitoring, and adjusting irrigation schedules (using various irrigation controller brands) through annual seasonal and climatic change.

BUSINESS SERVICES DEPARTMENT Page 12 of 40

D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

BUSINESS SERVICES DEPARTMENT Page 13 of 40

Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 14 of 40

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

BUSINESS SERVICES DEPARTMENT Page 15 of 40

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

BUSINESS SERVICES DEPARTMENT Page 16 of 40

D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

BUSINESS SERVICES DEPARTMENT Page 17 of 40

E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Qualifications & Experience

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

BUSINESS SERVICES DEPARTMENT Page 18 of 40

E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 19 of 40

E. The form of relief requested.

BUSINESS SERVICES DEPARTMENT Page 20 of 40

F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach In your responses, please include reference to the specific experience as listed in the Scope of Work for each Group you are applying for.

A. Describe your business’ ethic and approach to maintaining green stormwater infrastructure (GSI). If you have not previously maintained GSI, explain your how your approach supports the City’s standards for landscape maintenance (see Summary and Background sections and any attachments). (limit 300 words).

B. Describe your firm’s best practices for GSI maintenance. If you have not worked on GSI, describe you landscaping best practices or best practices for other groups for which you are applying (limit 300 words).

C. Describe internal quality control and cost control measures or procedures, including staff training and quality control/assurance.

D. Describe whether you provide on-call and/or after-hours services, including any additional fees or special procedures.

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 21 of 40

2. Qualifications and Experience

For all Groups for which you are applying:

A. Identify the maintenance manager and key staff and list any relevant certifications, qualifications, and experience as they relate to these services (i.e. licensed arborist, certified herbicide applicator, etc). If submitting for Group 1 (if applicable) and/or Group 2, please provide your Arizona Department of Agriculture- Pest Management Division Business License and Registered Qualifying Party and provide proof of certification by the Arizona Department of Agriculture- Pest Management Division for the categories listed. If submitting for Group 1, provide arborist certification for any certified employees.

B. Provide a brief description of previous/ongoing GSI maintenance or similar work performed, including two (2) to three (3) clients/agencies as references, dates of those contracts, and contact information.

C. Describe your business’ experience using smartphone or tablet applications to submit work-related data or information.

Include what type of mobile devices your business owns or requires your staff to use.

BUSINESS SERVICES DEPARTMENT Page 22 of 40

3. Price Proposal

Provide price proposal as requested on the Price Page attached herein, listed for each proposed Group and listed as cost per hour.

If your business owns large equipment required for any of the Groups for which you are applying, list those on the price page.

BUSINESS SERVICES DEPARTMENT Page 23 of 40

G. SPECIAL TERMS AND CONDITIONS

G.1. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

G.2. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage

G.3. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

G.4. TERM AND RENEWAL

The Contractor agrees that the City of Tucson shall have the right, at its sole option, to renew the Contract for up to four (4) additional one-year periods or portions thereof. In the event that the City exercises such rights, all terms, conditions and provisions of the original Contract shall remain the same and apply during the renewal period with the possible exception of price and minor scope additions and/or deletions.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage

BUSINESS SERVICES DEPARTMENT Page 24 of 40

H. INSURANCE REQUIREMENTS

H.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

H.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

H.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

H.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $500,000

D. Disease Policy Limit: $500,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

BUSINESS SERVICES DEPARTMENT Page 25 of 40

H.5. Environmental & Hazardous Waste

Each Claim: $1,000,000

Annual Aggregate: $3,000,000

**Required for Groups 1 and 2 only**

H.6. Policy Change Notice

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

H.7. Additional Insured

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

H.8. Claims-Made Coverage

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the…