2026_Annual_Grounds_Maintenance_Scope_of_Work.pdf
PDF 225 KB Posted
- Attached to
- Annual Grounds Maintenance
- Solicitation number
- RFQ-2026-002
- Issued by
- Hamilton County, Indiana
About this file
This is a Scope of Work document issued by the City of Carmel Utilities Department in Hamilton County, Indiana, for 2026 Annual Grounds Maintenance services across 24 water operations facilities. The scope encompasses weekly mowing and trimming at 3-inch height during the growing season (approximately March through October), edging of concrete surfaces at least twice during the growing season, shrub pruning at specified locations in April and October, and fall cleanup including mulching of leaves and debris. An in-person property evaluation is scheduled for March 6, 2026, at 1:00 pm with Ian Keesling, the point of contact. Sealed quotes are due by 9:00 am local time on Wednesday, March 18, 2026, submitted electronically through the City's e-Procurement Portal, with public quote opening at 10:00 am the same day. Questions must be submitted by 4:00 pm on Friday, March 13, 2026. The contract will be awarded to the lowest responsive and responsible quoter, with quotes remaining valid for 60 days following submission, and the successful quoter must sign all necessary contract documents within five business days of award notification.
Quoters must provide fixed pricing for each facility, specify designated service days and approximate crew size, and detail procedures for service coverage during adverse weather or staffing issues. Required submissions include an Insurance Certificate, W-9 Form with payment remittance information, three professional references, E-Verify affidavits, and notarized non-collusion affidavits. Monthly invoicing is required, broken down by location and service type, sent to wtpbilling@carmel.in.gov. Work may be coordinated outside normal business hours (Monday-Friday, 7:30 am-4:00 pm) with access keys provided as needed. Contractors must comply with fueling restrictions in well areas, require employees to wear company apparel with applicable safety equipment, and meet Indiana E-Verify requirements and debarment certifications. No specific budget or incumbent contractor information is identified in the solicitation documents.
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Text version
Water Treatment 4915 E 106th St. Carmel, IN 46280 | OƯice: (317) 571-4141
2026 ANNUAL GROUNDS MAINTENANCE SCOPE OF WORK
In-Person Evaluation of Properties: March 6, 2026, at 1:00pm w/Ian Keesling
Water Treatment Plants, Pumping Stations and Operational Facility
Mowing & Trimming o Performed weekly during growing season at a 3-inch height o All hard surfaces and landscape beds shall be blown free of clippings
Edging o All concrete surfaces in lawn areas including walks, drives and curbing at least 2 times through growing season Shrub Pruning o Completed 2 times during the growing season in April and October at Plant 5 & Booster 1 only. Clippings will need to be disposed of by contractor
Fall Cleanup o Mulching leaves and debris from all turf areas
Production Wells & 111th Easement
Mowing & Trimming o Performed weekly during growing season at a 3-inch height o All hard surfaces and landscape beds shall be blown free of clippings
Fall Cleanup o Mulching leaves and debris from all turf areas
Point of Contact
Ian Keesling | Cell: (317) 606-0005 | ikeesling@carmel.in.gov
Restrictions
NO fueling or re-fueling in well areas
Requirements to be included in quote
Insurance Certificate W-9 Form and Payment remittance information 3 Professional References o Business Name (if applicable) o Contact Name and Phone number o Years of Service
Fixed pricing should be provided for each facility listed in the “City of Carmel Water Operations Annual Mowing & Landscaping Addresses” o On-Site walkthroughs will be scheduled so that specific details of each location are identified.
Growing season is dependent on when the weather changes in spring and fall.
(Approximately March through October)
Designated day(s) of the week should be provided for when services will be provided.
o Locations are visited daily by Carmel staƯ, and any issues will be submitted to Ian to address with contractor o Provide the approximate number of crew members needed to complete the work on the designated day(s)
Describe how services will be covered if the weather or staƯing is a factor Company apparel should be worn, in addition to the applicable safety equipment needed to complete tasks.
Invoicing
Invoices can be sent to wtpbilling@carmel.in.gov Invoices should be sent monthly and broken down by locations and services provided.
Business Hours
Monday-Friday 7:30 AM – 4:00 PM
Work may be coordinated with Utility to be completed outside of normal business hours o Key will be provided for access
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