2026118.pdf

Notice of Solicitation

Request for Proposals:

Weed Abatement and Landscaping Services-As Needed

Solicitation Number: 2026118

RFP Issue Date: October 1, 2026

RFP Due Date and Time: October 28, 2026 – 3:00 P.M. Local Arizona Time

Online Submittals: City of Mesa Vendor Self Service (VSS) –https://vendor.mesaaz.gov/ See enclosed submitta l instruct ions

Last Day for Questions: October 19, 2026 – 11:00 A.M. Local Arizona Time

Pre-Proposal Conference: October 13, 2026 – 9:00 A.M. Local Arizona Time

Notice is hereby given that sealed proposals will be received by the Procurement Services Division, City of Mesa, until the date and time cited above. Responses received by the correct date and time will be opened publicly and read aloud by the Procurement Services Procurement Administrator (or designated representative).

To join the response reading at 4:00 P.M. local Arizona time on the due date via Microsoft Teams, please use the following link: Proposal Opening Microsoft Teams Link

Teleconference Number: 480-535-7460; Conference ID: 859 170 511#

Questions concerning this Solicitation should be submitted in writing through the City of Mesa’s Procurement Services Website Vendor Self Service portal at https://vendor.mesaaz.gov/ or by email to the following Procurement contacts or their designees:

Jess Romney, NIGP-CPP, CPPB Martin Amaya Procurement Supervisor Procurement Specialist Phone: 480-644-5798 Phone: 480-644-3261 Jess.Romney@MesaAZ.gov Martin.Amaya@MesaAZ.gov

NOTE: THE CITY OF MESA PUBLISHES ITS SOLICITATIONS, ATTACHMENTS, AND ADDENDA ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS: https://vendor.mesaaz.gov/

Current contracts and related information are available for viewing and/or downloading at:

http://apps.mesaaz.gov/purchasingcontracts/Search

All vendors wishing to conduct business with the City are required to register and maintain all information used for the notification of Solicitation opportunities and issuance of payment in the Vendor Self Service (VSS) system. To register and view additional vendor information, go to https://vendor.mesaaz.gov/ https://vendor.mesaaz.gov/ https://teams.microsoft.com/meet/282352342953362?p=Q15tMLKu1DNhAfK2Cv https://vendor.mesaaz.gov/ mailto:Jess.Romney@MesaAZ.gov mailto:Martin.Amaya@MesaAZ.gov https://vendor.mesaaz.gov/ http://apps.mesaaz.gov/purchasingcontracts/Search https://vendor.mesaaz.gov/

2026118

TABLE OF CONTENTS

PAGE

NOTICE

TABLE OF CONTENTS

SECTIONS:

SECTION 1: ADMINISTRATIVE REQUIREMENTS / INSTRUCTIONS

SECTION 2: SCOPE OF WORK

SECTION 3: FORMAT AND SUBMITTAL REQUIREMENTS

SECTION 4: EVALUATION CRITERIA AND PROCEDURES

SECTION 5 – ATTACHMENTS:

ATTACHMENT A – PRICING

ATTACHMENT B – REQUIRED RESPONSE FORMS

ATTACHMENT C – RESPONSIBILITY QUESTIONNAIRE

ATTACHMENT D – SUPPLIER SUSTAINABILITY QUESTIONNAIRE

ATTACHMENT E – SITE LIST

ATTACHMENT F – SAMPLE SITE MAPS

ATTACHMENT G – WELL SITE & SAMPLE STATION PROHIBITED CHEMICALS

SECTION 6 – EXHIBITS:

EXHIBIT 1 – DRAFT AGREEMENT

SECTION 1

ADMINISTRATIVE OVERVIEW /INSTRUCTIONS

1.1 OVERVIEW

The City of Mesa (hereinafter “City”) has issued this Request for Proposal (“RFP”) to solicit proposals from qualified and experienced firms (hereinafter “Respondent”) that can provide Weed Abatement and Landscaping Services-As Needed.

Please read the entire Solicitation package and submit the proposal in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the proposal.

Responses must be in the actual possession of the Procurement Services Division Office and submitted electronically, on or before the exact date and time indicated. Late submittals shall not be considered under any circumstances.

1.2 INSTRUCTIONS FOR PREPARING AND SUBMITTING RESPONSE

Respondents must submit their responses electronically. Any Respondent needing assistance or guidance using the online Vendor Self Service (VSS) portal may contact the Procurement Officer/Supervisor. Do not wait until the last day to submit a response. Start early so we can fix any issues before trying to submit a response. ALL RESPONDENTS ARE ENCOURAGED TO REVIEW INSTRUCTIONS FOR HOW TO RESPOND TO A SOLICITATION available under Download Vendor Forms in the online VSS portal. Respondents shall provide their Responses in accordance with the following form and content requirements:

a. Responses shall be submitted through the City of Mesa’s Procurement Services Website at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity.

Submissions submitted elsewhere or under the wrong Solicitation will not be considered.

b. Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response.

c. Responses should be specific to the Solicitation and present details on all requested information in a concise manner.

1.3 PROCUREMENT CONTACT

The individual(s) listed on Page 1, Notice (referred to as the “Procurement Contact”) is responsible for the conduct of this procurement. The individual(s) is the only person who is authorized to speak or act on behalf of the City with respect to this RFP. Throughout this RFP process, Respondents shall NOT contact or communicate with any other City employees regarding this procurement. Any violation of these requirements by a Respondent may constitute grounds for immediate disqualification from this procurement.

1.4 PROCUREMENT SCHEDULE

The City will make every effort to adhere to the schedule below. All times are local Arizona time.

Note: This schedule is subject to change by the City at any time.

ACTIVITY DATE & TIME

Solicitation Issued 10/1/2026

Pre-Proposal Meeting 10/13/2026 @ 9:00 AM

Deadline for Submitting Questions (by Respondent) 10/19/2026 By 11:00 AM

Solicitation Response Due Date 10/28/2026 By 3:00 PM

Anticipated Award Date January 2027

Anticipated Start Date of Contract 5/1/2027

1.5 PRE-PROPOSAL MEETING

A pre-proposal meeting will be conducted to provide an overview of the RFP process, and essential information regarding the proposals required in this procurement. This meeting is NOT mandatory, but the City encourages Respondents to attend to gain a better understanding of the scope, the evaluation approach, and submittal documents.

Link: Pre-Proposal Meeting Microsoft Teams Link Dial-In Number: 480 535-7460 Meeting ID: 388 752 510#

1.6 QUESTIONS AND COMMUNICATION

Respondents are expected to promptly review this RFP document, including all exhibits, appendices, attachments, submittals, and any addenda. If a Respondent finds discrepancies, errors, or omissions, or should there be any doubt as to the true meaning of anything in the RFP, the Respondent shall submit a question to clarify this information. The City shall not be responsible for any misunderstanding on the part of the Respondent concerning this RFP.

All questions or clarifications shall be submitted in writing through the City of Mesa’s Procurement Services Vendor Self Service portal at https://vendor.mesaaz.gov/. Questions or clarifications shall be submitted no later than the date and time set out in Section 1.4. Questions received less than seven (7) calendar days before the due date may be answered at the discretion of the City. The question(s) submitted should specify the RFP section, page number, and topic to be clarified.

1.7 AMENDMENTS

The Procurement Contact may issue addenda or amendments to this RFP, respond to Respondents’ questions, or provide clarification to information stated within this RFP. All amendments will become part of this RFP and will be deemed to have been considered by the Respondent in its Proposal. Respondents shall not rely upon any statements made by any person, other than statements issued through an amendment. It is the responsibility of the Respondent to ensure all amendments are received and considered in the proposal.

Amendments will be posted online at the City’s Procurement Services Website or the Self-Service https://teams.microsoft.com/meet/235007548170904?p=fqaijFb043QEhvmnhW portal. Contractors are cautioned to check the Procurement Services Website or the Self-Service portal for addenda before submitting their Response. The City will not be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City and Respondents are cautioned not to rely on any such changes. Verbal clarifications shall not be binding. Failure to acknowledge receipt of an addendum may result in disqualification of a Response.

1.8 DISCLOSURES

a. RESPONSE FIRM TIME: Responses shall remain firm and unaltered after opening for one hundred eighty (180) Days unless the time is extended or amended as agreed upon by Respondent and the City. Examples of where an extension or amendment may be necessary include but are not limited to: (i) contract negotiations with selected Respondent; (ii) submission of a Best and Final Offer by Respondent; (iii) City needing additional time to review responses. The City may accept the Response, subject to successful contract negotiations, at any time during this period.

b. LOBBYING PROHIBITION: Any communication regarding this Solicitation for the purpose of influencing the process or the award, between any person or affiliates seeking an award from this Solicitation and the City including, but not limited to, City Council, City employees, and consultants hired to assist the City in the Solicitation, is prohibited.

This prohibition is imposed from the time of the first public notice of the Solicitation until the City cancels the Solicitation, rejects all Responses, awards a contract, or otherwise takes action that ends the Solicitation process. This section shall not prohibit public comment at any City Council meeting, study session, or City Council committee meeting.

This prohibition shall not apply to Respondent-initiated communication with the contact(s) identified in the Solicitation or City-initiated communications for the purposes of conducting the procurement including, but not limited to, vendor conferences, clarification of Responses, presentations if provided pursuant to the Solicitation, requests for Best and Final Responses (as set forth in the City Procurement Rules), contract negotiations, protest/appeal resolution, or surveying non-responsive vendors.

Violations of this provision shall be reported to the Procurement Administrator. Persons violating this prohibition may be subject to a warning letter or rejection of their Response depending on the nature of the violation.

c. LAWFUL PRESENCE IN THE UNITED STATES: Arizona Revised Statutes § 1-501 and § 1-502 require all persons who will be awarded a contract (a Public Benefit as defined in 8 U.S.C. § 1621) must demonstrate they are lawfully present in the United States. A person under the statute is defined as a natural person and therefore excludes Limited Liability Companies, Corporations, Partnerships, or other similar types of business entities as indicated on a W-9 form.

Individuals (natural persons) or Sole Proprietorships must complete the affidavit in the “Required Response Forms” section of this Solicitation. Respondents who fail to provide a completed affidavit and fail to provide the necessary documentation may be deemed non-responsive.

Additionally, Arizona Revised Statutes Section 1-504 requires the City, for Respondents who are natural persons or Sole Proprietorships and not United States citizens or nationals, use the systematic alien verification for entitlements program that is maintained by the United States Citizenship and Immigration Services, or any successor program that is designated by the United States Department of Homeland Security, in order to verify the validity of the necessary documentation and to verify the person’s eligibility for benefits.

d. COMMENCEMENT OF WORK: If a Respondent begins any billable work before the City’s final approval and execution of the contract, Respondent does so at its own risk.

e. RESPONSIBILITY TO READ AND UNDERSTAND: Failure to read, examine, and understand the Solicitation and any of its addenda will not excuse any failure to comply with the requirements of the Solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation. The City is not responsible for and will not pay any costs associated with the preparation and submission of a Response. Respondents are cautioned to verify their Responses before submission, as amendments to or withdrawal of Responses submitted after the time specified for the opening of Responses may not be considered. The City will not be responsible for any Respondent errors or omissions.

f. SPECIFICATIONS: Technical specifications define the minimum acceptable standard. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. If a Respondent wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product, which is determined at the City’s sole discretion. Equivalent products will be considered upon showing the other product meets the stated specifications and is equivalent to the brand-name product in terms of quality, performance, and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration.

Minor differences that do not affect the suitability of the supply or service for the City’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent. The City reserves the right to reject Responses that the City deems unacceptable for any reason.

g. MODIFICATION/WITHDRAWAL OF RESPONSE: Written requests to modify or withdraw a Response received by the City before the scheduled opening time for Responses will be accepted and will be corrected after the Response due date and time. No oral requests will be allowed. Requests must be addressed and labeled in the same manner as the Response and marked as a MODIFICATION or WITHDRAWAL of the Response. Requests for withdrawal after the Response Due date and time will only be granted upon proof of undue hardship and may result in the forfeiture of any Response security. Any withdrawal after the Response due date and time shall be allowed solely at the City’s discretion.

h. DEBARMENT DISCLOSURE: If the Respondent has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government or agency, or if any such preclusion from participation from any public procurement activity is currently pending, the Respondent shall include a letter with its Response identifying the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances must be provided by the Respondent, including the details enumerated above. A Response from a Respondent who is currently debarred, suspended, or otherwise lawfully prohibited from any public procurement activity may be rejected. Failure of a Respondent to disclose a debarment or suspension in accordance with this Section may result in the Response being disqualified for an award of the Solicitation.

i. RESERVATIONS: The City reserves the right to reject any or all Responses or any part thereof;

to re-issue the Solicitation; to reject non-responsive or non-responsible Responses; to reject unbalanced Responses; to reject Responses where the terms, prices, or awards are conditioned upon another event; to reject individual Responses for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, informalities, technicalities or form errors in any Response; to conduct exclusive or concurrent negotiations of any terms, conditions, or exceptions taken by a Respondent or the terms of any agreement/document a Respondent would require the City to sign should Respondent be awarded a contract; and to reject Responses that are outside the City’s budgeted amount for the materials or services that are the subject of the Solicitation. The City may seek clarification of the Response from Respondent at any time, and failure to respond is cause for rejection. Submission of a Response confers no right to an award or a subsequent contract. The City is charged by its Charter to make an award that is in the best interest of the City. All decisions on compliance, evaluation, terms, and conditions shall be made solely at the City’s discretion and made to favor the City. No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

j. EXCEPTIONS TO A SOLICITATION: Changes to the Solicitation document requested by a

Respondent may not be acknowledged or accepted by the City. Award or execution of a contract does not constitute acceptance of a changed term, condition, or specification in the Solicitation unless specifically acknowledged and agreed to by the City. The copy of the Solicitation, including all addenda maintained and published by the City, shall be the official Solicitation document. Any exception to the Solicitation must be set forth in the “Exceptions” portion of the Response; any exceptions not indicated in the “Exceptions” portion of the Response will be deemed rejected by the City, void and of no contractual significance. The City reserves the right to: (i) reject any or all exceptions requested by a Respondent; (ii), determine a proposal non-responsive due to the exception(s) made by Respondent; (iii) enter into negotiations with a Respondent regarding any of the Respondent’s exceptions, or (iv) accept any or all of a Respondent’s exceptions outright.

k. COPYING OF RESPONSES: The Respondent hereby grants the City permission to copy all parts of its Response including, without limitation, any documents and/or materials copyrighted by the Respondent. The City’s right to copy shall be for internal use in evaluating the Response.

l. CONTRACTOR ETHICS: Contractors doing business with the City shall adhere to the

Procurement Ethics Standards, Article 7 of the Procurement Rules. It is the policy of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors. The failure of a Respondent or Contractor to meet the ethical standards may result in the disqualification of an award under the Solicitation or the termination of a contract with the City.

To achieve the purpose of this Section, it is essential Respondents and Contractors doing business with the City observe the ethical standards prescribed herein and in the City Charter, Code Procurement Rules, and Management Policy 200. It shall be a breach of ethical standards to:

i. Exert any effort to influence any City official, employee, or agent to breach the standards of ethical conduct.

ii. Intentionally invoice any amount greater than provided in a contract or invoice for materials or services not provided.

iii. Intentionally offer or provide sub-standard materials or services or intentionally not comply with any term, condition, specification, or other requirements of a City contract.

m. GIFTS: The City will accept no gifts, gratuities, or advertising products from Respondents or prospective Respondents and affiliates. The City may request product samples from Respondents solely for the purpose of product evaluation.

n. COST JUSTIFICATION: In the event that only one Response to the Solicitation is received, the City may require the Respondent to submit a cost offer in sufficient detail for the City to perform a cost/price analysis to determine if the Response price is fair and reasonable.

o. CONTRACT NEGOTIATIONS AND ACCEPTANCE: Respondent must be prepared for the City to accept the Response as submitted. If Respondent fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award and may begin negotiations with another Respondent. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

SECTION 2

SCOPE OF WORK

This Scope of Work will be compiled into any resulting contract as Exhibit A.

2.1 OVERVIEW / INTENT

The City of Mesa is soliciting Request for Proposal (RFP) responses from qualified and experienced vendors to provide Weed Abatement and Landscaping Services-As Needed.

2.2 MINIMUM QUALIFICATIONS

Contractor must be licensed by the State of Arizona Office of Pest Management and qualified by a minimum of three (3) years’ experience in performing these services for larger organizations, adequate financing, equipment, and personnel to do the work called for in this Request for Proposal (RFP). Contractor shall demonstrate they have conducted business for three (3) continuous years as a landscape maintenance contractor. This will be demonstrated in part by submitting a completed Responsibility Questionnaire (Attachment C) along with the Required Response Forms (Attachment B).

2.3 TERM & RENEWALS

This Solicitation is for awarding a firm, fixed-price purchasing contract to cover a three (3) year term and may be renewed up to a maximum of two (2) years.

2.4 SCOPE OF WORK / DETAILED REQUIREMENTS

A. GENERAL

The City of Mesa Water Resources Department is seeking a qualified Contractor(s) to perform various methods of weed abatement, tree and shrub trimming, and removal of debris, weeds, and dead vegetation. Services shall be on an “as needed” basis. Properties consist of City Well Sites, Booster Stations, Lift Stations, City utility easements, and other related facilities. The City does not guarantee any minimum or maximum amount of work for the Contractor(s).

1. The Contractor shall be able to provide personnel who have been fully trained in all phases of weed abatement services and have applicable licenses per the Scope of Work.

Contractor’s personnel should also have familiarity with all types of components including weed spraying equipment, chemical handling procedures, and mechanical weed removal equipment. The Contractor and staff shall have expertise and experience in weed abatement management and landscape services.

2. Contractor shall submit a treatment log with each invoice identifying the location of treatment, the treatment used to include MSDS sheets, the sq. ft. treated, and any comments and notations specific to the services provided at that site.

3. The City reserves the right to award the contract to more than one vendor for the “as needed” services.

4. Although this solicitation is for weed abatement and landscape services, the majority of the contract will be for weed abatement. This is not a landscape maintenance contract.

These services will be on an “as-needed” basis only and by request.

B. WEED CONTROL

Chemical spraying must be performed in accordance with the State of Arizona Office of Pest Management’s Rules and Regulations (azda.gov). The Contractor is required to be properly licensed for the specific Herbicide(s) utilized. The Contractor shall use only properly certified and trained personnel and equipment for routine weed control and spraying. The Contractor is responsible for providing the name and phone number of their Qualifying Party to the Landscape Maintenance Monitor/Coordinator.

1. State law requires records to be kept of all Herbicides used. The Contractor shall maintain such records as required and shall provide the City with copies of each report within twenty-four (24) hours after application.

2. Weeds shall be controlled using one or both of the following methods:

a. Pre-emergent / Post-emergent: The City would prefer the use of green/environmentally friendly products in place of traditional herbicides where practical. The Contractor shall propose EPA Safer Choice-certified or equivalent green alternatives along with the MSDS sheets with their response, that are effective and safe.

Pre-emergents or Post-emergents that are applied at a well site or sample station cannot contain any of the chemicals listed on Attachment G.

b. Pre-emergent (may be granular or liquid based). If granular based, application cost shall include post application watering if rainfall does not occur within thirty (30) days of application. Post watering amount will be in accordance with the manufacturer’s recommendation. City shall receive a credit if post watering of granular based pre-emergent is not required:

3. Mechanical weed control: When and were indicated there shall be no applying of herbicides. Manual weed removal shall be performed in these areas.

C. LANDSCAPING SERVICES

1. Shrugs and Hedges Upon request only: All shrub and hedge trimming shall conform to ANSI A300, the American National Standard for Tree Care Operations-Tree, Shrub and other Woody Plant Maintenance-Standard Practices and be performed in such a manner as to encourage and maintain the healthy growth and vigor of the plant. The labor, equipment, and materials required for trimming service shall be priced in the extra work section of this RFP.

a. Shrubs and hedges shall be trimmed in such a manner that they present a pleasing appearance and do not obstruct the vision from building windows or the vision of vehicle drivers.

b. Any dead plant material, detached or not, shall be reported and removals shall be approved by the City, in writing, before the Contractor begins any work.

c. Any bubbler or drip emitter for a removed plant will be capped.

d. All debris accumulated from these services shall be removed by the Contractor during the same working day.

e. Plants damaged as a direct result of storm, wind, accident or vandalism shall be removed and/or replaced when requested and shall be priced in the extra work section of this RFP

2. Tree Service Upon request only: All tree maintenance shall conform to ANSI A300, the American National Standard for Tree Care Operations-Tree, Shrub and other Woody Plant Maintenance-Standard Practices and be performed in such a manner as to encourage and maintain the healthy growth and vigor of the plant. The labor, equipment, and materials required for tree services shall be priced in the extra work section of this RFP.

a. All tree removals shall be approved by the City, in writing, before the Contractor begins any work. The Contractor shall submit a report on all areas where trees have been removed. The log shall include:

b. Vandalism of trees shall be documented by the Contractor through an incident report.

c. Palm Trees: Upon request only. Trim fronds as needed to maintain upward angle of approximately 35-45 degrees (measured from center line of palm trunk to the ground) to deter hanging fronds that will attract birds for perching. The labor, equipment, and materials required for trimming palm trees shall be priced in the extra work section of this RFP.

D. DISPOSAL OF DEBRIS

All debris and any other waste matter removed from the contract area shall be transported and disposed of in compliance with federal, state, county, and City laws and regulations. All material shall be covered while in transport to prevent spilling.

E. CONTRACT ADDITIONS AND DELETIONS

The City may add or delete sites at any time by change order. The Contractor will be paid for all approved services satisfactorily completed. Pricing for areas added to the contract shall be consistent with pricing for other comparable contract sites.

F. VANDALISM AND VEHICLE ACCIDENTS

If an accident occurs within the contract boundaries or on adjacent property or public right of way, the Contractor shall report the accident to the City within twenty-four (24) hours of discovery. All cases of vandalism shall be reported to the City immediately. The City will review the situation and determine the appropriate course of action.

G. CONTRACTOR RESPONSIBILITIES

Services, unless otherwise noted, shall include furnishing all labor, supervision, equipment, tools, fuel, materials (unless provided by the City in accordance with these documents), insurance, and all other items incidental thereto which are necessary to perform the work as specified, for grounds maintenance.

For the convenience of the City, and only when space is available, the Contractor may be permitted to place a materials storage unit on City property. Any such storage unit so placed shall be removed from City property immediately when requested to do so by the City Representative.

H. CONTRACTOR'S EMPLOYEES

1. Identification Contractor's employees shall be required to wear a clean uniform bearing the Contractor's name. Employees who normally and regularly come into direct contact with the public shall bear some means of individual identification, such as a name tag or identification card. New employees shall be in uniform within ten (10) working days after their start date.

2. Driver's License Employees driving the Contractor's vehicles shall at all times possess and carry a valid vehicle operator's license issued by the State of Arizona, the class of which shall be appropriate for the vehicles operated, in accordance with State law.

3. Conduct Contractor's employees, officers and subcontractors shall not identify themselves as being employees of the City of Mesa. Employees shall conduct themselves in such a manner as to avoid embarrassment to the City of Mesa and shall be courteous to the public. In the event of difficulty with the public, the City shall be notified immediately.

The Contractor shall prohibit the use of intoxicating substances by drivers and crew members while on duty or in the course of performing their duties under this contract.

No employee of the Contractor or any subcontractor who is suspected of being under the influence of intoxicating substances shall be permitted to perform work under this contract.

4. List of Employees The Contractor shall supply the City with a current list of employees assigned to each City contract. The list must include: full names, driver's license number with expiration date, job title, State of Arizona Office of Pest Management applicator's license number and expiration date or any other pertinent or required certification or registration. The list shall be kept current, changes to contract assignments of key personnel must be submitted in writing to City of Mesa within two (2) workdays after implementation. All company officers and employees working on this contract must be listed.

5. Communications Skills It is important that at least one crew member on each work crew be sufficiently proficient in the English language to receive/transmit instructions, interpret chemical washing labels and otherwise communicate with the City personnel.

I. CONTRACTOR'S EQUIPMENT

1. Vehicles and Equipment The Contractor shall provide and maintain during the entire period of this contract, vehicles and equipment sufficient in number, condition and capacity to efficiently perform the work and render the services required by this contract.

a. All vehicles and equipment must be maintained in good repair, and appearance at all times. The City reserves the right to inspect the Contractor's vehicles at any time to ascertain said condition.

b. All portable 2-cycle powered lawn and garden equipment shall have EPA required labeling attached attesting compliance with EPA Phase I emission standards. The Contractor shall use oil recommended by the equipment manufacturer that complies with EPA Phase I standards, and as a minimum, all 2-cycle engines shall use oil of ISO GC grade or better.

c. The Contractor shall furnish the City with a list identifying all equipment to be used in fulfilling this agreement and notify the City of any additions or deletions.

2. Vehicle Identification All vehicles used by the Contractor must be clearly identified with the name of the company and phone number of the local office on each side of the vehicle.

J. WEATHER – SUSPENSION OF WORK

In the event of inclement weather, the Contractor must obtain approval from the City prior to performing any work. The City reserves the right to suspend any or all work due to poor weather conditions or other extreme conditions. The City also reserves the right to authorize the delayed work to be performed at a later date, or the City's Contract Representative may deem it more appropriate to omit the delayed work and resume the normal schedule. The Contractor shall not perform any suspended work without written authorization from the City.

K. PRICING FOR SERVICES

Pricing for all services shall include all equipment, materials, chemicals, application, taxes and labor to perform the specified task. If pricing is per acre, the billing shall be prorated to the nearest one hundredth of an acre (ie. 2.23 acres @ $XX). If pricing is per square foot, the billing shall be prorated to the actual square footage (ie. 1875 sq. ft.). If pricing is per man hour, the billing shall be prorated to the nearest quarter hour (ie. 7.25 hours).

1. Quotes and Invoices must show a breakdown using bid pricing for each task broken down into sq. ft., acres, hourly, etc. The City cannot pay invoices with lump sums.

2. Hourly rates are considered to include all profit, overhead, mobilization and transportation costs.

3. Work requiring only one person will be paid for at the bid pricing. No extra payment will be made for time spent on any job by Contractor's personnel above the class of foreman.

Supervisor, general superintendent, estimator, and company owner, etc., are considered by the City to be compensated for by the overhead portion of other earnings from the City.

L. INVOICES AND PAYMENT

1. Invoices shall be emailed to

a. Water Resources Department WaterAcctsPayable@MesaAZ.gov for the fastest processing.

b. Other City of Mesa Departments will provide an additional email address upon award of contract(s).

2. Invoices shall include the following

a. Delivery order (DO) #,

b. Part number(s), mailto:WaterAcctsPayable@MesaAZ.gov

c. Products/services descriptions,

d. List price, percent discount,

e. City cost (contract pricing),

f. If applicable freight charge and sales tax

3. Contractor shall not invoice for items not delivered as this will delay payment of entire invoice.

4. Contractor shall e-mail invoices to the appropriate email address(es) above no later than five (5) to seven (7) calendar days after product/services is received by the City.

5. Payment in full shall be made to the Contractor within thirty (30) days after receipt and approval of an invoice, unless terms other than net thirty (30) days are offered as a discount, at the City’s sole discretion.

SECTION 3

FORMAT AND SUBM IT TAL INSTRUCTIONS

3.1 RESPONSE FORMAT

The Respondent shall complete and submit the information requested in this Solicitation.

Table of Contents. Identify contents by tab and page number.

TAB 1 - Letter of Transmittal. A brief letter of transmittal should be submitted that includes the following information:

1. The Respondent’s understanding of the work to be performed.

2. A positive commitment to perform the service within the time period specified.

3. The names of key people, representatives, and project managers who will be the main contacts for the City regarding this Solicitation.

TAB 2 – Qualifications and Experience. (Abilities, Experience, and Expertise) The following information should be included:

1. A statement of Respondent’s qualifications, abilities, experience, and expertise in providing the requested services.

a. A description of what qualifies Respondent, financial and otherwise, to provide the

City with these services/materials for the required period of time, including information demonstrating Respondent has the appropriate staffing, necessary resources, and a history of demonstrated competence.

b. An assessment of the Respondent’s ability to meet and satisfy the needs of the City, taking into consideration the requested services, additional services, and expertise offered that exceed the requirements of the Solicitation, and the Respondent’s inability to meet any of the requirements of the specifications.

c. References – A minimum of three (3) references, preferably from other public entities within the State of Arizona, for whom you have provided similar services. Include the name of the entity, contact person’s names, phone numbers, e-mail addresses, mailing addresses, type of service provided, and dates the services were provided.

2. Identification of senior and technical staff of Respondent to be assigned to the City. Staff named in the Response may not be substituted without permission of the City. Include in the Response resumes and relevant experience.

TAB 3 - Program Description AND Method of Approach. Clearly define the services/materials offered and Respondent’s method of approach including, but not limited to, the following criteria:

1. Personnel:

a. Describe how you will determine what personnel will be used for this contract.

b. Describe how you determine how many workers will be used per size of project.

c. Describe who you will put in place to make sure communication between the City and any workers will be precise and understood.

2. Services:

a. Describe how your company determines the method for removal of existing weeds and/or vegetation as well as treatment to prevent new growth.

b. Provide list of green/environmentally friendly herbicides and MSDS sheets.

c. Describe what warranty is offered on the work performed and how the warranty is carried out.

d. Describe how call-backs for missed areas are handled.

e. Describe your response times to requests for quotes and for work completion.

f. Describe procedures put in place to protect your employees, your equipment and the

City’s property from harm/damage.

3. Vehicles and Equipment:

a. Describe what vehicles you have for use on this contract. Include type, make, model, year.

b. Describe what equipment you have available to fulfill the requirements of this contract.

4. Quotes and Invoices:

a. Describe your methodology for pricing various jobs.

b. Describe how your quotes and invoices will be written to match up with contract pricing.

c. Submit a sample quote.

d. Submit a sample invoice for the above quote.

TAB 4 - Pricing Forms. The cost portion of the Response should include the following criteria:

1. Completed Pricing (Attachment A).

2. A list of any additional charges not specifically listed on the Pricing Form.

TAB 5 - Other Forms. The following forms should be completed and signed:

1. Vendor Information form

2. Exceptions & Confidential Information form

3. General Questionnaire form

4. Lawful Presence Affidavit

5. Respondent Certification form (Offer and Acceptance)

6. W-9 Form. All responses should include a fully completed, current W-9 form. Failure to include the W-9 will not disqualify your response, however, the W-9 must be submitted to the City before the execution of any contract pursuant to this Solicitation.

(http://www.irs.gov/pub/irs-pdf/fw9.pdf)

3.2 ADHERENCE TO REQUIREMENTS

Proposals shall be submitted in accordance with the requirements set in this document. Any proposal that does not adhere to the requirements in this RFP may be deemed non-responsive and rejected. The City reserves the right, in its sole discretion, to overlook minor informalities that may be non-compliant.

3.3 SUBMITTAL TEMPLATES

This RFP solicitation contains Forms and Attachments, which must be used by Respondents to submit their proposal. Respondents must not recreate these documents or edit their format structure. Respondents must use the electronic version of the forms attached to this solicitation.

Any Response that does not follow these instructions may receive a ‘0’ score evaluation, or the entire proposal response may be deemed non-responsive and rejected.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

3.4 FORM AND CONTENT OF RESPONSES

Responses must be submitted online through the City of Mesa’s Procurement Vendor Self Service portal at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity. Physical submissions, e-mail, or fax submissions will not be accepted unless explicitly allowed by the City of Mesa Procurement Services Division. Unless otherwise instructed or allowed, Responses shall be submitted on the forms provided. Responses, including modifications, must be submitted electronically, and signed by an authorized representative of the Respondent. Please strike through and initial rather than erase changes. Any modifications to the Solicitation must be identified in the “Exceptions” section of the required response forms. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the Response as non-responsive. The City reserves the right at its sole discretion to negotiate exceptions with a Respondent. If the Response is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City. The Response must provide all information requested and must address all points set forth in the Solicitation.

3.5 RESPONSE CHECKLIST

This checklist is provided for your convenience. It is not necessary to return a copy with your Response. Only submit the requested forms and any other requested or descriptive literature.

Response will be sent in time to be received by City before Response due date and time.

Pricing, math double-checked, form completed and included (Attachment A) Required Response Forms completed and included (Attachment B)

Respondent Questionnaire form completed and included (Attachment C) Supplier Sustainability Questionnaire form completed and included (Attachment D) W-9 Request for Taxpayer Identification Number and Certification form completed and included (http://www.irs.gov/pub/irs-pdf/fw9.pdf)

Warranty information

3.6 DATE AND TIME REQUIREMENTS

Proposals must be submitted electronically and must be received by the City by or before the date and time indicated in Section 1.4. Late submittals shall not be considered under any circumstances.

The Vendor Self Service (VSS) system will not allow respondents to submit responses after 3:00:00 P.M. local Arizona time.

3.7 LATE RESPONSES

The Respondent assumes responsibility for having the Response submitted on time. All Responses SUBMITTED after the Response Due date and time shall not be considered and will be unopened.

The Respondent assumes the risk of any delay caused by not being able to access the system.

Respondents must allow adequate time to accommodate all registration and submission requirements. It shall not be sufficient to show that Respondent attempted to submit a response before the due date and time as the Response must be received by the City. All times are Mesa, Arizona local times. Respondents agree to accept the time stamp in the Vendor Self Service portal as the official time. Any Respondent needing assistance or guidance using the online system may contact the Procurement Officer/Supervisor. Do not wait until the last day to submit a response.

Start early so we can fix any issues before trying to submit a response. ALL RESPONDENTS ARE http://www.irs.gov/pub/irs-pdf/fw9.pdf

ENCOURAGED TO REVIEW INSTRUCTIONS FOR HOW TO RESPOND TO A SOLICITATION available under Download Vendor Forms in the online VSS portal.

3.8 RESPONSE OPENING

The City will open all Responses properly and submitted timely and will record the names and other information specified by law and rule. The Response Opening will be conducted at 4:00 P.M.

local Arizona time following the final SOLICITATION RESPONSE DUE DATE AND TIME via Microsoft Teams. No responsibility will be attached to the City of Mesa, its employees, or agents for the premature opening of a Response. All Responses become the property of the City and will not be returned. Results, as read at the public opening, will be posted on the City website. Responses will be available to the public in accordance with the City Procurement Rules.

SECTION 4

EVALUATION CRITERIA AND PROCEDURES

4.1 MANDATORY REQUIREMENTS

The City will review the Proposal to determine compliance with all mandatory requirements of this RFP. Proposals that do not comply with the mandatory requirements will be deemed non-responsive and eliminated from further consideration. Proposals that are deemed compliant with all mandatory requirements will be evaluated.

4.2 CRITERIA FOR EVALUATION AND AWARD

a. The criteria that will be evaluated and their relative weights are:

Evaluation Criteria Points

Firm’s Qualifications & Experience 250

Firm’s Proposed Solution / Method of Approach 400

Firm’s Proposed Pricing 350

Pricing will be evaluated based on the below equation:

Lowest Proposal Cost

X Price Points Possible = Pricing Score Proposal Cost being evaluated

b. If less than three (3) Responses to a Solicitation are deemed responsive by the City, at the City’s sole discretion, the Responses may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements.

c. Each Response will be evaluated based on responsiveness and responsibility criteria. A failure to meet responsiveness or responsibility criteria will render a Respondent ineligible for the award of a contract under the Solicitation.

1. Responsiveness. The City will determine whether the Response complies with the instructions for submitting a Response set forth in the Solicitation (i.e. the completeness of the Response which encompasses the inclusion of all required attachments and submissions). Responsiveness will also be examined as it pertains to items set forth in this Solicitation that state a Respondent may be deemed non-responsive based upon the content of their Response. The City will reject any Responses that are submitted late.

Failure to meet any requirements in the Solicitation may result in the rejection of a Response as non-responsive.

2. Responsibility. The City will determine whether a Respondent is one with whom the City should do business. Factors the City may evaluate to determine responsibility include, but are not limited to: an excessively high or low priced Response; past performance under any agreement with the City; references from any source including, but not limited to, those found outside the references listed in the Response and City employees, agents or officials who have experience with the Respondent; compliance with applicable laws;

Respondent’s record of performance and integrity (e.g., has the Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified). A Respondent must at all times have financial resources sufficient, in the opinion of the City, to ensure the performance of the contract and must provide proof upon request. City staff may also use Dun & Bradstreet or any generally available industry information to evaluate the Respondent. The City reserves the right to inspect and review Respondent’s facilities, equipment, and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information or the quality of the information will result in Respondent being deemed non-responsible.

d. Respondents who have a Transaction Privilege Tax license for Mesa and who, if awarded a contract, would charge the City TPT to be paid to Mesa, will have 2.00% removed from the taxable item(s) from the price set forth in the Response for the purpose of award evaluation.

The awarded Respondent shall however charge the full amount of tax on their invoice(s).

This consideration does not apply to:

1. Construction procurements or any other procurement done using Arizona Revised Statutes Title 34 processes.

2. Purchases using federal or other funds where the agreement that provided the funds precludes any local consideration or preference.

4.3 EVALUATION OF PROPOSALS

Responses will be reviewed by an evaluation committee comprised of City employees and/or agents authorized by the City to participate in the evaluation. The evaluation committee may utilize multiple rounds of review to determine which Respondent is most advantageous for the City to award; Respondents’ scores may be adjusted throughout the evaluation process/rounds.

The evaluation committee may also score the documents comparatively to one another. The City reserves the right to consider all information relevant to determining an award in the best interest of the City, including Respondents’ performance under prior contracts. The evaluation process may include but is not limited to: a review of proposal Responses, interviews, presentations, site visits, product/service demonstrations, Best and Final Offers, requests for additional information, and requests for clarification.