3-RFP Document - Weed Control Services.docx

Dawn R. Ramsey, Mayor Patrick Harris, Council Member Bradley G. Marlor, Council Member Donald J. Shelton, Council Member Tamara Zander, Council Member Jason T. McGuire, Council Member

PH: 801.446-HELP @SouthJordanUT

REQUEST FOR PROPOSAL

FOR

Weed Control Services

RFP #SoJo 2026-021

I. PURPOSE

The City of South Jordan is seeking a qualified Contractor to provide weed control services on City properties including parks, open spaces, and buildings. Contract shall be for one (1) year with the option to renew at the end of each year for up to four (4) additional years.

II. SCOPE OF SERVICES

The City of South Jordan is seeking a qualified Contractor to provide weed control services on city properties estimated at 161.62 acres in total. (See Exhibit A – Weed Control Locations). Spring applications are estimated to take place February-April and Fall applications to take place September-October. The first application of the contract should take place between September 14 and October 16, 2026. The contract shall be for one (1) year with the option to renew, at the City’s discretion, at the end of each year for up to four (4) additional years.

1. Weed Control Applications for City Parks, Facilities and Properties - Three (3) treatments per year – One (1) Spring, One (1) Fall, and One (1) as requested. Treatments must be spray only, no granules. Must use TruPower 3 or equivalent for two of the applications. The third application, if requested, would be based on temperature, weed species, and equivalent to TruPower but without 24-D. See Exhibit A – Weed Control Locations for detailed list of properties and acreage.

2. Per acre price for standard spray weed control application - As needed for additional services.

The City will not provide any equipment. The Contractor’s pricing must include materials, labor, equipment, rental fees, travel fees, delivery, fuel, maintenance, surcharges, waste fees, disposal fees, insurance, meals, and all other costs required to perform the work. Contractors must provide proof of insurance and all required certification and licensing. Contractor will be responsible for any damages as a result of machines, equipment, persons, or items used during this process.

Any products or services that have been omitted from this specification that are clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this proposal. The information provided is intended and designed to provide sufficient information regarding minimum requirements to those interested in responding. It is not intended to limit a proposal’s content or exclude any relevant or essential data therefrom. Contractors are at-liberty and encouraged to expand upon the specifications to provide support for their service capabilities under any agreement.

III. MINIMUM QUALIFICATIONS

The City of South Jordan is looking for a Contractor who has provided services of similar size and scope. Contractor must have these minimum qualifications; otherwise, the Proposal will be rejected and will not be evaluated.

1. Demonstrated ten (10) years of business providing commercial applications for weed control.

2. Hold a current Business License, and State of Utah Commercial Pesticide Applicators license.

3. Knowledge of, and ability to comply with all applicable federal, state, or local safety and environmental regulations.

IV. INSURANCE REQUIREMENTS

Contractor shall procure and maintain at its own expense and shall provide evidence, satisfactory to the City, of insurance as follows:

1. Commercial General Liability - A minimum of Two Million Dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage, and not less than Three Million Dollars ($3,000,000) in the aggregate. The general aggregate limit shall apply separately to the specific project, or the general aggregate limit shall be two (2) times the required occurrence limit. The coverage shall be in the nature of Broad Form Commercial General Liability coverage, and shall specifically include, at minimum, the following coverages:

a. Premises - Operations;

b. Product - Completed Operations Hazard;

c. Broad Form Contractual Insurance;

d. Independent Contractors;

e. Comprehensive Form;

f. Automotive;

g. Broad Form Property Damage; and

h. Personal Injury.

i. Other insurance requirements may be required.

2. If the coverage described above are not in place at the time a Proposal is submitted the Contractor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the Contractor’s ability and willingness to obtain the above listed coverage if required by the City.

3. The Contractor shall maintain all employee related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract.

4. The Contractor shall submit certificates of insurance listing the City as additional insured as evidence of the above required coverage to the City prior to the commencement of this Contract. Such certificates shall provide the City with thirty (30) calendar day's written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address.

V. PROPOSAL REQUIREMENTS

The following items are required in the submitted Proposal. Failure to provide the requested documentation may result in disqualification or a reduction in scores.

1. Qualifications of Contractor

a. Statement of Qualifications (SOQ)

i. Introduction of Contractor and/or Company including years in business;

ii. Discussion of the availability of the Contractor to complete work within a reasonable amount of time and response time of team assigned;

iii. Discussion of Contractor’s qualifications, experience, and availability, and resumes of key team members who will be performing the work; and

iv. Additional supporting documents, descriptions, or examples from prior jobs of similar size and scope.

b. References

i. The Contractor shall submit a list of references with at least three (3) customers with the same or similar scope of work and should include the company name, address of the business, a contact name, contact’s email, and phone number.

2. Cost

a. Lump Sum Pricing for Weed Control Applications for City Parks, Facilities and Properties – a total of 161.2 acres over multiple properties.

3. Business License – Attach a copy of current business licenses.

4. Commercial Applicator Licenses – Attach a copy of applicable commercial pesticide applicator licenses.

5. Insurance - Include a copy of the Workers Compensation Certificate and General Liability Insurance Limits. If the coverage described above are not in place at the time the Proposal is submitted, the Contractor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the Contractor's ability and willingness to obtain the above listed coverage if required by the City.

6. Statement of Qualifications should not exceed ten (10) pages in length (not including project related pictures).

VI. DISCLOSURES

1. Once the RFP is released, communication of any kind made regarding this Proposal with any City employee or committee member other than the listed contact person in this RFP is prohibited. Any such contact could disqualify a Consultant from being awarded this RFP.

1. Award of the Proposal does not guarantee any purchase will take place. The City does not guarantee that any or all of the planned purchases will take place.

1. In order to access the State of Utah's procurements online, you must register as a contractor on the Bonfire website, https://utah.bonfirehub.com/. If you require assistance during the registration process, you may contact support.bonfire@eunasolutions.com. Registration, email notifications, and electronic responses for all sourcing events (bids, RFPs, etc.) are free under the State of Utah contract with Bonfire. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah. Go to this link for a vendor support article that covers vendor registration in detail: https://vendorsupport.gobonfire.com/hc/en- us/articles/15646869029783-Vendor-Registration.

1. Submit proposals through Bonfire electronically by the close date listed in Bonfire. It is the sole responsibility of the Consultant to submit the proposal before the scheduled time. Any questions regarding how to use the Bonfire program, including how to submit a proposal, download and upload documents, etc., should contact support.bonfire@eunasolutions.com.

1. It is the responsibility of any potential Consultant to check for updates. Any addendums or updates will be posted through Bonfire. The City is responsible to post any and all updates to questions through Bonfire; it is the potential Consultant’s responsibility to ensure they are checking for updates.

1. Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of ninety (90) days, to provide the City with the services/product specified in the proposal.

1. Any proposal emailed or not sent electronically through Bonfire will not be considered. It is not the responsibility of the City to inform Consultant what they must submit through Bonfire; it is the sole responsibility of the Consultant to read this RFP and follow all conditions.

1. The City of South Jordan reserves the right to reject any or all RFP’s or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful proposal; to disregard non-conforming, non-responsive, unbalanced or conditional proposals, and to re-advertise if it is in the best interest of the City to do so. It shall be the sole responsibility of the proposer to upload their documents onto the Bonfire website prior to the deadline. Failure to submit required documents or follow any of the listed conditions in this RFP may result in the Proposal being disqualified, but it is the sole discretion of the selection committee to do so consistent with the Purchasing Policy and the best interests of the City.

1. All questions must be submitted via Bonfire by the Q&A date/time deadline posted in Bonfire. Any question emailed or asked of staff will not be answered. Instead, potential Consultants will be directed to go to Bonfire and submit their questions via the Question and Answer function in Bonfire.

1. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this proposal.

VII. REVIEW CRITERIA

All submittals will be evaluated by a Selection Review Committee of at least three (3) members. If the City considers it pertinent to get clarification from the top three (3) Contractors, the City may request to set interviews and/or product demonstrations. Each Proposal will be evaluated by the following criteria:

1. 40% - Cost: The proposed lump sum cost for completing the scope of work for one-year period as described in Section II. Scope of Services.

2. 20% - Experience and Staff Qualifications: The Statement of Qualifications (see Section V. Proposal Requirements for requirements) of the Contractor. The Contractors ability to demonstrate providing similar work as described under Scope of Services (see Section II. Scope of Services) taking into account the years of service, qualifications, job superintendents, partners, personnel, and staff.

3. 40% - References: Provide at least three (3) references for completed projects similar to the work described in Section II. Scope of Services. Score will be based on answers provided by vendors (see Exhibit B – Reference Verification for questions and points the City will use when contacting References listed).

VIII. AWARD OF CONTRACT

1. The maintenance period shall commence on the date on which the City and Contractor agree by contract for all landscaped areas. Spring applications are estimated to take place March-April and fall applications are to take place September-October. The first application of the contract will take place between September and October 2026. The contract shall be for one year with the option to renew, at the City’s discretion, at the end of each year for up to four (4) additional years.

2. It is the intention of the City to award the Proposal to the most qualified responsive and responsible Contractor that meets the Proposal specifications, with reasonable promptness.

3. The City may, at its discretion, limit the number of projects to be issued to the Contractor for reasons of the Contractor’s capacity, immediacy (timing) of a project, and size of a project’s budget, in accordance with the City’s Purchasing Policy.

4. Award of the Proposal does not guarantee any purchase will take place. The City does not guarantee that any or all of the planned purchases will take place.

5. The City intends to award one contract and does not anticipate awarding to multiple companies. Regardless, the City reserves the right to make multiple or partial awards if in the City’s best interest.

6. The Proposal award is contingent upon the signing of a contract.

IX. PROTECTED INFORMATION

1. All Proposals are subject to the Government Records Access and Management Act (GRAMA) Utah Code Ann., Subsection § 63G-2-101 et seq.

2. If Contractor believes any information should be held confidential for business reasons, Contractor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann. § 63G-2-305(2)(c).

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