4-ITQ - SOW - Lawn Care Landbank City.pdf

Invitation to Quote (ITQ)

Lawn Care - Landbank City

City of Little Rock, Arkansas

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371- 4510

City of Little Rock Project ID #222244 - Lawn Care - Landbank City

This bid solicitation was issued by the City of Little Rock Procurement Division.

Product or Service Lawn Care -

Landbank City

Department

Housing and

Neighborhood

Programs

Procurement

Website Little Rock Business Portal | City of Little Rock

The City of Little Rock has issued this Invitation to Quote (ITQ) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

The City of Little Rock actively supports small, minority and/or women-owned businesses to promote growth and sustainability.

Bidders must submit responses to this request online at LRProcure powered by Bonfire on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the before quote submission deadline. If the City needs to make changes or revisions, an addendum will be posted on the Organization Portal. Only questions and answers in an addendum shall be considered part of the Invitation to Quote.

The City has worked hard to make sure this request is correct, but it is up to you to check everything carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this ITQ, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

https://www.littlerock.gov/business/little-rock-business-portal/ http://www.littlerock.bonfire.hub.com/

1. General Information

The City of Little Rock is seeking to procure products and/or services for Housing and Neighborhood Programs Department. This solicitation is being issued for the following products and/or services:

1.1 Lawncare Services

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation.

a) The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and compliance with that item is mandatory.

b) “Prospective Vendor” means a person who submits a bid in response to this solicitation.

c) “Vendor” means a person who sells or contracts to sell commodities and/or services.

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this ITQ.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

h) “ITQ” is a bid quote that invites pricing from suppliers for specific products and/or services.

3. Desired Outcome

To select a qualified vendor to maintain 19 lawns and grounds on City-owned properties to a high standard.

4. Scope of Services

4.1 Goal

To maintain the lawn on City-owned landbank properties.

4.2 Terms of Award

A. This bid solicitation shall result in a one (1) time award.

B. The bid shall be awarded, on an all or none basis, to the lowest responsive/responsible and qualified bidder who meets all specified requirements.

C. The City has the right to award or not award a contract, when in the best interest of the City to do so.

D. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

E. The vendor must have a license to operate in the State of Arkansas.

F. Each line’s bid will be aggregated into a total amount from all lines and shall be awarded on that basis. Please bid on each line (Small, Medium, Large) as the total sum for performing the work on the properties from April 13, 2026, through October 30, 2026.

Example: Line 1 has 2 properties – the bid on line 1 should total the vendor’s price for the work on those 2 properties from April 13, 2026, through October 30, 2026.

G. If a property is sold or purchased during the course of the award, the Land Bank Administrator will notify the selected vendor within 1 week of the change for the removal or addition of said property for lawn care maintenance.

4.3 Services Requested

City Lawncare Services

4.4 Minimum Qualifications

A. The vendor must be in Landscape Management Services for a minimum of three (3) years.

B. The vendor must have liability insurance for the entire time while under contract.

C. The vendor shall have maintained services for similar size projects.

4.5 General Requirements

A. In accordance with Resolution Number 14,896 – Any products and/or services provided to the

City must prohibit use of Expanded Polystyrene (EPS) Foam (commonly referred to by the brand name Styrofoam”).

B. Upon submission of their bid, vendors shall be in agreement with and qualified to perform the work as outlined with all information present, or provided thereafter, within the Bid and Contract Documents of this solicitation.

C. The vendor shall perform all work during the hours of eight (8) AM and five (5) PM, Monday through Friday, unless otherwise approved.

D. The vendor shall conduct lawn and grounds maintenance one (1) time every two (2) weeks for each location to maintain a clean and attractive area between the dates of April 13, 2026, through October 30, 2026.

E. The vendor shall maintain property lawn at mowing height and shall not exceed 3 inches in height.

F. The vendor shall contact city staff prior to start of contract.

G. The vendor shall provide pictures of each cut to staff using Land Bank’s online eProperty platform.

H. The vendor shall perform, at a minimum, the following services:

1. Trimming of trees, bushes, and hedges

2. Shaping of trees, bushes, and hedges

3. Pruning of trees, bushes, and hedges

4. Mowing to a height of three (3) inches

5. Edging

6. Remove trash

7. Remove plant debris

8. Remove dead leaves

9. Remove yard waste

10. Remove debris from storm water area drain(s). Clippings shall not enter into the storm drains.

11. Cut and clean the flower bed and remove weeds

DESCRIPTION QTY

Small properties (0-4,999 sqft) 2

Medium properties (5,000-9,999 sqft.) 11

Large properties (10,000 and up sqft) 1

Mowing – Land Bank Properties

Parcel Number Address1 Parcel Square Footage Funding Source Ward Published

34L2030016600 1218 W. 23rd Street 4600.0 City 1 Y

34L1630002600 1805 S. Cedar Street 5280.0 City 1 Y

34L2450003000 2801 Barber Street 7500.0 City 1 Y

34L2750200300 3011 S. Pulaski Street 5800.0 City 1 Y

34L2650003900 3201 Arch Street 6580.0 City 1 Y

44L1340205900 3300 Wynne Street 7866.0 City 6 Y

44L1340108000 3304 Whitfield Street 7866.0 City 6 Y

34L1570018900 3812 W Charles Bussey Street 5280.0 City 1 Y

34L1620019000 4118 W. 18th Street 5250.0 City 1 Y

45L0120015800 7319 Twin Oaks Road 7405.0 City 2 Y

45L0120002300 7513 Fairfield Dr, 7405.0 City 2 Y

44L1510000900 8013 Brandon Street 8970.0 City 6 Y

45L0130005900 9712 Eva Lane 4261.0 City 2 Y

34L4220000600 112 EDA DR 11250 City 2 Y

I. If applicable, the vendor shall carry the appropriate insurance and must provide a Certificate of Insurance naming the City of Little Rock as additional insured.

4.6 Payment Structure

A. The vendor shall submit all invoicing resulting from contract purchase order to the City of Little

Rock’s Accounts Payable Division, Department of Finance, Room 315, 500 West Markham, Little Rock, AR 72201 at accountspayable@littlerock.gov. Email invoice preferred.

B. The City has standard Net 30 term. The agreement price may be changed only by a Change Order. The value of any work covered by a Change Order or of any claim for increase or decrease in the contract price shall be determined by one or more of the following methods in the order of precedence listed below:

(A) Unit prices previously approved.

(B) An agreed lump sum.

4.7 Pricing

A. Any cost not identified by the successful vendor but subsequently incurred in order to achieve successful operation shall be borne by the vendor.

B. To allow time to evaluate responses, prices shall be valid for ninety (90) days following the bid opening.

C. Pricing shall include all associated costs. The City shall not be obligated to pay any costs that are not included in the vendor’s price proposal even though such cost is subsequently incurred by the vendor to provide the contracted services or equipment or to achieve the required quality of service unless agreed to in writing by the City.

D. The City should receive any discounts offered by, or available to the vendor. For term contracts the beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later.

E. Prices quoted are to be net prices. If the vendor makes an error in extending total prices, the City may accept the lesser amount whether reflected by extension or by the correct multiple of the unit price.

F. The prices in the response have been arrived at without collusion.

G. All bid pricing shall be in United States dollars and cents.

mailto:accountspayable@littlerock.gov

5. Performance Metrics and Contract Management

5.1 The City seeks to collaborate with the vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based upon learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. Bi-Weekly lawncare Photos eProperty Plus Biweekly Vendor Biweekly

2. Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per Contract

City of Little Rock Procurement Division

Annually

3. Vendor Performance Review

Vendor Performance Review Form

Annually City of Little Rock Procurement Division

Annually

5.2 Contract Management

A. Joint Ventures

1. A joint proposal submitted by two or more vendors is acceptable.

a. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

b. Prior to award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

c. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

d. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

e. In efforts to meet the Mayor’s Initiative to increase spend, it is highly recommended that any joint ventures include small, minority and/or women-owned businesses.

6. Contract

6.1 Issuance of Contract.

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

6.2 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead agency for this contract. Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The vendor shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

6.3 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

7. Inquiries and Bid Submission Instructions

7.1 The responsive bid must be submitted through online bidding at LRProcure powered by Bonfire.

7.2 For any system-related questions, technical errors or help, please contact Bonfire Technical

Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

7.3 For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

8. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock Standard Terms and Conditions for Bidders and the online Bonfire Terms & Conditions.

http://www.littlerock.bonfire.hub.com/ mailto:support@gobonfire.com https://www.bonfire.com/terms-and-conditions/