BIDDER GUIDE

Weed and Vegetation Management UTC

The following information is provided by the City of Columbus to assist you in navigating the formal bid procedures. This information is not to supersede or replace any of the actual bid specifications or requirements; its sole purpose is to provide information on the process. If you have any questions regarding the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for specification questions see instructions below).

Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services and are registered for the commodity code(s) associated with this solicitation.

Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder’s responsibility to check this site for verification of any issued addenda.

IN ORDER FOR YOUR BID TO BE CONSIDERED:

X Pricing is to be entered into the corresponding lines in the body of the RFQ

AND

The following documents must be completed and attached to your response. Complete this checklist to confirm the items required in your bid. Failure to submit the listed documents may be cause for the rejection of your bid:

Reference Pages

Subcontractor Information

Experience Documentation

Literature

Warranty

Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references, literature, warranty information and any other documentation as needed. ALL ATTACHMENTS MUST BE IN

PDF FORMAT TO ATTACH.

PLEASE NOTE – Per ORC Chapter 1703, to be awarded this bid you must show proof your company is registered and in good standing to do business in the State of Ohio through the Secretary of State or provide a certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter 1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/

ANY QUOTE OR DOCUMENTATION SHOWING THE BID IS VALID FOR ANYTHING LESS THAN 180

DAYS WILL RENDER THE BID NON-RESPONSIVE

https://www.ohiosos.gov/businesses/

EQUAL OPPORTUNITY CLAUSE

(1) The contractor/vendor/bidder will not discriminate against any employee or applicant for employment because of race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. Such action shall include, but not be limited to, the following: employment up-grading, demotion, or termination; rates of pay or other forms of compensation; and selection for training.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause.

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that the contractor is an equal opportunity employer.

(3) It is the policy of the City of Columbus that business concerns owned and operated by M/WBEs shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the city.

(4) The contractor shall permit access to any relevant and pertinent reports and documents by the ODI director for the sole purpose of verifying compliance with this Title and ODI regulations. All such materials provided to the ODI director by the contractor shall be considered confidential.

(5) The contractor will not obstruct or hinder the ODI director or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed by Title 39 of the Columbus City Codes.

(6) The contractor and each subcontractor will include a summary of this Equal Opportunity Clause in every subcontract. The contractor will take such action with respect to any subcontractor as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.

(7) The contractor agrees to refrain from subcontracting any part of this contract or contract modification thereto to a contractor not holding a valid certification number as provided for in Title 39.

(8) Failure or refusal of a contractor or subcontractor to comply with the provisions of Title 39 may result in cancellation of this contract.

ALL CONTRACTORS MUST HOLD A VALID CONTRACT COMPLIANCE CERTIFICATION

NUMBER ISSUED BY THE OFFICE OF DIVERSITY AND INCLUSION.

To obtain a Contract Compliance number register at the City of Columbus Vendor Services website: http://vendors.columbus.gov/sites/public

1. Login to the City of Columbus Vendor Services Site and register with the city of Columbus. Once that is completed and approved by the purchasing office, log back in and do the following:

2. Select Questionnaires from the Common menu located on the left navigation bar.

3. Next select EBO Quest. (this is the contract compliance application)

4. Question 1 will be displayed; Answer question 1 and select Forward.

5. Proceed through the questionnaire answering each question and selecting Forward to continue. Once you have reached and answered the last question select End to submit.

6. Then the questionnaire will be received by the ODI Office, reviewed and process within 2 business days or less. For additional questions regarding this process, contact the Office of Diversity Inclusion at 614-645-4764.

City of Columbus Home Page: www.columbus.gov

CCDOC 1-2017

http://vendors.columbus.gov/sites/public http://www.columbus.gov/

INFORMATION FOR BIDDERS

-3A- (INFORMATION FOR BIDDERS continued)

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Bidders", shall take precedence over any provisions in "Information for Bidders" to the extent inconsistent.

SUBMISSION OF PROPOSAL

Responses must be entered and submitted electronically in the body of the RFQ. Some RFQs require pricing lists or additional documents to be attached to the RFQ response electronically. In rare instances documents require submission via regular mail delivery. Refer to the "Proposal Information" section of the specifications for instructions for submission. Any unauthorized conditions, limitations or provisions attached to the proposal may render the bid nonresponsive and result in its rejection.

ACCEPTANCE AND REJECTION

This proposal submitted by the bidder to the City of Columbus will be accepted or rejected within a period of 180 days from bid opening date.

The City reserves the right to waive technicalities, and to request a rebid on the required material. If more than one item, prices shall be quoted on the units requested. However, each item shall be considered a separate bid and the City reserves the right to award a contract on each item separately or on all items as a whole or any combination thereof. Bidders whose proposal is made on an "All or None" basis must clearly state such fact in the proposals.

Each RFQ issued by the City shall state that the RFQ may be cancelled and that any RFQ response may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF PROPOSALS

Bidders may withdraw their RFQ response at any time prior to the time specified in the advertisement as the closing time for the receipt of bids.

However, no bidder shall withdraw or cancel his response for a period of 180 calendar days after said advertised closing time for the receipt of proposals.

DEFAULT PROVISION

In case of default by the bidder or the contractor, the City of Columbus may terminate and may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby.

SIGNATURE REQUIRED

By submitting this response electronically, bidder/proposer is affixing an electronic signature as defined by the Ohio Uniform Transactions Act.

Said signature represents that he/she has the authority to bind the entity to the terms and conditions contained herein.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, and wage theft prevention, are made a part hereof.

PRICING

Bidders are to quote firm or fixed prices for the duration of any contract which may be a result of this proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern.

Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping Point include freight estimate and full value insurance cost.

CONTRACT AND BOND

The bidder to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the Finance & Management Director, become irresponsible, then said Director shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said Director, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where bidders are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of bid award, the bidder will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required.

The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or his agent) or any person the bidder has designated in the completion of his contract as a result of his bid.

Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

Federal and/or State Taxes are not to be included in prices quoted. The successful bidder will be furnished an exemption certificate if needed.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

DELIVERY

Time will be of the essence for any orders placed as a result of this bid.

Purchaser reserves the right to cancel such orders or any part thereof, without obligations if delivery is not made within the time(s) specified.

Delivery shall be made during normal working hours and to the destination shown on the proposal.

QUALITY

Unless otherwise stated by the bidder, the RFQ response will be considered as being in strict accordance with the specifications outlined in the Bid Document.

References to a particular trade, manufacturer's catalog or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment and supplies. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless a departure or substitution is clearly noted and described in the proposal.

CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addenda issued in relation to this bid document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled bid opening date. In addition, to the extent possible, notice will be e-mailed to each person registered as having interest in the commodities selected for this bid. Total bid inquiry or specific item cancellations may be issued later than that time specified above.

WITHHOLDING OF INCOME TAX

All bidders are advised that in order for a contract to bind the City, each contract must contain the provisions found in Chapter 362 C.C.C.

with regard to income taxes due or payable to the City of Columbus for wages, salaries and commissions paid to the contractor's employees as well as requiring those contractors to ensure that subcontractors withhold in a like manner.

CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full compliance with Subsection (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this solicitation are considered public records and WILL be released when a public records request is

INFORMATION FOR BIDDERS

-3B- (INFORMATION FOR BIDDERS continued) made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released.

Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

INFORMATION FOR BIDDERS (Continued)

-3C- Revised 09-07-21

IN THE EVENT OF A CONTRACT

1. Where applicable according to the specifications successful seller shall transfer and deliver to City goods which conform to the specifications.

2. The City shall accept from seller goods that conform to the specifications, and shall pay for the goods in accordance with the terms of an agreement, which may result from this proposal.

3. The risk of loss from any causality to the goods regardless of the cause of the casualty shall be on seller until the goods have been delivered at the address designated in the order and are approved after inspection by the City.

4. Seller warrants and represents that seller has absolute and good title to and full right to dispose of the goods, and that there are no liens, claims, or encumbrances of any kind against the goods, and at the time of delivery shall be free from any security interests or other lien or encumbrance.

5. If there is a breach by seller of the warranty against encumbrances granted by seller in an agreement, which may result from this proposal, the City shall have the option to cancel an agreement, which may result from this proposal.

6. Seller shall defend any action brought against the City so far as the action is based on a claim that the goods, or any part of the goods, furnished under an agreement which may result from this proposal constitutes an infringement of any patent of the United States or a trademark. Seller shall be notified promptly in writing of the action and be given authority, information, and assistance, at the expense of seller, for the defense of the action. Seller shall pay all damages and costs awarded in the action. In case the goods or a part thereof are held to constitute infringement and the use of the goods or part thereof is enjoined, seller shall, at the expense of the seller, either procure for the City the rights to continue using the goods, replace the goods or a part hereof with non-infringing goods of equal or better quality, modify the goods so that the goods become non-infringing while continuing to meet or exceed the original specifications, or retake the goods and refund the purchase prices and the transportation and installation costs of the goods at the option of the City.

7. Seller warrants that (1) the goods to be supplied pursuant to an agreement which result from this proposal are fit and sufficient for the purpose intended, (2) the goods are merchantable, of a good quality, and free from defects, whether patent or latent, in material or workmanship and (3) the goods sold to the City pursuant to an agreement which may result from this proposal conform to the specifications. The particular purpose of which the goods are required may be set forth in the specifications.

8. The benefit of any warranty made in an agreement which may result from this proposal by seller shall extend to the City and to the employees of the City, any employee of the City may bring an action directly against seller for damages or injuries sustained by the employee resulting from any breach of warranty by seller.

9. All goods ordered shall be subject to final inspection and approval at the facility of the City designated for delivery. Any goods, which do not conform to the order of the City, may be rejected by the City.

The City may hold any goods rejected pending instructions from the seller or the City may return goods to seller at seller's expense.

10. If any tender or delivery by seller is rejected by the City for nonconformity, no notice of intention to cure can be effective unless it is received by the City agency within five (5) days after notice of rejection is sent to seller.

11. The liability of the City for either non-acceptance of conforming goods or repudiation of the agreement which might result from this proposal shall be limited to the difference between the market price at the time and place for tender of the goods and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City.

12. An agreement which may result from this proposal shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

13. Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees, resulting from claims for any or all injuries to persons or damage to property arising from intentional, willful or negligent acts or omissions of Contractor, its officers, employees, agents, or Subcontractors.

14. The City will not indemnify the contractor and is prohibited from doing so.

15. This Contract may not be assigned or otherwise transferred to others by the Contractor without the prior written consent of the City.

If this Contract is so assigned, it shall inure to the benefit of and be binding upon any respective successors and assigns (including successive, as well as immediate, successors and assignees) of the Contractor.

16. The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

17. In the event either party is unable to perform its obligations under the terms of this Agreement because of acts of God, strikes, equipment or transmission failure or damage reasonably beyond its control, epidemics, pandemics, or other causes reasonably beyond its control, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes.

LOCAL CREDIT

Pursuant to City of Columbus Ordinance # 2607-2012, in determining the lowest bid for a contract the local bidder credit will not be applied.

WAGE THEFT PREVENTION

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and seller is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination. Penalties for failure to comply with the wage theft prevention code include suspension for three years, up to permanent disbarment.

CERTIFICATE OF TITLE ON EQUIPMENT

If applicable to this purchase, all documents required to obtain a State of Ohio Certificate of Title must be delivered to:

Fleet Management Administrator City of Columbus/Fleet Management Div.

4211 Groves Road Columbus, Ohio 43232

After signature by the Fleet Management Administrator, an original title is to be delivered to the above address within three (3) days. No payment for vehicles requiring a title will be authorized by the Fleet Management Administrator until a valid title is received.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful bidder shall be notified as to which terms and conditions, if any, have been deleted.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

City of Columbus Weed and Vegetation Management UTC

Detailed Specifications

1.0 SCOPE AND CLASSIFICATION

1.1 Scope: This proposal is to provide the City of Columbus with a Universal Term

Contract (UTC) for weed and vegetation management which will be used by various City agencies to eliminate weeds and vegetation from numerous locations within the City. It is estimated the City will annually require weed and vegetation spraying of over five-hundred twenty two thousand (522,000) lineal feet and six hundred sixty five thousand (665,000) square feet of grounds and public ways. Additionally, about 150 miles of roadways are to be sprayed with weed control sterilant annually. The Public Utilities Department, will be the main agency utilizing this contract, however various other City agencies will use it also. The resulting contract will be in effect through December 31, 2028.

1.2 Classification: Bidders are requested to submit pricing for various locations which will be serviced for weed and vegetation management. These various locations within the City have been divided into five (5) units referred to as “Zones”. The bidder shall complete the attached bidding document that lists each location for each zone and attach to the bidding line. Only completely priced Zones will be accepted as a bid.

1.2.1 Bidder Experience: The offeror must submit an outline of its experience and work history in these types of chemicals and application service for the past five years.

1.2.1.1 Herbicide Applicator Experience: Bidders shall have a minimum of ten

(10) years of experience as an applicator of both industrial and agricultural herbicides, and are required to submit a brief outline documenting this work experience attached to their bid.

1.2.2 Bidder References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification.

1.3 Specification Questions: Questions regarding this bid must be submitted on the Vendor Services portal by 11:00 am Thursday, August 13, 2026. Responses will be posted on the RFQ on Vendor Services no later than Tuesday, August 18, 2026 at 11:00 am.

1.4 For additional information concerning this bid, including procedures on how to submit a proposal, you must go to the City of Columbus Vendor Services web site at https://columbusvendorservices.powerappsportals.com/ and view this bid number.

2.0 APPLICABLE PUBLICATIONS AND STANDARDS

2.1 Must meet or exceed all City, State, Federal safety guidelines and standards.

2.2 All OSHA applicable guidelines and standards.

2.3 Ohio Manual of Traffic Control Devices: Ohio Manual of Traffic Control Devices for

Construction and Maintenance Operation.

https://columbusvendorservices.powerappsportals.com/

2.4 References to a particular trade or manufacturer's model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City.

They should not be construed as excluding proposals on other types of materials, equipment and supplies.

3.0 REQUIREMENTS

3.1 General Information:

3.1.1 Term: The proposed contract shall be in effect from January 1, 2027 up to and including December 31, 2028.

3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by the ensuing contract, under the same terms and conditions stated therein can be extended for two (2) additional one (1) year periods, or portion thereof, at the same pricing and the same escalator clause.

3.1.2 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid and Allowed. All pricing must include manufacturer warranty. All manufacturer warranties will be passed on to the City of Columbus. Unless otherwise stated all bids will be considered to contain the following escalator/de-escalator cause:

3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first six (6) months duration of an awarded contract. Thereafter no more than two such increases may occur within any year of the contract. In the event the supplier receives a general price increase in the cost of the finished product contracted for, due to increase in the cost of raw materials, labor, freight, etc., upon giving thirty (30) days prior notice and proper documentation as proof, said increase in addition to the unit price quoted herein, may be permitted, subject to the sole discretion of the City of Columbus Finance and Management Director. In the event any such increase is granted; no price adjustment shall be permitted on orders received by supplier which are in process or filled but awaiting shipment prior to the increase. All price decreases inure to the benefit of the City of Columbus. The written notice and following documentation shall be sent to: City of Columbus Purchasing Office, 5th Floor, 77 N. Front St., Columbus, Ohio 43215.

3.1.2.2 Price Documentation: The supplier shall submit the following documentation with each request for a price increase:

1) Copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the supplier and the corresponding increase; and

2) Copies of correspondence sent by the supplier's supplier explaining the source of the increase in such areas of raw materials, freight, fuel or labor, etc.; and

3) Copies of excerpts from business publications, market quotations or trade journals recognized as being representative of their particular trade or industry, that indicate a trend toward an increase in the current market for the commodities under the awarded contract.

3.1.2.3 Right of Cancellation: If at any time during the term of the contract the supplier's total request(s) for a price increase(s) are greater than fifteen percent (15%), the City of Columbus may cancel this agreement with thirty (30) days written notification.

3.1.3 Quantity Estimate: It is estimated the City will require weed and vegetation management spraying of over five hundred twenty-two thousand (522,000) lineal feet and six hundred sixty-five thousand (665,000) square feet of grounds in zones one through four. This estimate is not to be construed as representing an actual order for that amount, or a guarantee that any minimum amount will actually be purchased. The City reserves the right to purchase up to twice (2x) the estimated quantity.

3.1.4 Quality Standards: Approved Herbicide Products: Please refer to attached

Herbicide Treatment Recommendation list. Listed below are the herbicides currently approved for application:

Spyder Tahoe 3A

Diuron Weed Herbicide Rodeo

LV-4 Herbicide Hyvar-X Surflan Razor Garlon

Nufarm Polaris/Imazapyr Arsenal Herbicide (paved surfaces)

3.1.5 Alternate Herbicide Products: Any other proposed alternate substances (chemical herbicides) must be submitted by supplying specification and MSDS sheets to Joe Hreha, Purchasing at RJHreha@columbus.gov for approval by the bid opening date, and must be noted as a comment on the proposal sheet.

Any chemical not approved by the Water Quality Assurance Laboratory may not be used. Arsenal Product must be equivalent to the spot treatment and crack and crevice treatment.

3.2 Bidder Requirements: The City will use the requirements of this section to determine if each bidder meets the minimum standards to be considered a responsible bidder.

Please print, complete and attach Reference pages and attach any supplemental pages as may be necessary to meet these requirements. For instructions on how to attach a document to your bid, go to page 36 of the Vendor Services User Guide.

3.2.1 Experience Required: Documentation shall include (at a minimum) information meeting the following criteria.

3.2.1.1 Herbicide Applicator Experience: This contract will involve spray applications of herbicides to areas adjacent to public water supply, mailto:RJHreha@columbus.gov distribution facilities, private homes and businesses. For this reason, Bidders shall have a minimum of ten (10) years of experience as an applicator of both industrial and agricultural herbicides, and are required to submit a brief outline documenting this work experience attached to their bid.

3.2.2 References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification.

3.2.2.1 Contact Information Required: The reference contact information shall include the customer’s name, customer e-mail address, street address, telephone number, fax number, contact name and equipment purchase date.

3.2.3 Subcontractor Information Required: If subcontractor(s) are to be used, please list names, addresses, telephone numbers and a contact person for each subcontractor. All subcontractors must have valid contract compliance certification.

3.2.3.1 Subcontractor Contact: Should the offeror use subcontractors; the City shall use the offeror as the primary contact point.

3.2.4 Specification Questions: Questions regarding this bid including any exceptions and/or suggested changes to the requirements must be submitted on the vendor services portal by 11:00 am (local time) on Thursday, August 13, 2026.

Responses and any necessary addenda will be posted as an amendment to this RFQ on the City’s Vendor Services portal no later than 11:00 a.m. (local time) on August 18, 2026. The City strongly encourages bidders to submit exceptions and/or changes during this stage of the process. Bidders submitting exceptions and/or changes before this date will greatly reduce the likelihood of their bid being rejected as non- responsive to the specifications. Bidders whom have not registered and created a new user on the City's portal http://vendors.columbus.gov/sites/public are strongly encouraged to do so.

Notice of any pre-bid notes and addenda will only be sent to Bidders whom have registered at the site.

3.2.4.1 For further instructions on how to submit "Vendor Questions" through the

Vendor Portal, please see Section "Add Vendor Questions" provided on page 47 of the City of Columbus Vendor Services User Guide.

3.2.4.2 The City has instructional videos to assist bidders at the portal. Tutorial videos are available to be viewed through You Tube or by clicking the following link:

https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos ?shelf_id=0&view=0&sort=dd

3.3 Service Requirement Specifications: Weed Control

http://vendors.columbus.gov/sites/public https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd

3.3.1 Weed Control Service: The successful bidder(s) will furnish weed control services, primarily along fence rows, building bases, concrete tanks, bio-filters, rip rap areas, floodwalls, light controllers, roadways, berms, medians, gravel areas/drives and guard railing at various sites detailed in Section 3.4 of this specification. The service will consist of a uniform spray application of herbicides (sterilant and pre-emergence herbicides and fertilizers) approved by the agency requesting service. The primary City agencies requiring service will be the Division of Water, Division of Sewerage and Drainage, Division of Electricity and Division of Street Maintenance The City Agency shall have the option of requesting that the spraying have a dye included (in which the color will dissipate completely within two days) at no additional cost. Must only use aquatic herbicides near water and be considerate to no overspray in water areas.

3.3.2 Frequency of Application: One (1) application shall be made beginning in

March of each year, and this application must assure no further weed growth for the balance of that year (through October).

3.3.2.1 Required Submittals: Contractor shall submit, prior to spraying season, a schedule for each City Agency detailing when each site is anticipated to be sprayed.

3.3.3 Subsequent Applications: The City estimates each location will be serviced no fewer than once (1x) a year. In some instances, the City may require that that two (2) or more sprayings are warranted such as areas adjacent to waterways, bio-filters, and applications of pre-emergence/fertilizer herbicides on lawn areas.

If in the opinion of the using City Agency, touch-up or extra spot applications are needed due to reoccurring weed growth, the Contractor shall furnish such services at no additional cost to the City.

3.3.4 Supervision Experience: All spray application crews shall have an on-site field supervisor with a minimum of five (5) years’ experience.

3.3.5 Commercial Applicator License: Each bidder shall have a valid license as a commercial applicator issued by the Ohio Department of Agriculture. All employees of the successful bidder that are performing application duties under this contract which require a valid license shall possess the same.

3.3.5.1 A copy of the bidder’s valid commercial applicator license must be attached to this bid document.

3.3.5.2 Copies of employees' licenses may be submitted with the bid document. However, if copies are not attached to the bid document, then the successful Bidder shall provide employees’ licenses to the City at the time of award.

3.3.6 Contract Administrator(s): Each City Agency utilizing this contract will designate a Contract Administrator to represent their Agency for weed and vegetation management services used by said Agency. It is understood that the term "Contract Administrator" as used will mean, the City Agency’s Contract Administrator, or his designated representative. The Contract Administrator will be responsible for the following duties:

3.3.6.1 Establishing a Purchase Order, Annually in accordance with this contract.

3.3.6.2 Contact the Contractor annually to initiate the services.

3.3.6.3 Be the primary contact with the Contractor.

3.3.6.4 In the event that areas of service need to be added or deleted the

Contractor Administrator will advise the Contractor and verify in writing the contract price for any additional sites requiring service as provided for in this contract.

3.3.6.5 Provide the contractor with a list of sites to be serviced.

3.3.7 Zones - Areas to Serviced: The various locations to be serviced for weed and vegetation management have been divided into five (5) units referred to as “Zones”. For bid purposes, the geographical areas of the City that require weed control services have been divided into five (5) specific bidding units, and are referred to as Zones 1 – 5.

3.3.7.1 Zones 1 thru 5 - City Owned Property: Zones 1 thru 4 will use Broad Street and High Street as the apex. These four (4) Zones will be designated as areas within City owned property, and are itemized below:

3.3.7.1.1 Zone One – Northeast: areas North of Broad Street and

East of High Street.

3.3.7.1.2 Zone Two – Northwest: areas North of Broad Street and West of High Street.

3.3.7.1.3 Zone Three – Southwest: areas South of Broad Street and West of High Street.

3.3.7.1.4 Zone Four – Southeast: areas South of Broad Street and East of High Street.

3.3.7.1.5 Zone Five- Roadways and Street Light Controllers

3.3.8 Additional Sites Requiring Service: This bid provides for the addition of sites to the contract at a future date that may require weed and vegetation service.

The pricing for the addition of a site will be based upon the following:

A) Minimum of 50 Lineal Feet; and B) Price per each additional lineal foot (over & above the minimum of 50 lineal ft.)

C) Price per additional Square Ft.

SAMPLE: (A) 50 Lineal Ft. minimum = $10.00

(B) Price per additional Lineal Ft. = $ 0.02

Price for an additional site consisting of 200 Lineal Ft.:

(A) Minimum (50 lineal ft.) = $10.00

(B) 150 additional lineal ft. = $0.02 X 150 ft. = $ 3.00 New Additional Site / Total Price = $13.00

3.3.9 Award Selection Criteria/per Zone: For bid purposes, each Zone listed on the

Proposal Worksheet will be a separate subtotal bid price. The City will award each Zone to the lowest responsive, responsible, and best bid based on the equivalent lump sum.

3.3.9.1 Each Zone must be bid in its entirety; (including a price for additional work) to be considered.

3.3.9.2 Quantity Estimates: Quantity estimates are given in Lineal Feet (LF) for each site listed, and also in Square Feet (SF) where applicable; For Zones one through four a Lineal Foot shall be considered as 1 foot of length by 1 foot wide.

3.3.9.3 The bid also provides for the addition of sites by Zone as requested by agencies during the term of the contract. A quote request will be requested for service.

3.3.10 Contract Start Up: Shortly after the contract is initiated and prior to spray season, the City of Columbus Purchasing Office will request a kick off meeting with the Agency Representatives and the awarded bidders to discuss the yearly spray and the requirements/reporting that is requested.

3.4 Zones 1 thru 4– Service Requirements:

3.4.1 Equipment Requirements – Zones 1 thru 4: The equipment requirements approved by the City for Zones 1 thru 4 of this contract include:

3.4.1.1 Radiarc System Applicator: a Radiarc System applicator and a formula supply tank vehicle capable of transporting three separate herbicide solutions at once;

3.4.1.2 Chemical Supply Equipment: All chemical supply equipment and nozzles are to be designated for use with one herbicide;

3.4.1.3 Application Nozzles: All application nozzles are to be brass and properly sterilized prior to use;

3.4.1.4 Proposed Equipment Substitutions: Any proposed substitutions of equipment must be submitted to the City by the bid opening date, and must be included in this bid. All proposed substitutions are subject to the approval of the City.

3.4.2 Job Site Access: The successful bidder will be issued gate keys for access to the particular job sites.

3.4.2.1 The Contractor will sign a receipt statement for gate key(s) and is to return all keys at the completion of the contract. If keys are lost or damaged a fee to reinstate security measures will be back charged to the contractor.

3.4.2.2 Under no circumstances are any keys to be duplicated.

3.5 Zone 5 -- Roadway Areas – Service Requirements:

3.5.1 Equipment Requirements – Zone 5 -- Roadway Areas: Prior to commencement of work, all equipment necessary to perform the required services in this contract shall be inspected and approved by the contract administrator. The Contractor shall be required to demonstrate that his equipment and operators are capable of applying an even and controlled application of material to all areas of the right-of-way.

3.5.1.1 All Spray Patterns or Outlets: All spray patterns or outlets shall have instantaneous shut-off valves immediately accessible to the spray operator from his operating position.

3.5.1.1.1 The spray equipment shall have spray nozzles on both sides of the guardrail to insure an even application.

3.5.1.1.2 Under no circumstances shall the application vehicle exceed 10 mph while spraying chemical sterilant.

3.5.1.2 Injection Equipment: Injection equipment shall be electronically controlled and capable of delivering the specified chemical application rates on a per acre basis independent of vehicle ground speed.

3.5.2 Application Details: The application details for applying the weed and vegetation sterilant to Zone 5 (any Roadway Areas) shall consist of spraying a swath of forty-eight inch (48”) minimum width, in front of, under, and behind all guardrails. All guardrails are to be sprayed from both sides to get the sufficient width desired. Spraying shall be done around all delineators, signpost, light poles, median wall joints and other concrete structures and/or their foundations to kill all vegetation within eighteen (18”) inches. A wide swath shall also be sprayed between posts (post-to-post) on signs with double supports.

3.5.2.1 Concrete Areas: Any concrete areas where vegetation is growing out shall only be sprayed in the joints and cracks. The use of Arsenal Herbicide (or approved equivalent) shall be used at these locations.

3.5.2.1.1 No spraying shall be done when rain, frost, dew, fog, or other weather conditions would create a safety hazard or adversely affect the effectiveness of the application.

3.5.2.1.2 No spraying of the vegetation sterilant shall be done in areas where turf is maintained as a lawn area.

3.5.2.1.3 ALL SPRAYING WILL STOP WHEN THE WINDS ARE 10

M.P.H. OR GREATER. Wind speeds will be determined by the SSI computers in the Street Maintenance Offices.

3.5.2.1.4 Contractor(s) may contact the City to determine if the weather conditions are favorable for spraying before sending out a crew of workers. Contractors may contact the following person:

Street Maintenance Operations Public Service Department

Attn: Tony Cantelmo/Garden Supervisor Office: (614) 645-3976 Cell: (614) 905-3546

3.5.3 Working Days and Hours - Limited Access Freeways: All work to be performed on freeways shall be done Monday thru Friday, between the hours of 9:00 a.m. to 3:00 p.m. The areas to be sprayed at this time shall be determined by the City’s inspector. The inspector shall determine the areas which will create the least amount of traffic flow problems.

3.5.3.1 Residential Street: Spraying work on residential streets shall be done

Monday thru Friday, between the hours of 8:00 a.m. to 5:00 p.m.

3.5.3.2 Arterial Streets: Spraying work on arterial streets shall be done Monday thru Friday, between the hours of 9:00 a.m. to 4:00 p.m. Spraying will cease between the hours of 4:00 p.m. and 6:00 p.m. to avoid rush hour traffic. Spraying work commence again from 6 p.m. until sunset, but only with the Contractor Administrator’s approval to do so.

3.5.4 Maintenance of Traffic: The Contractor shall conduct work so that it does not interfere with the safe flow of traffic. Four-by-Eight (4’ x 8’) foot directional arrow boards shall be used on all work where the posted speed limit is 45 mph or higher.

3.5.4.1 Contract Unit Bid Price - Cost of Traffic Maintenance: Traffic control cost shall be included in the unit bid prices of the weed spraying. Traffic control shall be done in accordance with the OHIO MANUAL OF

TRAFFIC CONTROL DEVICES FOR CONSTRUCTION AND

MAINTENANCE OPERATION, copies of which are available from the Ohio Department of Transportation, Bureau of Traffic, 25 South Front Street, Columbus, Ohio, 43215.

3.5.5 Method of Measurement/Payment: Method of measurement for zone 5 shall be Lineal foot sprayed. Each formula used must achieve ninety-five (95%) percent kill factor in all areas and maintain that factor for a period of one-hundred twenty (120) days after the application has been applied.

3.5.5.1 Between seventy-five (75%) percent and ninety-five (95%) percent kill factor will be justification for the Contractor to respray, at the Contractor’s expense, of all areas where formula used been ineffective. A seventy-five (75%) percent kill or below will be justification to have the Contractor completely respray all routes, at the Contractor’s expense.

3.5.5.2 An inspection by the contract administrator and the Contractor shall be made forty-five (45) days after application has been applied, at which time a determination will be made as to the extent of kill achieved.

3.5.6 Daily Progress Reports: The Contractor shall submit a written report each day to the Engineer of the work performed the previous day. The City will make available an agent during normal working hours to define the areas to be sprayed. The above report shall include the number of delineators, sign post and light poles sprayed each day.

4.0 SAMPLING, INSPECTION AND TEST PROCEDURES

4.1 Inspections: The Contract Administrator assigned by each agency utilizing the contract shall conduct periodic site inspections for the growth of weeds. If, in the opinion of the using City Agency, touch up or extra spot applications are needed due to reoccurring weed growth, the Contractor shall furnish such services at no additional cost to the City.

4.2 Chemical Sampling: Chemical samples shall be taken at the discretion of the inspector. If chemical test results prove to be noncompliant with contract specifications, the area sprayed with the noncompliant chemical mixture shall be resprayed at no cost to the City of Columbus with a chemical mixture that is compliant with the contract specifications.

4.3 Annual Spray Usage: Contractor to record and provide documentation for the length of the contract, and for three (3) years additional, the approximate gallons used for each Division in October (or when service is done for that year). The Division of Sewerage and Drainage will request the amount of herbicide used at Jackson Pike, Southerly treatment plants and Compost be recorded separately.

5.0 ORDERING, DELIVERY and INVOICING

5.1 Ordering Procedures -- Sites to be Serviced: A written purchase order will be established by the Director of Finance and Management referencing the terms of this contract and specifying the locations to be serviced for weed control. The purchase order will have contact information listed on it, as well as the invoice details, as noted below.

Once a written purchase order has been issued by an Agency, the Contractor shall perform the weed control services upon the request of the agency requesting service, in accordance with the list of sites provided by the Contract Administrator.

5.2 Completion of Work: The work under this contract shall be completed on or before thirty (30) calendar days after notice to proceed has been issued.

5.3 Invoicing: Invoices shall be submitted, as detailed below:

5.3.1 One (1) invoice shall be submitted for the initial service, by Zone;

5.3.2 A separate invoice shall be submitted for any additional service requests;

5.3.3 Each invoice will contain the following information:

5.3.3.1 Date of Service: the invoice shall list the date service was executed, at each Zone site serviced;

5.3.3.2 List of Zone Site(s) Serviced: A list of each Zone site serviced for the invoice period;

5.3.3.3 Subtotal for Each Zone: A subtotal for each Zone shall be listed, as well as a total billing price.

6.0 NOTES

6.1 Universal Term Contract: This proposal is bidder's offer to sell the item(s) set forth in the bidders' response to the RFQ at the price(s) quoted by bidder therein, under the terms and conditions of these bid documents. An estimated quantity or estimated annual expenditure is set forth in the proposal.