5-ITQ - SOW - Lawn Care Landbank City Rebid.pdf

INVITATION TO QUOTE

Lawn Care - Landbank City Rebid

City of Little Rock, Arkansas

The capital city of Arkansas is also the state’s largest municipality with over 202,000 people calling it home. The City of Little Rock employs over 2,500 employees in 16 departments. It is our mission to ensure our City is a safe, secure, and prospering place to live, work, and play.

Mayor Frank Scott Jr.

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4560

City of Little Rock Project ID #226987- Lawn Care - Landbank City Rebid

Contents

SCHEDULE AND ACCESS INFORMATION

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

1.2 DEFINITION OF REQUIREMENT

1.3 DEFINITIONS OF TERMS

1.4 PROPRIETARY INFORMATION

1.5 ISRAEL BOYCOTT NOTICE

1.6 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

1.7 REQUIREMENT OF ADDENDUM

1.8 PAST PERFORMANCE

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

2.2 TERMS OF AWARD

2.3 SERVICES REQUESTED

2.4. MINIMUM QUALIFICATIONS

2.5 GENERAL REQUIREMENTS

2.6 PAYMENT STRUCTURE

2.7 PRICING

2.8 JOINT VENTURE

SECTION 3 – INQUIRES AND SUBMISSION INSTRUCTIONS

SECTION 4 – TERMS AND CONDITIONS

SCHEDULE AND ACCESS INFORMATION

Schedule of Solicitations

Project ID | Title: 226987- Lawn Care - Landbank City Rebid

Department: Housing and Neighborhood Programs

Description of Work:

Lawncare Services

Release Date: 3/17/2026

Close Date: 3/20/2026

Resources

Business Contact Little Rock Business Portal | City of Little Rock

Procurement Purchasing Division | City of Little Rock

LRPROCURE

powered by EUNA littlerock.bonfirehub.com

Israel Boycott Restriction Confirmation

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that they do not boycott Israel, and if selected will not boycott Israel during the aggregate term of the contract.

Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

Boycott of the Energy, Fossil Fuel, Firearms, and AMO Industries

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that it does not boycott the energy, fossil fuel, firearms, and ammunition industries and will not boycott the energy, fossil fuel, firearms, and ammunition industries during the term of the contract.

Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

The City has worked hard to make sure this request is correct, but it is up to the Bidder to check the proposal 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 Vendors 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/ https://www.littlerock.gov/city-administration/city-departments/finance/divisions/procurement/ https://littlerock.bonfirehub.com/portal/?tab=openOpportunities https://littlerock.bonfirehub.com/portal/?tab=openOpportunities

SECTION 1 – GENERAL INFORMATION

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2026 operating budget revenues as approved by Ordinance No.

22079 are $350,389,573 including the General Fund revenue budget of $271,999,104.

1.1 PURPOSE

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. [change text, if applicable]

1.2 DEFINITION OF REQUIREMENT

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

1.3 DEFINITIONS OF TERMS

A. “Best Interests” used herein means practicing economical frugality, professionalism, and a firm commitment to the publicly stated goals of the City

B. “Commodity Code” is the standardized system of numbers used to identify goods and services being purchased. The City of Little Rock utilizes the NIGP Code.

C. “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.

D. “Public Notice” is the EUNA (Bonfire) bulletin board where the City can issue changes or new information about a project. Vendors can find this in the [Messages] section titled “Public Notices.” Vendors who have viewed a project will receive an email notification when a new public notice is posted.

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

F. “Responsible bid” means a Vendor response that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

G. “Responsive bid” A bid solicitation that is deemed to meet all the requirements set forward in the bid solicitation such as but not limited to bid instructions, technical requirements, general requirements, acceptance of terms and conditions, and provide complete information.

H. “Notice of Award” is the written notice of the acceptance of a bid from the City to the successful Vendor.

I. “Notice to Proceed” is written communication issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

J. “Specifications" A part of the contract documents consisting of written descriptions of a technical nature of materials, equipment, construction systems, standards, and workmanship.

K. “Supplementary Conditions” are modifications to adapt the specific requirements of the project and that may be imposed by applicable federal, state, and local laws.

L. “Work” is all labor necessary to produce the work required by the contract documents, and all materials and equipment incorporated or to be incorporated in the project. The contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials.

M. “Written Notice” is any notice to any party relative to any part of this Agreement shall be in writing and considered delivered and the service thereof completed, when posted by certified or registered mail to the said party or his authorized representative.

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

O. The words “Responder,” “Bidder,” and “Vendor” are used synonymously in this document.

P. The terms “Invitation to Quote,” “ITQ,” and “Solicitation” are used synonymously in this document.

Q. The terms “bid,” “response,” and "submission" are used synonymously in this document.

1.4 PROPRIETARY INFORMATION

A. Response documents pertaining to this solicitation will become the property of the City of Little Rock and shall be subject to the Arkansas Freedom of Information Act (FOIA).

1.5 ISRAEL BOYCOTT NOTICE

A. Pursuant to Arkansas Code Annotated § 25-1-503, a public entity shall not enter into a contract valued at

$1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in, a boycott of Israel.

B. Vendor's signature on the Combined Certification for Contracting with the City of Little Rock form shall represent and warrant they do not boycott Israel and will not boycott Israel during the remaining aggregate term of the contract.

1.6 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

A. Pursuant to Arkansas Code Annotated § 25-1-1002, a public entity shall not enter into a contract valued at

$1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in a boycott of the energy, fossil fuel, firearms, and ammunition industries. The signed Combined Certification for

Contracting with the City of Little Rock form shall represent the Bidder’s compliance.

1.7 REQUIREMENT OF ADDENDUM

This solicitation shall be modified only by an addendum written and authorized by City.

1.8 PAST PERFORMANCE

A Vendor's past performance with City may be used to determine if the Bidder is “responsible”. Responses submitted by the Bidder determined to be non-responsible shall be disqualified.

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

The City of Little Rock Housing and Neighborhood Programs Department is seeking a qualified vendor to provide lawn and grounds maintenance services for fourteen (14) City-owned Landbank Federal properties, ensuring they are maintained to a high standard.

2.2 TERMS OF AWARD

A. This bid shall be awarded, on an all or none basis, to the lowest responsive and qualified bidder who meets all specified requirements.

B. This contract will be for one (1) year. Upon agreement of both parties, the contract may be extended to six (6) additional years in one (1) year increments.

C. This contract will award on a “as needed" basis and the estimated quantity in this bid solicitation is only used for scoring purposes.

D. The City has the right to award or not award a contract if it is in the best interest of the City to do so.

E. Bidder must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the bid submission.

F. Basis of Award: All line items (Small, Medium, and Large) will be aggregated to determine a Total Combined Bid Amount. The contract shall be awarded based on this total. To be considered responsive, vendors must submit a bid for every category listed below representing the full-service period from April 13, 2026, through October 30, 2026.

G. Calculation Formula: For each line item, the bidder must calculate their total based on a standardized frequency of 15 Mowing Services for the season. Use the following formula for each category:

(Your Price Per Mowing Service) × (Quantity of Lots Category) × (15 Services) = Line-Item Bid

1. Line Item 1 (Small Lot Category): bidder shall provide a total sum representing the cost for all Small

Lots listed, based on the Price Per Mowing Service multiplied by the quantity of lots, multiplied by 15 scheduled services.

2. Line Item 2 (Medium Lot Category): bidder shall provide a total sum representing the cost for all

Medium Lots listed, based on the Price Per Mowing Service multiplied by the quantity of lots, multiplied by 15 scheduled services.

3. Line Item 3 (Large Lot Category): bidder shall provide a total sum representing the cost for all Large

Lots listed, based on the Price Per Mowing Service multiplied by the quantity of lots, multiplied by 15 scheduled services.

H. If Calculation Example: If Line 1 (Small Lots) includes 3 properties and your rate is $50 per mowing service, your bid for Line 1 should be $2,250.00.

a. Math: $50 (Price Per Mowing Service) × 3 (Properties) × 15 (Services) = $2,250.00

I. Service Frequency Note: The quantity of 15 Mowing Services is established for bidding and evaluation purposes only to ensure a uniform comparison of all bids. The actual number of services performed may vary based on weather conditions and growth rates. Payment will be processed at the established "Price Per Mowing Service" for services actually requested and completed.

J. 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.

2.3 SERVICES REQUESTED

Lawncare Services

2.4. MINIMUM QUALIFICATIONS

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

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

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

D. The vendor shall carry the following insurance throughout the term of the contract and any extension thereof.

The vendor must provide a Certificate of Insurance, naming the City of Little Rock as additional insured prior to the award of a resulting contract.

E. Worker’s Compensation (statutory requirements)

F. Comprehensive General Liability – one million dollars ($1,000,000)

G. Personal Injury – one million dollars ($1,000,000)

H. Property Damage and other liabilities – one million dollars ($1,000,000)

2.5 GENERAL REQUIREMENTS

A. All aspects of the project must meet current Federal ADA Regulations and Standards, if applicable.

B. Vendors shall be in compliance with the requirement of Act 150 of 1965 of the State of Arkansas, effective June 3, 1965, (codified as amended at Ark. Code Ann. §§ 17-25-301 through 17-25-316), which is the current Arkansas State Licensing Law for Contractors. The Vendor shall indicate on the bid form the current license number as issued by the applicable licensing entity, if applicable.

C. It is expressly agreed that Contractor is acting as an independent contractor in performing the Work described herein.

D. 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.

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

F. 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.

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

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

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

J. 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

2.6 PAYMENT STRUCTURE

A. This bid solicitation has a standard thirty (30) day payment net terms.

B. Acceptable Payment Methods:

• Purchasing Cards

• Physical Check

• EFT / ACH

C. Invoices shall be submitted via mail and/or email. Email is the preferred method.

Address: City Hall: Department of Finance Accounts Payable 500 West Markham, Suite 315

Little Rock, Arkansas 72201 Email: accountspayable@littlerock.gov

2.7 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 “Close Date.”

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 a 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. Any prices in the response have been arrived at without collusion.

G. All bid pricing shall be quoted in U.S. dollars and cents ($).

2.8 JOINT VENTURE

A. A joint proposal submitted by two or more Vendors is acceptable.

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

mailto:accountspayable@littlerock.gov

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

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

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

SECTION 3 – INQUIRES AND SUBMISSION INSTRUCTIONS

Bid submissions must be submitted electronically via LRPROCURE EUNA Brand Solutions prior to the bid closing data. Bid Closing Date is listed under “Important Events.

Any questions or inquiries regarding a bid solicitation must be submitted prior to the Questions Due Date.

Questions Due Date is listed under “Important Events.” Once this date has passed, no further communication shall occur between City of Little Rock and suppliers or service providers.

For any system-related questions, technical errors and/or help, please contact EUNA Technical Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

Bids Submissions may be revised and resubmitted prior to the Bid Closing Date. Only submitted submissions will be considered.

SECTION 4 – 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 Vendors and the online EUNA Terms & Conditions.

https://littlerock.bonfirehub.com/ mailto:support@gobonfire.com https://www.littlerock.gov/media/22981/standards-and-conditions-2025.pdf https://www.littlerock.gov/media/22981/standards-and-conditions-2025.pdf https://www.bonfire.com/terms-and-conditions/