6-ITB- 231415 Lawns and Landscaping Services - Zoo SOW.pdf

INVITATION TO BID

Bid Event # 231415 Lawn & Landscaping Services - Zoo

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 LiƩle Rock InvitaƟon to Bid – 231415 – Lawns and Landscaping Services - Zoo

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

Contents

SCHEDULE AND ACCESS INFORMATION

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

1.2 BACKGROUND INFORMATION

1.3 DEFINITION OF REQUIREMENT

1.4 DEFINITIONS OF TERMS

1.5 RESPONSE DOCUMENTS

1.6 NONCOLLUSION

1.7 PROPRIETARY INFORMATION

1.8 ISRAEL BOYCOTT NOTICE

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

1.10 REQUIREMENT OF ADDENDUM

1.11 PAST PERFORMANCE

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

2.2 TERMS OF AWARD

2.3 MINIMUM QUALIFICATIONS

2.4 GENERAL REQUIREMENTS

2.5 INSURANCE AND WARRANTIES

2.6 PAYMENT STRUCTURE

2.7 PRICING

SECTION 3 – PERFORMANCE MATRIX

SECTION 4 – CONTRACT MANAGEMENT

4.1 COMMUNICATION PLAN

4.2 JOINT VENTURE

SECTION 5 – SUPPLEMENTAL DOCUMENTATION

SECTION 6 – CONTRACT

6.1 NEGOITATIONS

6.2 ISSUANCE OF CONTRACT

6.3 COOPERATIVE USE

6.4 LIABILITY

SECTION 7 – INQUIRES AND SUBMISSION INSTRUCTIONS

SECTION 8 – TERMS AND CONDITIONS

SCHEDULE AND ACCESS INFORMATION

Schedule of Solicitations

Project ID | Title: Lawn & Landscaping Services

Department: LiƩle Rock Zoo

Release Date: 4/14/2026 @ 9:00 am

Vendor QuesƟons Deadline:

4/28/2026 @ 9:00 am

Close Date: 5/5/2026 @ 10:00 am

Pre-Bid MeeƟng 4/21/2026 @ 10:00 am

Pre-Bid MeeƟng LocaƟon

1 Zoo Drive, LiƩle Rock, AR 72205

Bid Opening Information (Optional)

Bid Opening MS Teams

Date: 05/05/2026 Time: 10:15 a.m., Central Time

Web Link: ITB - 231415 - Lawn and Landscaping Services - Zoo - Bid Reading | MeeƟng-Join | MicrosoŌ Teams

MeeƟng ID: 262 428 149 962 86

Passcode: bq2Vn6Pz

Dial-In: +1 972-371-0918,,680914725# United States, Dallas

Phone Confer. ID: 680 914 725#

Resources

Business Contact Little Rock Business Portal | City of Little Rock

Procurement Purchasing Division | City of LiƩle Rock

LRPROCURE

powered by EUNA liƩlerock.bonfirehub.com

Israel Boycott Restriction Confirmation

By submiƫng a formal proposal to this Bid SolicitaƟon, a ProspecƟve Vendor agrees and cerƟfies that they do not boycoƩ Israel, and if selected will not boycoƩ Israel during the aggregate term of the contract. Vendor must aƩach a signed copy of the Combined CerƟficaƟon for ContracƟng with the City of LiƩle Rock form to the proposal submission.

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

By submiƫng a formal proposal to this Bid SolicitaƟon, a ProspecƟve Vendor agrees and cerƟfies that it does not boycoƩ the energy, fossil fuel, firearms, and ammuniƟon industries and will not boycoƩ the energy, fossil fuel, firearms, and ammuniƟon industries during the term of the contract.

Vendor must aƩach a signed copy of the Combined CerƟficaƟon for ContracƟng with the City of LiƩle Rock form to the proposal submission.

Vendors must submit responses to this request online at LRProcure on or before the designated due date and Ɵme.

Responses should comply with all requirements stated in this bid solicitaƟon. The Vendor is required to be both responsive and responsible as per the terms of this bid. If any conflict is idenƟfied in key terms (such as the quanƟty or type of work to be performed), the City of LiƩle Rock reserves the right to disqualify the Vendor's response at its sole discreƟon.

The City reserves the right to revise the bid submission deadline. If the City needs to make changes or revisions, an addendum will be available on City of LiƩle Rock bid portal under Public NoƟces.

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 informaƟon. The responsibility for determining the full extent of the exposure to risk and verifying all informaƟon herein shall rest solely on those parƟes’ making proposals. The City, its representaƟves, and its agents shall not be responsible for any error or omission in this ITB, nor shall they be responsible for any Vendors or representaƟves' failure to verify the informaƟon herein and to determine the full extent of that exposure.

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

The City of LiƩle Rock has issued this InvitaƟon to Bid (ITB) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

The LiƩle Rock Zoo is seeking a qualified and experienced vendor to provide monthly landscaping services to assist with landscape management.

1.2 BACKGROUND INFORMATION

LiƩle 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 populaƟon of 202,591 according to the 2020 census cerƟfied by the Arkansas State Treasurer. The 2026 operaƟng budget revenues as approved by Ordinance No. 22079 are $350,389,573 including the General Fund revenue budget of $271,999,104.

It is also a major cultural, economic, and governmental center in central Arkansas. Several cultural insƟtuƟons are in LiƩle Rock, such as the Arkansas Museum of Fine Arts, the Arkansas Repertory Theatre, the Arkansas Symphony Orchestra, The Museum of Discovery, William J. Clinton PresidenƟal Library & Museum, and the Mosaic Templars Cultural Center, including a diverse array of outdoor recreaƟonal opportuniƟes.

1.3 DEFINITION OF REQUIREMENT

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

B. ExcepƟons taken to any requirement in this solicitaƟon, whether submiƩed in the Vendor’s response or in subsequent correspondence, may cause the Responder’s response to be disqualified.

C. Bidders may request excepƟons to non-mandatory items. Bidder must clearly explain the requested excepƟon and should reference the specific solicitaƟon item number to which the excepƟon applies.

1.4 DEFINITIONS OF TERMS

A. The City has made every effort to use industry-accepted terminology in this bid solicitaƟon and will aƩempt further to clarify any point of an item in quesƟon as indicated in the ClarificaƟon and Discussion of Proposal.

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

C. “Bid Opening MeeƟng” is the formal process in which sealed bids are opened and the contents are revealed to all Bidders and the public (opƟonal aƩendance).

D. “Commodity Code” is the standardized system of numbers used to idenƟfy goods and services being purchased. The City of LiƩle Rock uƟlizes the NIGP Code.

E. “City” means the City of LiƩle Rock, Arkansas. When the term “City” is used herein to reference any obligaƟon of the City under a contract that results from this solicitaƟon.

F. “Public NoƟce” is the EUNA bulleƟn board where the City can issue changes or new informaƟon about a project. Vendors can find this in the [Messages] secƟon Ɵtled “Public NoƟces.” Vendors who have viewed a project will receive an email noƟficaƟon when a new public noƟce is posted.

G. “ProspecƟve Vendor” means a person who submits a bid in response to this solicitaƟon.

H. “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.

I. “Responsive bid” A bid solicitaƟon that is deemed to meet all the requirements set forward in the bid solicitaƟon such as but not limited to bid instrucƟons, technical requirements, general requirements, acceptance of terms and condiƟons, and provide complete informaƟon.

J. “NoƟce of Award” is the wriƩen noƟce of the acceptance of a bid from the City to the successful Vendor.

K. “NoƟce to Proceed” is wriƩen communicaƟon issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

L. “SpecificaƟons" A part of the contract documents consisƟng of wriƩen descripƟons of a technical nature of materials, equipment, construcƟon systems, standards, and workmanship.

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

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

O. “WriƩen NoƟce” is any noƟce to any party relaƟve to any part of this Agreement shall be in wriƟng and considered delivered and the service thereof completed, when posted by cerƟfied or registered mail to the said party or his authorized representaƟve.

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

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

R. The terms “InvitaƟon to Bid,” “ITB,” and “SolicitaƟon” are used synonymously in this document.

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

1.5 RESPONSE DOCUMENTS

The Bidder’s responsive/responsible proposal must be submiƩed thru LRPROCURE Bid OpportuniƟes Portal on or before the closing date and Ɵme. Other documents and/or informaƟon required must be aƩached to bid solicitaƟon upon submission.

1.6 NONCOLLUSION

Bidder shall represent and warrant that in connecƟon with a response to this solicitaƟon:

A. The Bidder has not been a party to any collusion among Responder(s) in the restraint of freedom of compeƟƟon by agreement to bid at a fixed price or to refrain from bidding.

B. The Bidder has not been a party to any collusion with any official or employee of the City of LiƩle Rock as to quanƟty, quality, or price in the prospecƟve contract or any other terms of said prospecƟve contract.

C. The Bidder has not been a party in any discussion between Bidders and any official of City concerning the exchange of money or other things of value for special consideraƟon in the leƫng of a contract.

D. Bidder's failure to disclose such a relaƟonship may result in one of the following:

1. The City’s rejecƟon of the Responder's response.

2. The City’s cancellaƟon of any resultant contract.

1.7 PROPRIETARY INFORMATION

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

1.8 ISRAEL BOYCOTT NOTICE

A. Pursuant to Arkansas Code Annotated § 25-1-503, a public enƟty shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a wriƩen cerƟficaƟon that the person or company is not currently engaged in and agrees for the duraƟon of the contract not to engage in, a boycoƩ of Israel.

B. Vendor's signature on the Combined CerƟficaƟon for ContracƟng with the City of LiƩle Rock form shall represent and warrant they do not boycoƩ Israel and will not boycoƩ Israel during the remaining aggregate term of the contract.

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

Pursuant to Arkansas Code Annotated § 25-1-1002, a public enƟty shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a wriƩen cerƟficaƟon that the person or company is not currently engaged in and agrees for the duraƟon of the contract not to engage in a boycoƩ of the energy, fossil fuel, firearms, and ammuniƟon industries. The signed Combined CerƟficaƟon for ContracƟng with the City of LiƩle Rock form shall represent the Bidder’s compliance.

1.10 REQUIREMENT OF ADDENDUM

This solicitaƟon shall be modified only by an addendum wriƩen and authorized by City.

1.11 PAST PERFORMANCE

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

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

The LiƩle Rock Zoo is seeking a qualified and experienced vendor to provide monthly landscaping services to assist with land management across all Zoo grounds.

The LiƩle Rock Zoo landscape management team seeks a vendor to maintain designated porƟons of the grounds monthly. Services include, but are not limited to the following:

1. Maintenance and control of rapid growth of grass, weeds, and other plants.

2. Managing, collecƟng, and disposing of fallen leaves and small limbs.

3. Consistently maintaining a clean and appealing environment across grounds.

2.2 TERMS OF AWARD

A. The bid shall be awarded on an “all or none basis,” to the lowest qualified bidder who meets all specified requirements, and who has the absolute capability to provide the required services. Responses to this bid solicitaƟon will be used by the City of LiƩle Rock to determine if the vendor has the appropriate experience, licensures, and qualificaƟons to be considered for the project.

(1) Bidder must provide costs for services per month.

B. The Vendor must have a license to operate in the State of Arkansas.

C. The City of LiƩle Rock Treasury Management Division will determine validity of all business licenses.

D. For more informaƟon regarding business licenses requirements, contact the Treasury Division | City of LiƩle Rock.

E. The City reserves the right to reject all bids and to waive any informality or irregularity in any bid.

F. Bidder must aƩach a signed copy of the Combined CerƟficaƟon for ContracƟng with the City of LiƩle Rock form to the bid submission.

G. The term of this agreement will be for one (1) year. Upon mutual agreement, the contract may be extended for two (2) addiƟonal one (1) year periods or a porƟon thereof.

H. Vendor must aƩend the Pre-Bid MeeƟng located at 1 Zoo Drive, LiƩle Rock, AR 72205 on April 21, 2026, at

10:00 am.

2.3 MINIMUM QUALIFICATIONS

The vendor shall have a minimum of three (3) years of commercial landscaping experience.

Suitable proof of this experience shall be provided through uploading references of three (3) commercial customers from the past three (3) years.

The vendor shall maintain state required liability and worker’s compensaƟon insurance throughout the life of the contract and any extension exercised. Proof of insurance must be presented to the City upon request at any Ɵme.

The vendor must provide a copy of criminal background checks on all employees, including checks for any criminal convicƟons for child endangerment, sexual molestaƟon, or similar crimes against minors, prior to the iniƟaƟon of any work. Any employee of the contractor who has been convicted of crimes involving a minor is prohibited from working on Zoo grounds. If the vendor becomes aware that an employee has such a convicƟon, the vendor must advise the Zoo of this finding and ensure that the employee shall not appear or work on Zoo grounds at any Ɵme.

The vendor shall aƩend the mandatory, in-person, pre-bid meeƟng in order for their bid to be considered. Please arrive early to ensure entry to the conference room at the venue. There will be no entry aŌer 10:00 am.

LocaƟon: Zoo AdministraƟon Office, 1 Zoo Drive, LiƩle Rock, AR 72205 Date: April 21, 2026 Time: 10:00 am

Upon submission of their bid, vendors must be in agreement with and qualified to perform the work as outlined with all informaƟon present, or provided thereaŌer, within the Bid and Contract Documents secƟons of this solicitaƟon.

Qualified bidders must submit a Statement of Vendor’s QualificaƟons responding to ALL the following quesƟons.

The responses provided must be clear and comprehensive. The statement shall be submiƩed in the form of a PDF aƩachment with your bid. The bidder may provide supplemental informaƟon, if deemed necessary.

A. Name of Bidder B. Mailing Address (if more than one office, idenƟfy primary office responsible for bid) C. Telephone and fax numbers.

D. Email address and contact informaƟon aƩached.

E. Date when organizaƟon was formed.

F. If incorporated, what year did you incorporate?

G. How many years have you engaged in the contracƟng business under your present firm or trade name?

H. Detail the background and experience of the principal members of your organizaƟon, including the officers.

I. What are your contracts on hand? Provide a schedule of contracts and anƟcipated date(s) of compleƟon.

J. Describe your firm’s qualificaƟons and character of work.

K. Have you ever failed to successfully and/or saƟsfactorily complete any work awarded to you?

L. Have you ever been in default on a contract? If so, where, and why?

M. For the past five (5) years have your firm had any judgements filed against it for failure to pay materials suppliers, any damages to property or any other reason under contract? If so, please provide a list of judgments and explanaƟons, if applicable.

N. For the past five (5) years have your firm had any liens, judgements, or cerƟficates of indebtedness for failure to pay taxes or workers’ compensaƟon insurance? If so, please provide a list of any liens, judgements, or cerƟficate of indebtedness and explanaƟons, if applicable.

O. Upon request, can you provide any other informaƟon that may be required by the City of LiƩle Rock?

2.4 GENERAL REQUIREMENTS

A. All aspects of the project must meet current Federal ADA RegulaƟons and Standards.

B. Vendors shall be in compliance with the requirement of Act 150 of 1965 of the State of Arkansas, effecƟve 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 enƟty.

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

The vendor shall perform work at the Zoo on days agreed upon in advance between Monday through Friday unless otherwise required. Work shall only be performed when Zoo employees are present.

The vendor shall perform all work inside the Zoo during the hours of 7:30 AM to 9:30 AM. Landscaping work completed away from the guest areas; including front parking, overflow parking, and administraƟve locaƟons not adjacent to animal holding areas, may be performed between 7:30 AM and 3:00 PM. AddiƟonal work performed without the use of powered equipment and with no impact to guests, such as weeding, mulching, and planƟng, may also be performed during 7:30 AM to 3:00 PM.

The vendor shall conduct lawn and grounds maintenance per the schedule provided for each locaƟon designated on the map to maintain a clean and aƩracƟve area. Maintenance as determined on the map shall include at a minimum the following services:

1. Mowing to a height of three (3) inches and edging along sidewalks and curbs.

2. Blowing debris from main pathways (hard surfaces).

3. Leaf removal and collecƟon from pathways, under bushes, along fence lines, or any other areas of natural accumulaƟon. Open areas leaves may be mulched during mowing.

4. Maintaining beds, pulling weeds, spreading mulch, and maintaining barrier fabric(s) as needed.

5. Clippings shall not enter into the storm drains.

Vendor shall be agreeable to perform landscaping duƟes in newly renovated areas that are currently inaccessible, but shall be accessible aŌer the Front-Entry Project is complete. These areas are included in the overall specificaƟons and do not affect the total serviceable area(s) of the Zoo.

Vendor must have staffing capacity to fulfill all required duƟes at all Ɵmes.

Zoo staff must be noƟfied if vendor staffing levels change.

Contract is subject to evaluaƟon, including modificaƟons or terminaƟon conƟngent upon performance should staffing levels affect overall workload compleƟon.

Vendor must supply enough staff to complete all duƟes on the Ɵme schedules below.

Vendor shall be present for duƟes unless there is acƟve inclement weather.

Vendor shall work if property is wet, but not during acƟve rain. Safety shall be prioriƟzed.

Vendor must inform Zoo staff if they will be absent for any reason.

Vendor is expected to show up and work M-F starƟng at 7:30am.

Vendor and Zoo staff shall converse over work requirements during any City-recognized Holidays.

Services shall be provided on the following schedule:

March 1 – October 31:

On a rotaƟon of three (3) zones per week: all duƟes as described must be performed.

Working areas are broken down into three (3) zones.

1. Northern Zone:

a. The Northern Zone consists of Zoo areas North of the “cart path” between the bears area and the

EPA Pond. This area follows along the blacktop path at rhinos, the concrete path behind the Café, to the Asian waterfall, behind the amphitheater, and ends at new MEW building. This area also includes the main parking area, grass islands, and the exterior perimeter easement along Fair Park and Zoo Drive.

b. Services shall consist of mowing, edging, leaf pickup, and debris cleanup to the guest services area(s) adjacent to the front gates (entry area), around to the carousel, front plaza bathrooms, amphitheater, grass island(s) in main parking, around the compost storage fence, and along the Fair park and Zoo drive easements.

c. Vendor shall maintain flower beds by removing any unwanted vegetaƟon as directed by the Zoo horƟculturist at specified flower bed locaƟons:

i. In front of the giŌ shop and guest services buildings

ii. Flower beds surrounding the front plaza bathrooms

iii. Flower beds surrounding new Lemur Exhibit

iv. Flower beds surrounding Amphitheater

v. Flower beds surrounding new Anteater and Capybara exhibits

vi. Flower beds adjacent to the Asian water fall and Ɵger exhibit

vii. Flower bed/bunch grass beds along rhino pathway

2. Central Zone:

a. Central Zone consists of the Zoo area between the north boundary “cart path” (bears area to new MEW building) and the blacktop pathway between small carnivores and bears, following the blacktop path to the wood gate at the great ape exhibit, accessing administraƟon.

b. Primary mowing locaƟons are the grass areas between bears and the Café. The grassy area surrounding the Café, the elephant exhibit, the birdhouse, the repƟle building, and primate building.

The area between the nature playground and Amphitheater. The area behind penguins. Also included in the central zone is the overflow parking area and educaƟon building field.

c. Vendor shall maintain flower beds by removing any unwanted vegetaƟon as directed by the Zoo horƟculturist at specified Flower bed locaƟons:

i. Flower beds/bunch grass beds along the bear exhibit retaining wall

ii. Flower bed surrounding the pavilion

iii. Flower beds on the north side of the café playground retaining wall and along the back café wood fence

iv. Flower Beds surrounding the Men’s and Women’s stone bathrooms

v. Flower bed across from the Women’s stone bathroom and Asian water fall exhibit

vi. The flower beds surrounding the penguin exhibit pathway and next to the playground

vii. The flower beds in front of the elephant barn and beds in front of the bird house

viii. The flower beds surrounding new Tortoise exhibit

3. Southern Zone:

a. The Southern Zone consists of all Zoo land south of the central zone blacktop pathway from small carnivores to the exit gate at administraƟon. This includes small carnivores, the farm, sensory garden, flamingos, duck pond, EducaƟon Science Center, employee parking, hospital, and administraƟon.

b. The mowing areas are all grass in public access on the south side of the blacktop path, and all grass in and around the administraƟve area. Primary areas are the grass in front of the box turtle exhibit, along the ringtail exhibit, following in front of the flamingo exhibit, along the pond, railroad tracks, blacktop to the administraƟon building, and exit.

1. Vendor shall maintain flower beds by removing any unwanted vegetaƟon as directed by the

Zoo horƟculturist at specified Flower bed locaƟons:

i. Flower beds/bunch grass beds along the small carnivore exhibit

ii. Flower bed surrounding the train staƟon

iii. Flower bed outside the exit gate at the call staƟon

2. For all areas and zones, vendor must trim and edge all pathways, around bushes, trees, and other natural or manmade features. Along all fences, trim any vegetaƟon growing out, under, or over the wire fence or under the wood rail and remove all climbing vegetaƟon.

November 1 – February 28:

Collect leaves and weed/maintain flower beds in all three (3) zones.

a. Collect and remove leaves from all fence lines, playgrounds, bushes, flower beds and bunch grasses. Leaf removal shall result in prevenƟng bunching, massing or a collecƟon of leaves.

b. Areas of concern and aƩenƟon are, but not limited to, wood and wire fencing, chain link fencing, areas with heavy bushes and shrubs, all flower beds and bunch grass beds (as described in paragraphs iii, vi, and ix) and isolated wind funnel points at amphitheater, lemurs and other areas at guest services.

c. Open area leaf removal may be done with mower aƩached vacuum equipment or manually.

1. The vendor shall provide all personnel and equipment required to complete assigned work.

2. The vendor shall remove all debris to dedicated areas using rakes, blowers, or other tools.

3. The vendor shall ensure that all work areas are clean and visually appealing per the Zoo Landscaping Supervisor upon compleƟon of work.

4. The vendor shall not use any chemical treatments at any Ɵme, including herbicide, ferƟlizer, or other products.

5. The vendor shall not use plasƟc bags to dispose of debris. Debris may be hauled off by vehicle, collected by vacuum truck, deposited in the Zoo compost area, disposed of in paper bags, etc.

6. The vendor shall coordinate with the Zoo Landscaping Supervisor on all assigned work, techniques, and schedules. The work areas may be near animals sensiƟve to noise and machinery, and the Zoo reserves the right to schedule work for specific Ɵmes. The Zoo addiƟonally reserves the right to order work be halted at any area at any Ɵme due to animal welfare.

7. The grounds-keeping at this locaƟon does not include work inside animal areas or enclosures.

8. The vendor shall make every effort to ensure that the work required does not interfere with the experience or safety of Zoo guests.

9. The mowers used by the vendor shall only be vacuum mowers.

10. The vendor shall repair/replace all sprinkler heads and piping that become damaged during the performance of services resulƟng from this contract.

2.5 INSURANCE AND WARRANTIES

The Vendor shall carry the following insurances throughout the term of the contract and any extension thereof.

Prior to award of a resulƟng contract, the Vendor must provide a CerƟficate of Insurance naming the City of LiƩle Rock as addiƟonal insured.

Workmen’s Compensation (statutory requirements) Comprehensive General Liability – one million dollars ($1,000,000) Personal Injury – one million dollars ($1,000,000) Property Damage and other liabilities – one million dollars ($1,000,000)

2.6 PAYMENT STRUCTURE

A. The Vendor shall submit all invoices resulƟng from contract purchase order to the City of LiƩle Rock’s Accounts

Payable Division, Department of Finance, Room 315, 500 West Markham, LiƩle Rock, AR 72201 at:

accountspayable@liƩlerock.gov. Email invoice preferred.

B. The City follows a standard thirty (30) day net terms.

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 bid opening.

C. Pricing shall include all associated costs. The City will not pay any cost not listed in the Vendor’s price proposal—unless the City agrees in writing—even if it’s later required for services, equipment, or service quality.

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 ($).

SECTION 3 – PERFORMANCE MATRIX

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 on learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. On a scale from 1 to 5, how responsive was the vendor to routine correspondence?

Department Records Monthly Little Rock Zoo Quarterly

2. On a scale from 1 to 5, how responsive was the vendor to emergency correspondence?

Department Records Monthly Little Rock Zoo Quarterly

3. On a scale from 1 to 5, how well did the vendor perform within the parameters of the solicitation?

Department Records Monthly Little Rock Zoo Quarterly

Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per Contract

City of Little Rock Procurement Division

Annually

Vendor Performance Review

Bonfire Annually City of Little Rock Procurement Division

Annually

SECTION 4 – CONTRACT MANAGEMENT

4.1 COMMUNICATION PLAN

A. To manage this contract and the goals outlined in secƟons herein, the City will collect performance data and regularly discuss performance metrics with selected Vendors.

B. The Vendor update meeƟng shall occur monthly at an agreed-upon Ɵme and date. Upon mutual agreement, the parƟes may move to this meeƟng if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellaƟons to a meeƟng shall be communicated at least twenty-four (24) hours in advance.

4.2 JOINT VENTURE

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

B. In the event of a joint venture, documentaƟon must be submiƩed with the proposals idenƟfying all parƟcipaƟng business enƟƟes.

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

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

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

SECTION 5 – SUPPLEMENTAL DOCUMENTATION

A. City of Little Rock Ordinance 20,482 § 1, 10-3-11, Sections 18.51 – 18.53:

https://library.municode.com/ar/little_rock/codes/code_of_ordinances?nodeId=COOR_CH18MIPROF_AR

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B. Act 1068 – “To Repeal The Arkansas Prevailing Wage Law; And To Provide Flexibility To Cities And Counties For

Capital Construction Projects; And To Declare An Emergency:

https://www.arkleg.state.ar.us/Bills/Detail?ddBienniumSession=2017%2F2017R&measureno=sb601

SECTION 6 – CONTRACT

6.1 NEGOITATIONS

A. If the City chooses, negoƟaƟons may be conducted with the highest-ranking prospecƟve Vendor. NegoƟaƟons are conducted at the sole discreƟon of the City.

B. If negoƟaƟons fail to result in a contract, the City may begin the negoƟaƟon process with the next highest ranking prospecƟve Vendor. The negoƟaƟon process may be repeated unƟl the anƟcipated successful Vendor has been determined, or unƟl such a Ɵme the City decides not to move forward with an award.

6.2 ISSUANCE OF CONTRACT

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

6.3 COOPERATIVE USE

A. The City of LiƩle Rock, as the issuing office for this solicitaƟon, shall be the leading agency for this contract.

Other governmental enƟƟes may parƟcipate in any contract resulƟng from this solicitaƟon that falls under its scope of work throughout the life of the contract.

B. The Vendor must agree to offer the same pricing, terms, and condiƟons to parƟcipaƟng governmental enƟƟes as outlined in this solicitaƟon.

6.4 LIABILITY

The City of LiƩle Rock shall not assume liability or obligaƟon on behalf of any other governmental enƟty that may use any contract resulƟng from this solicitaƟon. All purchases and payment transacƟons shall be made directly between the Vendor and the requesƟng enƟty

SECTION 7 – INQUIRES AND SUBMISSION INSTRUCTIONS

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

Any quesƟons or inquiries regarding a bid solicitaƟon must be submiƩed prior to the QuesƟons Due Date.

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

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

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

SECTION 8 – TERMS AND CONDITIONS

All prospecƟve Vendors who submit a proposal agree to be bound by the City of LiƩle Rock Standard Terms and CondiƟons for Vendors and the online EUNA Terms & CondiƟons.