RFP 27034-AG Page 1

Request for Proposal City of Suffolk

RFP#27034-AG

September 15, 2026 Purchasing Division 442 W. Washington Street, Room 1086

Suffolk, VA 23434-5237 Phone: (757) 514-7520 / Fax: (757) 514-7524

Landscaping Services for Cemeteries

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date shown below (local prevailing time), for furnishing the items or services described in the solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.

The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor for the City’s annual requirements for landscaping services at Holly Lawn Cemetery located on North Main Street which consists of approximately thirty (30) acres and Cedar Hill Cemetery located on East Constance Road which consists of approximately thirty-five (35) acres.

The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.

All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City regarding this RFP.

Proposals are due: 3:00 p.m. October 8, 2026

Contract Officer: ________Amy Gardner________________ Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

Firm Name:

Address:

City / State / Zip:

Telephone: FAX No.:

E-mail:

Print Name: Title:

Signature: Date:

mailto:proposals@suffolkva.us mailto:agardner@suffolkva.us.

mailto:agardner@suffolkva.us

RFP 27034-AG Page 2

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt of proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the price set, to be delivered at the time and place specified herein. The offeror’s signature on the prior page certifies the offeror has read, understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

http://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer listed on the front page.

Questions concerning this project must be in writing (email is preferred) and addressed to the Contract Officer listed on the front page of this solicitation, and, should be received no later than five (5) business days preceding the date that the proposals are to be received. E-mail is the preferred method and will get a more timely response.

ELECTRONIC BID SUBMITTAL

An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure date shown, if desired. Documents should be saved as a .pdf document and should conserve disk space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s system. To receive confirmation of receipt of proposal, send request to the contracting officer at agardner@suffolkva.us. Do NOT send proposal directly to contracting officer

Hard copies of proposals will also be accepted, however, they must be in a sealed envelope.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY

IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS

DIVISION AS SOON AS POSSIBLE.

Proposals may be submitted through EVA.

http://www.suffolkva.us/Bids.aspx?CatID=17

RFP 27034-AG Page 3

REQUEST FOR PROPOSAL

Table of Contents

Landscaping Services for Cemeteries

SECTION/TITLE

PURPOSE

COMPETITION INTENDED

TERM OF CONTRACT

GENERAL SPECIFICATIONS

INSTRUCTIONS FOR SUBMITTING PROPOSALS

SPECIFIC PROPOSAL REQUIREMENTS

EVALUATION AND AWARD CRITERIA

EQUIPMENT LISTING

PROPOSED PRICING SCHEDULE-Cedar Hill Cemetery PROPOSED PRICING SCHEDULE-Holly Lawn

ADDITIONAL INSTRUCTIONS

CONTRACT TERMS AND CONDITIONS

SIGNATURE SHEET

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

EXCEPTIONS TO RFP

ANTICOLLUSION

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

Attachment A-Cedar Hill Cemetery Map Attachment B-Holly Lawn Cemetery Map Attachment C-Map of Prohibited Mowing Areas Attachment D-Photos of Prohibited Mowing Areas

RFP 27034-AG Page 4

PURPOSE

The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor for the City’s annual requirements for landscaping services at Holly Lawn Cemetery located on North Main Street, which consists of approximately thirty (30) acres, and Cedar Hill Cemetery located on East Constance Road, which consists of approximately thirty-five (35) acres.

The City reserves the right to award separate contracts for Holly Lawn Cemetery and Cedar Hill Cemetery

COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It is the offeror’s responsibility to advise the Senior Buyer in writing if any language requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than five (5) business days prior to the date set for acceptance of proposals.

TERM OF CONTRACT

The contract will cover the period beginning November 1, 2026, (or upon receipt of signed contract) and continuing through October 31, 2027. This contract may be renewed based on the terms and conditions at the expiration of its term at the sole discretion of the City. Automatic renewals will occur for up to four (4) additional one-year periods through October 31, 2031.

The right is further reserved by the City to not renew the resulting contract at the expiration of the anniversary date by furnishing the contractor with thirty (30) days written notice.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12) months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12- month period) or 3%. The City does not guarantee approval of any rate increase. The City must be notified of any rate increases during the contract period.

CONTRACTOR’S QUALIFICATIONS

The City desires the following qualifications:

1. Have thorough technical knowledge of the best maintenance practices for the cemetery industry as needed for each of the locations as defined above.

2. Have adequate staff to respond quickly to tasks and attend to on-site needs in a timely manner.

3. Have adequate equipment and operators to fulfill maintenance obligations and to provide timely replacement for such due to unforeseen failure(s).

4. Have had considerable favorable experiences in servicing projects of like size, stature and cost.

RFP 27034-AG Page 5

GENERAL SPECIFICATIONS

CEDAR HILL AND HOLLY LAWN CEMETERIES

By accepting these specifications and understanding the work herein described, Contractor accepts the delegated responsibility of the City of Suffolk’s best possible public relations while furnishing its citizens with safe access to City properties and roadways (right of ways) without impairing good public relations with citizens, pedestrians, motorists, the general public, or other utilizing these facilities. In addition, the Contractor agrees not to interrupt the normal traffic flow.

Special care shall be taken so as not to damage cemetery monuments, headstones, footstones, vases, etc. The contractor shall be responsible for repairing all such damage.

Any damages are reported to the Cemetery Superintendent and the City’s Risk Management Department for review.

All work shall be performed in a professional and workman-like manner by experienced and well-trained uniformed personnel, utilizing clean, well-maintained equipment of the latest and most efficient design.

The Contractor shall train crew members to respect not only the solemn dignity of the cemetery, avoiding loud talking, running, etc., but will also train all employees concerning the provisions of this request for proposal and the need to prevent the damage to tombs, stones, and monuments.

MOWING AND TRIMMING

Mowing all open areas, including the field and ditch part of Holly Lawn up to the cedar trees which consists of five (5) acres, and trimming around all stones, both flat and raised lot pins as well as any other fixtures, fences, shrubs, or raised installations. Grass shall be mowed to a height of two (2) inches using equipment as specified herein.

Annual mowing season is from March 15 through November 1. It is anticipated that each cemetery will be mowed and trimmed a minimum of 18 times per year. In addition, there will be certain holidays which will require additional mowing. The mowing season may vary depending on the weather and will be at the discretion of the Cemetery Superintendent.

As much as practical the mowing schedule will be developed to ensure appropriate mowing for the holidays without additional mowing. The mowing schedule may be affected by weather conditions. Should weather delay the schedule, mowing will be required as soon as the cemetery is suitable for mowing as determined by the Cemetery Superintendent.

Cemetery sections shall be done in order starting on one side of the cemetery and working toward the other, unless otherwise directed by the Cemetery Superintendent.

Mowing and trimming operations shall be performed in such a manner as to prevent the piling of excessive and unsightly grass clippings on lawns. The Contractor shall remove excessive clippings immediately following each mowing cycle prior to work crew leaving the work site.

Contractor shall include all trimming at each mowing using hand labor, or mechanical devices.

Trimming shall include around all trees, shrubs, beds, fences, groundcovers, utilities poles, RFP 27034-AG Page 6 buildings, obstacles, curbing, sidewalks, and parking lots, concrete pads, including cracks and expansion joints and edges of all exterior hard surfaces. Any vegetation located by the mowing operation, adjacent to, above, or hanging over the curb, must be trimmed each mowing cycle.

At time of each mowing, trimming shall be done in a manner as not to damage trees, shrubs, fences, etc. At no time shall wild vegetation be allowed to grow out of these areas.

At the time of each mowing, the contractor shall remove all wild vines, trees, and other vegetation growing up between and around grave markers, monuments, and other obstacles before it reaches six (6) inches in height. At no time shall any vegetative growth be allowed to remain growing up between and/or any grave markers or monuments. Vegetation does not include ivy covering the graves. However, ivy should be trimmed when out of control as deemed necessary by the Cemetery Superintendent. Growth above the ivy should be cut and/or trimmed during regular grass cutting season.

Please see Attachment C for Map of Prohibited Mowing Areas

The following are restricted mowing areas:

1.Confederate Monument and Lots D 95, 96, 100, and 101

2.Block E Lot 31

3.Block F Lot 179

4.Block H Lot 42

5.Block H Lot 42

Please see Attachment D for Photos of Prohibited Mowing Areas

No tractors shall be used for mowing without approval of the Cemetery Superintendent; only riding mowers and zero-turn mowers. A high quality of cut shall be provided using mowers with sharp cutting edges. Contractor shall only use equipment with safety guards and shall practice safe operating procedures to properly protect the operator, bystanders, and adjacent property from injury/damage. Mowing shall be in such a manner as not to damage trees, shrubs, plants, signs, or other obstructions.

Contractor shall not be allowed to continue with routine maintenance while funeral services are being held unless approved by the Cemetery Superintendent.

R SPRAYING

t Contractor shall herbicide roadways in both cemeteries at the discretion of the Cemetery Superintendent. This should be done in a manner not to kill the grass in the connecting sections. All herbicides shall be environmentally safe and comply with all federal, state and local regulations. Contractor shall be registered and keep valid all permits, licenses, and certifications.

Contractor shall spray paved roadways and sides with an acceptable Group 5 herbicide, as needed to control the growth of weeds. The roadway sides should be sprayed at least two inches (2”) from road surfaces on both sides up to a maximum of three inches (3”).

RFP 27034-AG Page 7

The main roadways to be treated are located in Cedar Hill but may also include Holly Lawn.

LITTER REMOVAL AND DISPOSAL OF LITTER DEBRIS

Prior to each mowing operation, the Contractor shall remove all litter and debris, including paper, cans, bottles, bags, grass clippings, accumulated leaves, dead or unsightly burial decorations; and other tree litter including tree limbs from the areas of contract locations.

Including but not limited to fence lines, lawns, sidewalks, trees shrubs, groundcover beds, all curbs and gutters, and other hard surfaces, etc. within the contract areas. Special attention shall be given to ensure the removal of objects, which may cause injury, if thrown from mowing equipment.

All resulting lawn clippings shall be removed from ANY AND ALL grave markers, roadways, walkways, parking areas, or any other hard surfaces including curbs and gutters from plant beds, tree collars, etc., IMMEDIATELY after each mowing by the Contractor prior to the work crew leaving the work site. Clippings are NOT to be left on ANY surface following mowing.

Litter collection shall be included as part of the mowing price and litter may be disposed of in the dumpster at Holly Lawn. The Contractor shall always be required to promptly (the day it is collected) remove all litter and debris and have it promptly disposed of. Should the Contractor dispose of the litter and debris at an illegal dumpsite, it shall be cause for termination of this contract.

Leaf raking and removal will be considered as part of the mowing price. Leaves must be blown to an area designated by the Cemetery Superintendent.

Removal of flowers and other arrangements shall be considered as part of the mowing price and removal will be directed by the Cemetery Superintendent. As much as possible removal may be scheduled during regular mowing.

SHRUBS, TREES AND CITY MAINTAINED FLOWER BEDS

Seasonal planting shall occur three (3) times a year. Currently the only flower bed to be maintained is at the entrance off North Main Street onto Mahan Street at Cedar Hill Cemetery.

Seasonal planting shall consist of seasonal plants, pot size 6”, to be approved by the Cemetery Superintendent. Plants are to be planted along the perimeter of the flower bed as directed by the Cemetery Superintendent.

Flower beds will be maintained as directed by the Cemetery Superintendent and paid on per event pricing. No flower beds are located at Holly Lawn cemetery

Shrub pruning is anticipated four (4) times per year to be determined by the Cemetery Superintendent. All dead shrubs are to be removed by the Contractor. The Contractor is not responsible for replacement of the shrubs.

Tree trimming will be required two (2) times per year and shall consist of broken limbs and anything hanging that can be reached from the ground. If a severe storm comes through and takes down several trees the City shall be responsible for the removal.

RFP 27034-AG Page 8

TRASH CONTAINER MAINTENANCE

Weekly emptying of City provided trash receptacles will be considered as part of the mowing pricing. The Contractor shall also empty trash containers, as directed above, on the last working day prior to the following designated holidays; Easter, Memorial Day, July 4th, and Christmas.

Throughout the year, the Contractor shall maintain all trash containers in clean, safe, durable, usable, attractive and upright condition.

Each week, year-round, the contractor shall empty contents of all trash containers.

HOURS FOR MAINTENANCE

The Contractor shall supply the City with a written work schedule to indicate the normal starting and completion times for its operations. The schedule shall be delivered to the Cemetery Superintendent two (2) weeks prior to beginning the work. Changes in such work schedules must be approved by the City. Contractor shall not perform site work on Sundays or Holidays.

SITE DEFECTS

Contractor shall promptly (same day) notify the Cemetery Superintendent of any holes, cave-ins, or depressions in mulched areas, broken signs, and any other defects or hazards.

CONTRACTOR’S OTHER RESPONSIBILITIES

It shall be the responsibility of the Contractor to become aware of and comply with all ordinances and policies.

All applicable federal and state laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout and shall be deemed to be included in the contract the same as though herein written out in full.

All licenses, insurances, etc., necessary to assume the responsibilities for said work shall be acquired by the Contractor and/or put into effect to cover both person and property as might come into contact with or be affected by said work. The Contractor shall furnish proof of coverage for all employees and/or workers under the required insurance including Worker’s Compensation.

. The Contractor will not be allowed to subcontract any portion of this contract unless written approval is granted by the Department of Parks and Recreation. The subcontractor, as approved, shall be bound by the conditions of the contract between the Department of Parks and Recreation and the Contractor.

PRICING SCHEDULES (Pages 15-16)

The successful offeror shall submit a Maintenance Cost Schedule for the work to be performed under this contract for each site. The total cost of the items on the Maintenance Cost Schedule shall equal the accepted total price for each individual site.

After each monthly cycle, the contractor shall submit to the City representative an original

RFP 27034-AG Page 9 invoice for the preceding cycle, claiming the monthly dollar value in accordance with the Maintenance Cost Schedules(s). For work items partially completed (mulching, over-seeding, etc.) the contractor shall be paid for the percentage of the work actually completed. Invoices are to be submitted at the end of the month for which the services were rendered.

INSTRUCTIONS FOR SUBMITTING PROPOSALS

A. Submission of Proposals

An electronic document must be submitted by e-mail attachment to proposals@suffolkva.us with the RFP number, title, in the subject line. Electronic copies may be delivered to the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure date shown, if desired. Documents should be saved as a .pdf document and should conserve disk space to allow transfers of data.

ZIP files cannot be accepted; they do not work in the City’s system. To receive confirmation of receipt of proposal, send request to the contracting officer at agardner@suffolkva.us. Do NOT send proposal directly to contracting officer.

Offerors so selected will be allowed to make a formal presentation of their qualifications and job approach and may be selected for final negotiations of contract. Therefore, care should be given to address the issues relating to the criteria to follow. Read the entire solicitation before submitting a proposal. Failure to read any part of this RFP shall not relieve any offeror from his or her contractual obligations.

B. Questions and Inquiries

Questions and inquiries pertaining to the Request for Proposals will be accepted from any and all firms via e-mail to agardner@suffolkva.us or fax. Inquiries must provide RFP number, title and acceptance date. Material questions will be answered by Addendum and will be posted on the City’s website:

http://www.suffolkva.us/Bids.aspx?CatID=17 and to all firms who receive the RFP provided that all questions are received five (5) days prior to opening date.

Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City of Suffolk with respect to this RFP. All questions and/or comments should be directed to her attention. The respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City regarding this RFP. This prohibition shall also extend to the Suffolk City Council and other elected City officials. Any such unauthorized contact may disqualify the offeror from the procurement.

C. Addendum and Supplement to Request

If it becomes necessary to revise any part of this request or if additional data are necessary to enable an exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the offeror to ensure that he has received all addendums prior to submitting a proposal. All addenda can be downloaded from mailto:agardner@suffolkva.us

RFP 27034-AG Page 10

D. Firm Pricing for City Acceptance

Offers made during negotiation must be honored for City acceptance for 180 days from the date of offer.

E. Proprietary Information

Trade secrets or proprietary information submitted by an offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of this section prior to or upon submission of the data or other materials and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary. Offerors shall not mark sections of their proposal as proprietary if they are to be part of the award of the contract and are of a "Material" nature. Any propriety information must be listed on the attached “Proprietary/confidential Information Identification” form and submitted with the proposal. An all-inclusive statement that the entire proposal is proprietary will result in rejection of the proposal.

F. Authority to Bind Firm in Contract

Proposals must give full firm name and address of offeror. Failure to sign proposal may disqualify it. Person signing proposal should show title or authority to bind his firm in a contract. Firm name and authorized signature must appear on proposal in the space provided on the pricing page.

G. Preparation and Submission of Proposals

1. All proposals must be signed by the individual or authorized principals of the firm.

2. All attachments to the Request for Proposal requiring executing by the firm are to be returned with the proposals.

3. Proposals are to be submitted electronically; title must indicate the RFP number, time and date of public acceptance, and the title of the proposal.

4. It is the Offeror’s responsibility that the proposals are received by the

Purchasing Division BEFORE the hour specified on the opening date. Requests for extensions of this time and date will not be granted. Proposals or unsolicited amendments to proposals received by the City after the acceptance date will not be considered.

H. Miscellaneous Requirements

1. The City will not be responsible for any expenses incurred by a firm in preparing and submitting a proposal. All proposals must provide a straightforward, concise delineation of the firm's capabilities to satisfy the requirements of this request.

Emphasis should be on completeness and clarity of content.

RFP 27034-AG Page 11

2. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. The Purchasing Division will schedule the time and location for this presentation.

3. The contents of the proposal submitted by the successful offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful firm will be expected to sign a contract with the City.

4. The City reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of the City.

SPECIFIC PROPOSAL REQUIREMENTS

Proposals shall contain enough information and detail to allow the City of Suffolk to evaluate the offeror’s capabilities for providing the required services. The City reserves the right to request clarification of information submitted and to request additional information if deemed necessary. Offerors are required to submit the following items in the format provided as a complete proposal.

A. Cover Letter

The offeror will complete and submit the signed Cover Sheet (Page 1) and submit it with a brief cover letter. The cover letter should summarize key elements of the proposal. An individual authorized to bind offeror must sign the letter and Signature Sheet, as well. Indicate the address and telephone number of the Contractor’s office.

B. Background and Project Summary Section

This section should describe your understanding of the City, the work to be performed, and the objectives to be accomplished. Refer to the “Scope of Services” Section of this RFP. (Section 6.0).

C. Methodology Section

Provide a detailed description of the approach and methodology to be used to accomplish the “Scope of Services” of this RFP. The Methodology Section should include the following:

1. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the “Scope of Services” Section.

2. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified herein.

RFP 27034-AG Page 12

D. Staffing Section

Provide a list of individual(s) who will be working on this project and indicate the level/title of each member, and the function that each will perform. Include a resume for each designated individual, to include licenses, certifications, and participation on referenced projects and their specific responsibilities with respect to the “Scope of Services.”

E. Qualifications

The information requested in this section should describe the qualifications of the offeror, key staff, and subcontractors performing projects within the past five (5) years that are similar in size and scope to that requested in the RFP. Information shall include the following:

1. A summary of the firm’s demonstrated capability, including length of time that the firm has provided the services being requested herein.

2. Provide at least three (3) commercial references that received similar services from your organization. The City reserves the right to contact any the organizations or individuals listed. Information shall include:

• Client name

• Client point of contact, telephone number, and email address.

F. Format

Proposal should be submitted in the following format:

• Cover Sheet and Cover Letter (A)

• Proposal sequenced in accordance with Paragraphs B-E above

• City forms as follows: (All forms must be signed.)

o Signature Sheet (Page 30) o Propriety/Confidential Information Identification (Page 31) o Exceptions to RFP (Page 32) o Anticollusion/Nondiscrimination/Drug Free Workplace Clauses (Pg. 33) o Proof of Authority to Transact Business in Virginia (Page 34)

EVALUATION AND AWARD CRITERIA

The City’s Evaluation Committee will review each proposal and verify the claims and credentials of each offeror. Selection will be made for each proposal on the basis of the criteria listed below. Weights to each rating will be applied as indicated below:

• Management skills (25%)

• Experience cutting cemeteries (25%)

• Understanding of the tasks and requirements. (25%)

• Capability to meet cutting schedules. (15%)

• Fee proposal for proposed work plan. (5%)

• Overall quality and completeness of proposal. (5%)

RFP 27034-AG Page 13

Once each member of the Evaluation Committee has independently read and rated each proposal and completed an evaluation matrix for each offeror, a composite preliminary rating will be developed which indicates the group’s collective ranking of the highest rated proposals in a descending order. The preliminary rating will be used to select the firms for further consideration—the short-list.

After the interviews, the Evaluation Committee will finalize the rankings based on the firms’ presentations. Final negotiations for a binding fee will begin with the top ranked firm. If a contract acceptable to the City cannot be negotiated at rates that are considered fair and reasonable, negotiations shall be terminated with that firm, and negotiations will be conducted with the next ranked firm, and so on, as required under the Virginia Public Procurement Act.

The rankings shall remain confidential until after the contract award.

Should the City determine, in its sole discretion, that only one Offeror is qualified, or that one offeror is clearly more highly qualified than the other under consideration, a contract may be negotiated and awarded to that Offeror. The file will show the Committee’s reason for basis of selection.

The successful firm will be expected to enter into a contract with the City of Suffolk based upon their submittal, any additional negotiated terms, and best and final pricing. The successful firm will be expected to execute and return the contract documents to the City within ten (10) business days of receipt.

RFP 27034-AG Page 14

EQUIPMENT LISTING

Name of Firm/Offeror: ____________________________________________

RFP 27034-AG Page 15

PROPOSED PRICING SCHEDULE-Cedar Hill Cemetery

ITEM # DESCRIPTION

QTY

APPROX

PER

YEAR

PER

OCCURANCE

ANNUAL

COST

1 Mowing/Trimming 34 2 Shrub Pruning 4 3 Flower Bed Maintenance 18 4 Tree Maintenance 2 5 Weekly Emptying of Trash Receptacles 52

Emptying of Trash Receptacles Prior to Designated Holiday

Litter Control Non-Mowing Season (November 2nd – March 14th)

Leaf Removal Non-Mowing Season

9 Planting 100 Geraniums 1 10 Planting 100 Pansies 1 11 Herbiciding Roadways 2

Total Annual Cost

RFP 27034-AG Page 16

PROPOSED PRICING SCHEDULE-Holly Lawn

ITEM # DESCRIPTION

QTY

APPROX

PER

YEAR

PER

OCCURANCE

ANNUAL

COST

1 Mowing/Trimming 34 2 Shrub Pruning 4 3 Tree Maintenance 2 4 Weekly Emptying of Trash Receptacles 52

Emptying of Trash Receptacles Prior to Designated Holiday

Litter Control Non-Mowing Season

Leaf Removal Non-Mowing Season

8 Herbiciding Roadways 2

Total Annual Cost

RFP 27034-AG Page 17

ADDITIONAL INSTRUCTIONS

1. Use of Form: All proposals should be submitted in electronic(pdf) format in accordance with this form. The offeror may attach/scan other information as required to the electronic document that will be made a part of the proposal. Electronic submittals on CD, DVD, flash drives, or other electronic media will be accepted if delivered prior to the closing time. The preferred method is by an attachment to an email addressed to:

proposals@suffolkva.us. ZIP files cannot be accepted.

2. Submittals: Except as noted above, all proposals shall be sent as an attachment to email to: proposals@suffolkva.us. The subject line must show the proposal number and title.

3. Late Proposals: Proposals, if received by the City’s Purchasing Division (“Purchasing”) after the date and time specified, will not be considered. It will be the responsibility of the offeror to see that their proposal is received by Purchasing as specified. There will be no exceptions. Electronic proposals show the date and time sent. This must be prior to the closing date published on the front cover.

4. City Hall Closure: Should the City’s electronic networks connectivity prevent receipt of proposals at the time of the scheduled proposal closing, the proposals will be accepted and opened on the next business day of the City, at the original scheduled hour, or as soon as connectivity is restored during normal business hours.

5. Competition Intended: It is the City’s intent that this RFP permits competition. It shall be the offeror’s responsibility to advise the Contract Officer in writing if any language requirement, specification, terms, conditions, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Contract Officer prior to the date set for proposals to close.

6. Contract Quantities: The quantities specified in the RFP are estimates only unless otherwise clearly noted and are given for the information of Offeror and for the purpose of proposal evaluation. They do not indicate the actual quantity that will be required, since such volume will depend upon requirements that may develop during the contract period. Quantities shown shall not be construed to represent any amount which the City shall be obligated to purchase under the contract or relieve the offeror of his obligation to fill all orders placed by the City, except as clearly noted.

7. Delivery: The time of delivery of services must be stated in definite terms. If time of delivery for different goods and/or services varies, the offeror shall so state.

8. Offeror’s Qualifications: Only proposals from established offerors for work similar in scope to work herein shall be considered; the City reserves the right to request specific reference information prior to award. Offeror shall demonstrate that they have adequate and appropriate manpower, tools and equipment to respond and perform in accordance with the provisions herein.

The City may, at its option, disqualify an offeror and reject its proposal for cause.

Reasons deemed to be sufficient for this action shall include, but not be limited to, the following:

RFP 27034-AG Page 18

Evidence of collusion among offerors.

Receipt of more than one proposal on any project from an individual, or from a corporation. This restriction does not apply to sub-consultants Default on any previous contract.

Unreasonable failure to complete a previous contract within the specified time or for being in arrears on an existing contract without reasonable cause for being in arrears.

Inability to perform as revealed by an investigation of the offeror’s financial statement, experience and/or plant and equipment.

Offeror does not meet project-specific requirements, as identified in the solicitation.

9. Pricing to be F.O.B. Destination – Freight Allowed: Pricing shall be F.O.B.

destination-freight included for all competitive proposals. F.O.B. Destination-Freight Included shall include all shipping costs to the City location(s) at the unit cost. No additional shipping charges shall be allowed.

10. Samples: Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, will be returned at the offeror’s risk and expense.

11. Silence of Specifications: The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and correct type, size, and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

12. Capacity of Offeror: All proposals must be signed by a responsible officer or employee having the authority to bind the firm in contract. The offeror agrees that its contract performance shall be in strict conformance with the contract documents.

13. Rights to Damages: By signing its proposal, the offeror assigns to the City any and all rights that it may have under the antitrust laws of the United States and the Commonwealth of Virginia in any way arising from or pertaining to this proposal. This provision is remedial in nature and is to be liberally construed by any court in favor of

14. Anti-collusion: The offeror certifies by signing its proposal that the proposal is made without prior understanding, agreement, or accord with any other person or firm submitting a proposal for the same goods and/or services and that this proposal is in all respects bona fide, fair, and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. Any false statement hereunder may constitute a felony and can result in a fine and imprisonment, as well as civil damages. Should sub-consultants have interest in multiple submittals, this clause does not apply except when an act of collusion or fraud has occurred.

15. Contact Prohibition: Direct contact with City departments other than Purchasing, on the subject of this proposal is expressly forbidden except with the foreknowledge and permission of the Contract Officer. Violation may result in a determination that your firm is ineligible for an award.

RFP 27034-AG Page 19

All questions shall be in writing to the Contract Officer shown on the title page of the proposal. The respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City regarding this RFP. This prohibition shall also extend to the Suffolk City Council and locally elected officials. Any such unauthorized contact may disqualify the offeror from this procurement.

16. Debarment Status: By submitting a proposal, offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

17. Ethics in Procurement: Offeror must provide written disclosure with their proposal if one of its officers, directors, trustees, partners, employees, or lenders is an employee or officer of the City of Suffolk or an immediate family member of the employee or officer (as defined by Section §2.2-4368 of the Virginia Procurement Act) who is involved personally or substantially participates in procurement transactions or owns or controls an interest of more than three percent (3%) of the company or receives more than $5,000 annually from the Offeror.

18. Addenda: If issued, addenda to this solicitation will be posted on the Purchasing website: http://www.suffolkva.us/Bids.aspx?CatID=17. It is the offeror’s responsibility to check the website or contact the Purchasing Division prior to the submittal deadline to ensure that the Offeror has a complete, up-to-date package. Acknowledgement of all issued Addenda shall be indicated in the proposal.

19. Withdrawal of Proposals: Proposals may be withdrawn (cancelled) any time prior to the closing time and date. Withdrawal of proposals may be accomplished by submitting such request in writing on the issuing company's letterhead either by email, in person, or by certified mail.

20. Award: Award will be made to the offeror considered by the City’s sole determination after following the procedure outlined herein. The process used for this solicitation shall be Competitive Negotiation for Professional Services as outlined in the Virginia Public Procurement Act.

21. Announcements: Upon the award or the announcement of the decision to award a contract, the City will publicly post such notice on the electronic bulletin board located outside of the Purchasing Division and on the Purchasing web site:

http://www.suffolkva.us/Bids.aspx?CatID=17.

22. Offer/Acceptance: Each proposal is received with the understanding that the acceptance in writing by the City of the offer to furnish any or all of the goods and/or services described therein, shall constitute a contract between the Offeror and the City, which shall bind the offeror to furnish and deliver the goods and/or services quoted at the prices stated and in accordance with the conditions of the accepted proposal; and the City on its part to order from such offeror, except for causes beyond reasonable control; and pay for, at the agreed prices, all goods and/or services specified and delivered.

RFP 27034-AG Page 20

23. City’s Rights: The City reserves the right to reject any and all proposals, and to waive any informality if it is determined to be in the best interest of the City.

24. Appeals Procedure: Upon offeror’s request, administrative appeals information will be provided that shall be used for hearing protests of a decision to award, or an award, appeals from refusal to allow withdrawal of proposals, appeals from disqualification, appeals for debarment or suspension, or determination of non-responsibility and appeals from decisions or disputes arising during the performance of a contract. To be timely all appeals shall be made within the time periods set forth by the Virginia Public Procurement Act, §2.2-4357, et seq. Contact the Contract Officer at once for assistance.

25. Additional Conditions: The Contract Terms and Conditions and all Instructions in this solicitation are intended to apply to the resulting contract and shall supersede any conflicting terms in the Offeror’s proposal. Any additional conditions an offeror intends be considered must be submitted with the proposal and noted as an exception. Such exceptions may result in a finding that the submittal is ‘non-responsive’ to the proposal, negating possibility of an award to that offeror. Contractual documents submitted by the successful firm after an award will not be accepted.

RFP 27034-AG Page 21

CONTRACT TERMS AND CONDITIONS

1. Conflict: In the event of a conflict between the contract documents, including these Contract Terms and Conditions, the final executed contract documents shall control.

2. Alien employment: Consultant certifies that he does not and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ unauthorized aliens as defined in the federal Immigration Reform and Control Act of 1986, as amended.

3. Anti-Discrimination: The Consultant certifies to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and §2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia § 2.2.4343.1E).

The following provisions apply to all contracts over $10,000:

1. During the performance of this contract, the Consultant agrees as follows:

a. The Consultant will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, disabled veteran status, status of military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Consultant. The Consultant agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Consultant, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, will state that such Consultant is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The Consultant will include the provisions of the foregoing paragraphs a, b, and c above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

RFP 27034-AG Page 22

4. Assignment of Contract: A contract shall not be assignable by the Consultant in whole or in part without the written consent of the City.

5. Availability of Funds: A contract shall be deemed in force only to the extent of appropriations available to each department for the purchase of such goods and/or services. The City’s extended obligations on those contracts that envision extended funding through successive fiscal periods shall be contingent upon actual appropriations for the following years.

6. Changes and Additions: It shall be the responsibility of the Consultant to notify the City, in writing, of any necessary modifications or additions in the Scope of the contract.

Compensation for changes or additions in the Scope of the contract will be negotiated and approved by the City, in writing.

It is understood and agreed to by both the City and the Consultant that such modifications or additions to the contract shall be made only by the full execution of the City’s standard Contract change order form. Furthermore, it is understood and agreed by both parties that any work done by the Consultant on such modification or addition to the contract prior to the City’s execution of its standard Contract change order form shall be at the total risk of the Consultant and said work may not be compensated by

7. Consultant’s Failure to Perform: Failure of the Consultant to perform the contract by reason of the City’s non-acceptance of additional conditions submitted after the award shall result in termination of the contract by the City and may result in debarment of the Consultant for a period of up to three (3) years. Termination and /or debarment of the Consultant shall not constitute a waiver by the City of any other rights or remedies available to the City by law or contract.

8. Contractual Disputes: The Consultant shall give written notice to the Purchasing

Agent of his intent to file a claim for money or other relief at the time of the occurrence or the beginning of the work upon which the claim is to be based.

The written claim shall be submitted to the Purchasing Agent no later than sixty (60) days after final payment. If the claim is not disposed of by agreement, the Purchasing Agent shall reduce his decision to writing and mail or otherwise forward a copy thereof to the Consultant within thirty (30) days of receipt of the claim.

The Purchasing Agent's decision shall be final unless the Consultant appeals within thirty (30) days by submitting a written letter of appeal to the City Manager, or his designee. The City Manager shall render a decision within sixty (60) days of receipt of the appeal.

9. Copyright Protection: Consultant agrees to defend and save the City, its agents, officials, and employees, harmless from liability of any nature or kind, for use of any copyright, composition, secret process, patented or unpatented invention, articles or appliances furnished or used in the performance of the contract, or which Consultant is not the patentee, assignee, or licensee, to the same extent as provided in the above paragraph.

RFP 27034-AG Page 23

10. Default: In event of default by Consultant, the City reserves the right to procure the goods and/or services from other sources and hold Consultant liable for any excess cost occasioned thereby. Such actions taken by the City shall not release the Consultant from additional remedies that may be allowed by law.

11. Drug-Free Workplace: During the performance of this contract, the Consultant agrees to (1) provide a drug-free workplace for the Consultant's employees; (2) post in conspicuous place, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Consultant's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (3) state in all solicitation or advertisement for employees placed by or on behalf of the Consultant that the Consultant maintains a drug-free workplace; and (4) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each sub-consultant or vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a Consultant, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

12. Entire Agreement: This contract and any additional or supplementary documents incorporated herein by reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. The contract shall not be modified, altered, changed or amended unless in writing and signed by the parties hereto.

13. Exemption from Taxes: The City is exempt from state sales tax and federal excise tax. A tax exemption certificate indicating the City’s tax-exempt status will be furnished by the City upon request.

14. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based organizations.

15. Governing Law: This contract shall be made, entered into, and shall be performed in the City of Suffolk, Virginia, and shall be governed by the applicable…