City Wide Landcaping RFQC.pdf

REQUEST FOR QUALIFIED CONTRACTOR FOR CITY WIDE LANDSCAPING

SERVICES

RFQC #26-056

RESPONSE DUE DATE: July 27, 2026, 2:00 PM EST

The City of Sandy Springs (“City”) uses a procurement portal powered by Bonfire Interactive (“Bonfire”) for accepting and evaluating bids, statements of qualification, responses and proposals digitally, found by using the link below:

https://sandysprings.bonfirehub.com/projects/244284/details

A response submitted (“Response”) in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your registration or submissions. You can also visit Bonfire’s help forum at bonfirehub.zendesk.com/hc.

There is no pre-submittal conference for this Request for Qualifications (“RFQC”). Questions should be directed in writing to Edward S McAdoo III, City of Sandy Springs, Senior Buyer for this procurement, via e-mail at emcadoo@sandyspringsga.gov or via the QA function in Bonfire. The deadline for submitting questions will be no later than 5:00 PM on July 17, 2026.

Information concerning this solicitation may be found electronically at:

https://sandysprings.bonfirehub.com/projects/244284/details

The Bonfire website will contain this RFQC, any addenda, clarifications, schedule changes and other important information regarding the solicitation. Contractors submitting Responses (“Respondents”) should check these electronic pages daily.

The City reserves the right, among others, to reject all Responses and to waive technicalities and informalities, to make award in the best interest of the City, or to cancel this solicitation at any time for any reason.

All Offerors are hereby notified that any digital content, applications, websites, or technology services provided under this solicitation must comply with the accessibility standards established under the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. Offerors must demonstrate their ability to deliver products and/or services that are accessible to individuals with disabilities, including compatibility with assistive technologies such as screen readers, keyboard navigation, and voice recognition tools.

mailto:Support@GoBonfire.com http://bonfirehub.zendesk.com/hc mailto:emcadoo@sandyspringsga.gov

SCHEDULE OF EVENTS

All dates are subject to change at the discretion of the City through written addendum or platform notice, as applicable.

Event Date

RFQC Issue Date July 10, 2026

Deadline for Phase I Questions July 17, 2026

Deadline for Posting Phase I Answers/Addendum July 22, 2026

Phase I Qualifications Submission Due Date July 27, 2026

Anticipated Notice of Qualified Firms/Finalists August 3, 2026

SECTION 1: RFQC INSTRUCTIONS

1.1 Single Point of Contact

From the date this RFQC is issued until award or cancellation, Respondents shall not communicate regarding this procurement with any City employee, official, contractor, consultant, or evaluation team member other than the Procurement Manager identified below. Unauthorized communications may result in disqualification if the City determines the communication compromised the competitive process.

Procurement Personnel/Buyer Contact Details

Address 1 Galambos Way, Sandy Springs, GA 30328

Telephone 770-206-1448

Email emcadoo@sandyspringsga.gov

Procurement Platform: Bonfire sandysprings.bonfirehub.com/ projects/244284/details

1.2 Required Review

• Respondents shall carefully review this RFQC, including all instructions, evaluation criteria, submission requirements, terms, conditions, forms, and attachments.

• Respondents shall promptly submit written questions concerning any ambiguity, inconsistency, restrictive requirement, or error by the question deadline stated in the Schedule of Events.

• The City may revise this RFQC by written addendum. Addenda become part of the procurement documents and must be acknowledged as required by the procurement platform or this RFQC.

• Only written answers issued by the City through addendum or the procurement platform are binding.

1.3 Submitting a Sealed Response

This RFQC uses a two-phase process in the same solicitation document. Phase I evaluates qualifications.

Phase II will consist of a Request for Proposal) RFP issued only to respondents determined to be qualified during Phase I.

1.4. Phase 1 Minimum Qualifications

To be considered responsive in Phase 1, proposers must demonstrate:

• Experience of large, high-visibility complexes comparable to City Springs.

• Experience managing Class A offices, institutional, or campus-style facilities.

• Maintain a Georgia Category 24 ornamental and turf license.

• Have at least one ISA-certified arborist on staff.

• Demonstrate ability to comply with ANSI Z60.2, Z133.1, OSHA, MUTCD, GDOT, and related standards applicable to the work.

• Demonstrate sufficient staff, equipment, systems, and management capacity to perform city-wide services and on-call work.

1.4.1 Phase I Qualifications Submission

Phase I Responses shall not include price, cost, fee schedules, hourly rates, or other cost information.

Inclusion of pricing in Phase I may result in disqualification.

• Qualifications of the Firm. Describe the firm's qualifications, including relevant experience, organizational capacity, technical capabilities, financial stability (supported by a letter from a financial institution, financial statement, or income statement), , and demonstrated compliance with the project-specific minimum qualifications.

• Required forms, affidavits, E-Verify documentation, and certifications required by this RFQC.

• Project Understanding and Technical Approach describing the Respondent’s understanding of the City’s needs and proposed methods for performing the work or services.

• At least three references for similar work or services completed or substantially completed within the last five years

• Provide emergency response capability with onsite presence and direct communication with City of Sandy

Springs personnel.

• Acknowledgement of all addenda issued for Phase I.

1.4.2 CONTRACTOR STAFFING, PERSONNEL, AND EQUIPMENT

The Contractor shall provide adequate staffing, supervision, equipment, and vehicles necessary to perform all services required under this Contract. The proposal shall identify the Contract Manager, foreman, certified arborist, gardener and key field personnel assigned to the Contract. The Contractor shall maintain sufficient management and supervisory presence to coordinate with the City during normal business hours and respond promptly to urgent or emergency issues.

At a minimum, the Contractor shall provide the following:

• A field crew consisting of at least seven (7) personnel, including a minimum of two (2) foremen, and one

(1) daily gardener on site at City Hall, during the primary maintenance season. (Resumes will be asked during Phase II)

• A minimum of two (2) open landscape trucks or box trucks dedicated to this Contract.

• Vehicles equipped with appropriate strobe lights, warning placards, and an Automatic Vehicle Location (AVL) tracking device capable of providing real-time and historical data, including, at a minimum, vehicle location, speed, and idle time, with updates at intervals of no more than thirty (30) seconds.

The proposal shall also include a complete list of the equipment and vehicles that will be dedicated to this Contract and identify any subcontractors proposed to perform portions of the work.

Vehicle operators shall possess the appropriate class of driver's license for the vehicle being operated. The Contractor shall maintain safe work zones for employees and the public at all times. The City may require additional safety lighting, warning placards, vehicle identification, or other traffic control measures appropriate for specific sites or service conditions.

1.4.3 Phase II Scope of Services and Cost Submission

Only Respondents invited by the City after Phase I may submit a Phase II Response. Phase II Responses shall include the information listed below and any additional project specific requirements stated in this RFQC or by addendum.

• A completed proposal submission based on the information provided in the RFP..

• Acknowledgement of all addenda issued for Phase II.

1.4.4 Failure to Comply with Instructions

The City may choose not to evaluate, may deem non-responsive, or may disqualify from further consideration any Response that does not follow the required format, is difficult to understand, is difficult to read, includes prohibited pricing in Phase I, or is missing requested information.

1.4.5 Deadline for Receipt of Submissions

All Phase I and Phase II Responses must be received through the City’s designated procurement platform by the applicable due date and time stated in the Schedule of Events or subsequent written addendum.

1.4.6 Late Submissions, Withdrawals, and Corrections

Late Responses will not be accepted, will remain unopened, and will be rejected regardless of cause.

A Respondent may withdraw its Response before the applicable due date and time by submitting a written withdrawal request signed by an individual authorized to legally bind the Respondent.

If an obvious clerical error is discovered after a Response has been opened, the Respondent may submit a written correction request to the Procurement Manager within two business days of opening. The request must be on Respondent letterhead, signed by an authorized representative, and supported by clear and convincing evidence that the error was unintentional. The City will review the request consistent with the Purchasing

Policy. Modifications to opened Responses for reasons other than obvious clerical errors are not permitted.

1.5 Respondent Certification

By submitting a Response, Respondent acknowledges that it understands and agrees to comply with the requirements of this RFQC, including all addenda, required forms, applicable laws, and the City’s Purchasing

Policy.

All signatures required by this RFQC shall be provided by an individual authorized to legally bind the

Respondent. Proof of signature authority shall be furnished upon request.

1.6 Cost of Preparing a Response

All costs incurred in preparing, submitting, clarifying, presenting, or negotiating a Response are the sole responsibility of the Respondent, and the City shall not be liable for any such costs.

All timely submitted materials become the property of the City and may be retained in the official procurement file in accordance with applicable law and records retention requirements.

SECTION 2: RECEIPT OF RESPONSES AND PROCUREMENT PROCESS

2.1 Authority

This RFQC is issued under the authority of the City of Sandy Springs and the City’s Purchasing Policy.

2.2 Public Records and Confidential Information

Materials submitted to the City may be subject to disclosure under the Georgia Open Records Act unless expressly exempt. Respondents claiming confidentiality must clearly mark and separate the specific information claimed as confidential and provide any affidavit or documentation required by law or this RFQC.

2.3 Responsiveness and Responsibility Review

The City may classify Responses as responsive or non-responsive at any time during the procurement process. Responses may be found non-responsive if required information is not provided or if the Response does not comply with the material requirements of this RFQC.

The City may determine whether a Respondent is responsible based on information submitted, information discovered during evaluation, references, licenses, certifications, financial capacity, debarment status, and any other responsibility related information relevant to the procurement.

2.4 City Rights Reserved

• Cancel or terminate this procurement at any time if the City determines it is in its best interest.

• Reject any or all Responses received.

• Waive technicalities, informalities, or minor irregularities consistent with the Purchasing Policy.

• Request clarification of information submitted in a Response when permitted by the RFQC and Purchasing

Policy.

• Proceed with interviews, presentations, demonstrations, discussions, or negotiations only as authorized in this RFQC.

• Make no award if doing so is in the City’s best interest.

SECTION 3: BACKGROUND AND PROJECT OVERVIEW

3.1 Background

The City of Sandy Springs, Georgia (“City”) is soliciting sealed proposals from qualified firms to provide city-wide facilities landscaping services for City-owned and City-operated facilities and grounds. The City intends to award a contract to the proposer whose submission is determined to be most advantageous to the City, considering qualifications, technical merit, past performance, and price.

The City has historically procured landscaping services for multiple municipal facilities under a city facilities landscaping contract and subsequent amendments that expanded service locations. This solicitation is intended to create a flexible, performance-oriented contract for existing and future City sites, with the ability to add or remove locations during the contract term and to procure on-call extra services as needed.

The resulting agreement is intended to support high-visibility public facilities, operations sites, public safety support sites, fleet and service locations, and other municipal properties requiring routine and on-call landscape maintenance.

This procurement is structured as a two-phase, qualifications-based solicitation. In Phase I, the City will evaluate qualifications and technical proposals only. The City may then shortlist the most highly qualified firms. In Phase

II, shortlisted firms may be invited to submit cost proposals, attend interviews, provide demonstrations, submit clarifications, or participate in best and final offer discussions, at the City’s sole discretion.

3.2 Project Overview

The City of Sandy Springs, Georgia (“City”) is soliciting sealed proposals from qualified firms to provide landscaping services for Class A building in an institutional or campus style facility while maintaining other multi-site public section facilities.

This solicitation will be conducted as a two-phase procurement:

• Phase 1 – Qualifications and Technical Proposal

• Phase 2 – Proposal Submission

The City’s objective is to establish a contract with a highly qualified contractor to:

• Mowing of turf areas on an appropriate seasonal cycle sufficient to maintain a neat, healthy, and uniform appearance.

• Edging and trimming along curbs, sidewalks, bed lines, fences, walls, structures, poles, trees, signs, drains, and obstacles.

• Blowing and cleaning of hard surfaces including sidewalks, plazas, building entries, patios, loading areas, curbs, and parking areas within the service area.

• Trash and litter removal from beds, turf areas, and parking areas.

• Shrub, hedge, groundcover, and ornamental bed maintenance, including pruning, shaping, and weed management.

• Tree and ornamental care within routine maintenance limits, including removal of dead, dying, broken, or hazardous growth within normal landscape maintenance scope.

• Turf fertilization, pre-emergent and post-emergent weed control, pest and disease control, and aeration as needed by turf type and site conditions.

• Leaf, branch, and organic debris management during seasonal dormancy and throughout the year as required for safety and appearance.

• Integrated Pest Management (IPM) monitoring, documentation, and treatment.

• Seasonal color and planter maintenance where identified by site exhibit or task authorization.

• Irrigation inspection, seasonal startup, operational checks, winterization, and minor coordination/reporting as authorized by the City.

• Emergency and storm response support related to landscaped areas and access conditions.

3.3 No Limit to Competition

No specification, qualification, or requirement is intended to unnecessarily limit competition. Requirements are intended to describe the City’s minimum needs and evaluation priorities while preserving fair and open competition.

SECTION 4: RESPONDENT QUALIFICATIONS AND SUBMITTAL

REQUIREMENTS

4.1 City Right to Investigate

The City may conduct investigations as deemed necessary to determine the ability, responsibility, and qualifications of a Respondent to perform the work or services required by this RFQC.

4.2 Page Limit and Format

Phase I Responses are limited to thirty (30) pages and Phase II Responses are limited to thirty (30) pages, excluding the transmittal letter, required forms, affidavits, addenda acknowledgements, cost forms, and other

City provided forms unless otherwise stated in this RFQC.

Responses shall use a minimum 11-point font, be organized in the order requested, and provide clear, concise, complete, and relevant information.

4.3 Response Submittal and Evaluation Criteria

The City will evaluate Responses using a pass/fail criteria for Phase I . Only Respondents invited by the City after Phase I may participate in Phase II.

4.3.1 Phase I: Qualifications Evaluation

Category / Criteria (Pass/Fail) What the City is Looking For

Firm Experience

Experience with municipal, institutional, or multi-site landscape maintenance services of similar size and complexity.

Technical Approach

Understanding of the City’s needs, service methodology, scheduling, site protection, and issue escalation.

Staffing and Key Personnel

Provide a field crew consisting of a minimum of seven (7) personnel members. Identify the proposed Contract Manager and provide the license information for the proposed Certified Arborist.

Additionally, include the Category 24 license.

Equipment

Demonstrates compliance with the City's minimum equipment, vehicle, licensing, AVL tracking, and safety requirements necessary to perform the Contract.

Safety and Compliance Approach to OSHA, ANSI, licensing, traffic control, and environmental compliance.

Past Performance / References Demonstrated quality, responsibility, responsiveness and customer satisfaction.

Financials

Financial stability (supported by a letter from a financial institution, financial statement, or income statement), Required Forms:

• Certification of Sponsor Drug Free Workplace

• Georgia Security Immigration Compliance Act Affidavit

• Notice to Contractors Compliance with Electrical Safety Provisions

• Affidavit verifying Status for City Public Benefit Application

• Contractor Affidavit and E-Verify documentation, if applicable.

• Corporate Certificate

• List of Subcontractors

• Request for References

• Georgia Business License

• Addendum Acknowledgement Form.

• Vendor Responsibility Form

SECTION 5: EVALUATION PROCESS

5.1 Initial Administrative Review

Purchasing will conduct an initial administrative review of each Phase I and Phase II submission, as applicable, to determine whether required documents, signatures, forms, and material submission requirements have been provided.

5.2 Phase I Evaluation and Qualified Pool

The Evaluation Committee will evaluate Phase I Responses using only the Phase I criteria stated in this

RFQC. The City will determine which Respondents are qualified to continue to Phase II based on the Phase I evaluation results and the shortlist or qualification rules stated in this RFQC.

The qualified pool or finalist list shall be reviewed by the Using Agency and Purchasing before Phase II is opened to qualified Respondents.

5.3 Phase II Invitation

Only Respondents invited by the City after Phase I may submit a Phase II Response. The City will issue

Phase II instructions, deadlines, question procedures, addenda, and submission requirements through the procurement platform or written notice.

5.4 Phase II Evaluation

The Evaluation Committee will evaluate Phase II Responses using only the Phase II criteria stated in this

RFQC. The City will combine finalized Phase I and Phase II information to identify the vendor that offers the best overall value to the City.

5.5 Interviews, Presentations, or Demonstrations

Interviews, presentations, or demonstrations will not be conducted during Phase I. If authorized in this RFQC and deemed necessary after Phase II evaluation, the City may conduct interviews, presentations, or demonstrations beginning with the most qualified firm first.

5.6 Award Recommendation

The award recommendation, if any, will be based on the evaluation process stated in this RFQC, responsiveness results, responsibility findings, department concurrence, and the best interest of the City.

Awards exceeding applicable approval thresholds require approval by the appropriate authority, including City

Council when required.