Coliseum Landscape Project - Phase 1.pdf

REQUEST FOR BIDS

Event #12496

Coliseum Landscape Project-Phase 1 Coliseum Complex

SECTION 1

OVERVIEW

1. Request for Bids (“RFB” or “Event”): The City of Greensboro (“City”) hereby solicits and invites bids from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFB.

2. Non-Mandatory Pre-Bid Meeting: This non-mandatory pre-bid meeting will be held on September 16, 2026, at 1:00 PM EST. It is highly recommended but not mandatory for contractors to attend the pre-bid meeting. *Change* We will meet at the Terrace. You can park in Lot J, which is on the attached map. Please allow yourself 15 minutes to park and check in, this meeting will not start again for any late arrivals.

3. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFB. The contract term will be four (4) months. Services shall begin approximately on October 1, 2026 through February 28, 2027.

4. Evaluation Process: After the close of this RFB, Contractor bids will be reviewed and evaluated for responsible and responsive submissions, ensuring that all required documents outlined in the RFB (if required) were submitted. The City will award to the lowest responsive, responsible bidder.

A Contractor that wishes to be considered for selection shall submit a complete, concise, and comprehensible bid in the form and manner required by this RFB.

All bids, inquiries, or correspondence relating to this RFB, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All bids received are subject to North Carolina Public Records laws found in Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause in this RFB regarding public access to such documents, and any statements or endorsements inconsistent with therewith will be disregarded. All proprietary information disclosed to the City shall be held to Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

5. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFB. Contractors are required to acknowledge all exceptions to the minimum specifications, terms and conditions in their bids. Failure to do so may result in the response being deemed nonresponsive.

6. Awarded Contractor Responsibilities:

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements and the additional requirements included in this RFB and submit a current Certificate of Insurance, with endorsements within (3) days of the intent of bid award, and upon every renewal thereafter during the project.

• Minimum 5 years documented experience transplanting and/or installing mass quantities of plants and shrubs in accordance with specific plan sets.

• Contractors must own or have contracted access to the appropriately sized equipment for removal of debris and re-established grade. I.E. Small backhoe or landscape excavator.

• Must have an N.C. Landscape Contractor License per N.C.G.S. 89D-11 (3)

• Must be accredited by North Carolina Nursery and Landscape Association (NCNLA) with a Certified Plant Professional (CPP) designation.

• Must have a current registration with the N.C. Secretary of State.

7. RFB Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within one week of the close of the Question and Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFB must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

8. Rights of the City – Bids and Additional Documentation: As a result of this RFB, the City reserves the right to accept or reject any and all bids received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation, such as independently audited financial statements, most recent tax returns, or profit loss statements, before awarding this contract.

9. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

10. Terms and Conditions: The Contractor will abide by all the Terms and Conditions posted on the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

11. Due Date: Submittals in response to this RFQ must be submitted to the City’s Procurement Services Division via GePS no later than September 25, 2026, by 2:00 PM EST, as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit bids 24 hours prior to the event closing.

12. Submission and Response Schedule:

RFB Issuance September 10, 2026 Questions and Answer Period Closes September 18, 2026, 2:00 PM EST Submission Period Ends September 25, 2026, 2:00 PM EST Anticipated Award Notification* September, 2026 Anticipated Start Date October, 2026

*Some awards may require Council approval

13. Submittal Requirements: Contractors submitting a bid must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Answer all questions on the Event

• Provide a minimum of three (3) references with current contact information, including the name, title, and phone number of a contact person along with a brief description and dates of services provided

• Provide accreditation North Carolina Nursery and Landscape Association (NCNLA) with a Certified Plant Professional (CPP) designation

• Provide a list of equipment that is owned or contracted by Contractor for this project that is appropriately sized

• N.C. Landscape Contractor License per (N.C.G.S. 89D-11 (3))

• Must submit completed Attachment A

14. Contractor will bear all costs associated with the preparation of the bid response and any presentations(s) requested by City.

15. Any bids may be withdrawn or modified prior to the RFB Submission Period End date and time stated in the Submission and Response Schedule.

16. Non-Discrimination:

It is the policy of the City to ensure that all businesses, including Small Business Enterprises, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

SECTION 2

SCOPE OF WORK

A. Shrub Bed Preperation

a. Extent: Bed preparation applies to all continuous shrub, groundcover, and mass planting bed areas shown on the Drawings, whether newly disturbed or existing lawn/landscape areas to be converted.

b. Subgrade: After rough grading, scarify subgrade across the entire bed area to a minimum depth of 4 inches. Remove all construction debris, roots larger than 1 inch diameter, and stones larger than 2 inches from the top 8 inches of soil.

c. Soil Amendment: Incorporate a minimum 2-inch depth of composted topsoil tilled into the top 6 to 8 inches of native soil across the full bed area.

d. Finish Grade: Finish grade of prepared bed soil shall be 1 to 2 inches below adjacent walks, curbs, and edging to contain mulch.

e. Bed Edging: Provide a spade-cut edge at all bed perimeters adjacent to turf and back of curb/concrete walkway.

B. Shrub Planting

a. Layout: Locate shrubs per the spacing and quantities shown on Planting Plan and under direction of the project manager.

b. Excavation: Excavate individual planting pits within the prepared bed to a width at least twice the diameter of the root ball. Depth shall equal root ball height, so the top of the root ball sits at or slightly above finish grade.

c. Root Preparation: Remove shrubs from container. Score or tease circling roots on the outer root ball surface prior to planting; do not plant root-bound stock without correction.

d. Setting: Set each shrub plumb, with the best face oriented as directed. Backfill with native soil amended per the bed preparation standards above; lightly tamp to eliminate air pockets. *Water thoroughly immediately after backfilling.

e. Mulch: Apply a continuous 2-inch depth of shredded pine, bark mulch across the entire bed, matching adjacent tree and planting bed mulch material. Hold mulch 1 inch clear of shrub stems and crowns; do not mound mulch against plant material.

f. Maintenance Period: *All container stock held on site, and planted ground, to be watered as needed, until the contractor has completed installation and is no longer on site.

g. Plants per Plan Set Diagrams:

i. All shrubs and ground covers will be found on the attached Planting Plan Sheets.

ii. Contractor is responsible for referencing all sheets to ensure accuracy with the full project.

iii. Sheet guide for plant placement and quantities.

1. Sheet 4 of 10

a. Carissa Holly, Flowering Quince

2. Sheet 5 of 10

a. West Coast Schip Laurel, Globe Arborvitae, Boxwood, Liriope

3. Sheet 6 of 10

a. West Coast Schip Laurel

4. Sheet 7 of 10

a. Carissa Holly and Distylium

5. Sheet 9 of 10

a. Distylium

6. Sheet 10 of 10

a. Distylium and Carissa Holly

C. Sod – Bed preparation and sod placement

a. 5,500 sq ft. of a tall fescue blend regionally adapted sod suited to the North Carolina Piedmont, machine-cut from a reputable regional sod farm shall be selected and installed by the contractor.

b. Sod shall be certified according to the North Carolina Crop Improvement Association standards where available or accompanied by supplier documentation of variety/blend composition.

c. Sod shall be healthy, uniformly green, free of weeds, disease, and bare or thin spots, with a well-established, interwoven root mat capable of holding together and supporting its own weight without tearing when lifted by one end of the strip.

d. Sod pad thickness shall be uniform, approximately 3/4 inch of soil plus thatch/root mat, excluding top growth.

e. Sod shall be harvested, delivered, and installed within 24 hours whenever possible; do not allow sod to remain stacked/palletized more than 36 hours after harvest. Installer or Site Manager shall reject sod showing yellowing, heating (evidence of composting within the pallet), or dry, brittle edges at time of delivery.

f. Contractor shall submit sod source, cultivar/blend documentation, and harvest date for review prior to delivery. Substitutions require Landscape Architect approval and shall match or exceed the basis-of-design blend's drought tolerance and disease resistance characteristics.

g. Contractor shall follow the approved method of installation. The sod strips are perpendicular to slope direction on grades, in a staggered brick-like pattern with tightly abutted, staggered joints; do not overlap or stretch strips. On slopes 3:1 or steeper, secure sod with biodegradable sod staples per manufacturer's spacing recommendations. Edges and ends shall be tightly butted together to eliminate gaps, do not allow edges to dry out or curl.

h. Contractor shall lightly moisten the prepared bed prior to sod delivery; do not lay sod on dry, dusty soil or saturated/muddy surface.

i. Contractor shall roll sod immediately after laying it with a lightweight roller to ensure firm, complete contact between sod root mat and underlying soil and to eliminate air pockets.

j. Contractor shall water thoroughly within 30 minutes of sod installation, applying enough water to saturate the sod and underlying soil to a depth of 4 inches.

Maintain consistently moist (not saturated) soil conditions daily for the first 2 weeks, tapering to a normal deep-and-infrequent watering schedule as roots establish, typically 3 to 4 weeks after installation. Watering schedule for establishment to be coordinated with project manager.

k. Sod shall be well-rooted, uniformly green, and free of dead or dying strips, visible seams, or eroded edges prior to acceptance. Root establishment shall be verified by lifting a corner of sod in several locations to confirm root knit into underlying soil. Replace any failed sod areas at no additional cost to the Owner until acceptance criteria are met.

D. Seeding – Bed preparation and seeding

a. Contractor will be responsible to prepare and seed various beds with approved fescue seed. Crown Jewel Tall Fescue Blend is the preferred seed that can be found locally at Green Resources. Other proposed seed blends must be listed with product details for consideration.

b. Approximately 4,400 sq. ft. of seed will be needed over three (3) locations.

c. Contractor to prepare ground by having a rough grade to within one (1) inch of finish grade, free of construction debris, roots, and stones larger than one (1) inch.

Scarify compacted subgrade to a minimum depth of four (4) inches, particularly in areas of prior equipment traffic.

d. Topsoil shall be placed at a minimum four (4)-inch depth of clean, friable topsoil, free of clay clods, debris, and weed seed, across all sodded areas. Till topsoil into the top two (2) inches of subgrade to avoid a distinct interface layer.

e. Contractor shall prepare and use soil amendment. This shall incorporate lime and starter fertilizer per soil test recommendations. Where a soil test is not available, apply agricultural lime at 50 lbs. per 1,000 sq. ft. and a starter fertilizer (e.g., 10- 20-10 or equivalent) at the rate recommended by the manufacturer, tilled into the top four (4) inches of soil.

f. Finish Grade shall be raked to a smooth, uniform finish free of depressions, ridges, and debris. It shall be sloped to drain per the Grading Plan. Finish grade shall be one (1) inch below adjacent walks, curbs, and hardscape to accommodate sod thickness.

g. Contractor shall lightly moisten the prepared seedbed immediately prior to seeding.

h. Contractor shall coordinate with site manager for a four (4)-week watering program that is executed by the contractor.

E. Mulch Installation

a. Contractor will be responsible for sourcing and installing Double Ground Shredded Pine Bark.

i. Contractors must identify and document mulch supplier of their choosing within their bid proposal for facility manager to approve. Facility manager reserves the right to verify and accept or denied proposed mulch supplier based on product quality.

b. Newly formed beds shall receive two (2) inch depth of mulch per specific areas.

c. Existing mulch beds on the remainder of the complex shall receive a topcoat of approximately one (1) inch in depth.

d. All locations will be discussed during the pre-bid meeting or can be seen visually by contractors at the complex. As seen visually on an overhead map, the Coliseum Complex property includes all buildings encumbered by W. Gate City Blvd, Coliseum Blvd and Ellington Street. Coliseum Complex property also includes portions of the UNCG Park and Ride lot located adjacent to the main coliseum. See attached map for mulch locations.

Additional Insurance Guidelines Insurance requirements in addition to minimum requirements

INSURANCE REQUIREMENTS: Minimum limits of coverage:

Bodily injury and property damage: Combined single limit coverage of $1,000,000/occurrence Aggregate: $2,000,000 Automobile: $1,000,000 per accident Workers' Compensation - Part A: Statutory Limits Workers' Compensation - Part B $100,000

REQUIRED: The policy endorsement shall be attached to the certificate of insurance. A certificate will be considered incomplete without the policy endorsement attached. All policy endorsements may not exclude municipal or government operations.

Planting Material Guide:

Item Quantity Container Size Source Boxwood ‘Winter Gem’ 24 7 gallons SiteOne pre-selected Carissa Holly 467 7 gallons SiteOne pre-selected Distylium ‘Vintage Jade’ 160 7 gallons SiteOne pre-selected Flowering Quince ‘T Scarlet’ 149 3 gallons SiteOne pre-selected Globe Arborvitae ‘Hetz Midget’

12 7 gallons SiteOne pre-selected

West Coast Schip Laurel 33 10 gallons SiteOne pre-selected Variegated Liriope 86 1 gallon SiteOne pre-selected SOD Fescue Blend 5,500 Square feet Contractor to source Turf Seeding ‘Crown Jewel’ 4,400 apx. Square feet Contractor to source Double Shredded Pine Bark 1,000 Cubic Yards Contractor to source

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City reserves the right to accept any bid deemed to be in the best interest of the City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the bid review and selection process, then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFB dates are subject to change.

Bid Line Information

Contractor’s bid shall be entered into the line section of the GePS event as specified.

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFB and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the lowest responsive, responsible Contractor(s).

Mulch beds can be found within the areas outlined below.

Attachment A

Pricing and Payment:

Line-Item Description Price per line item Annual Bed Preparation (A) and Shrub Planting (B) $ Sod Bed - Prep and Placement (C) $ Seeding – Bed prep and placement (D) $ Pre-selected shrubs at SiteOne Landscaping Supply $ 39, 275.46 Double Ground Mulch and Installation (E) $

Total Project Cost: $_______________________

Terms:

• 50% Depots

• 50% Net 30 upon completion

Invoices Directed to:

Legal Name: Global Spectrum LP DBA: OVG360 Greensboro Complex Business Address:

1921 W. Gate City Blvd.

Greensboro, NC 27403

(336) 373 7400

Contractor Questionnaire:

1. Do you have accreditation from the NCNLA? Yes / No

2. Do you have a minimum of 5 years of documented experience transplanting and/or installing mass quantities of plants and shrubs in accordance with specific plan sets. List of 3 job locations with addresses and a brief description of services you provided.

a. ________________________________________________________________________

b. ________________________________________________________________________

c. ________________________________________________________________________

3. Mulch Supplier and Mulch Type:

4. Do you own or will be renting necessary equipment to perform the appropriate job; I.E Small backhoe or Landscape Excavator?

5. Selected Turf Seed:

6. Do you agree to the SOD selection specifications within Section C – SOD? Yes / No

a. Provide all required information as outlined in the SOD specifications, Section C.

7. Do you understand that the plants listed under ‘Plant Material Guide’ listed as sourced by SiteOne cannot be changed to a different vendor? Those plants shall be paid for by the winning contractor with the money acquired through the deposit directly to SiteOne Landscape. Yes / No