F25-10-076 - Abatements Snow, Weeds, Grass Removal.pdf

REQUEST FOR PROPOSAL

RFP F25-10-076

Abatements: Snow Removal and Weeds/Grass Removal for

Code Compliance

Due November 13, 2025 at 2:00pm MST

RFP# F25-10-076 1 10/8/2025

REQUEST FOR PROPOSAL

RFP F25-10-076

Procurement Contact: Jen Curci Email Address: Purchasing@greeleygov.com Telephone Number: 970-350-9545

Proposals must be received no later than the date indicated in the Schedule of Events below.

Proposals received after this date and time will not be considered for award.

ONLY ELECTRONIC RFP RESPONSES WILL BE ACCEPTED.

Email your RFP Response to purchasing@greeleygov.com. Only emails sent to purchasing@greeleygov.com will be considered as responsive to the request for proposals. DO NOT submit your RFP Response to multiple email addresses. Emails sent to other City emails may be considered as non-responsive and may not be reviewed.

Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB. The Proposal must not exceed 20 total pages, excluding cover letter, index or table of contents, front and back covers, and title pages/separation tabs. Pages shall be 8 ½ x 11 inches except for up to four (4) pages of 11 x 17 inches.

Eleven-point font or larger must be used for the proposal and appendices. Resumes included as an appendix are not considered part of the 20 pages.

The RFP number and Project name must be noted in the subject line, otherwise the proposal may be considered as non-responsive to the RFP.

Electronic submittals will be held, un-opened, until the time and date noted in the RFP documents or posted addenda.

Schedule of Events (subject to change) All times are MST

RFP Issued 10/08/2025

Optional Virtual Pre-Proposal Conference 10/16/2025, 11:30am MST, Teams link on

Inquiry Deadline 10/23/2025, 2:00pm MST

Final Addendum Issued 11/06/2025

Proposal Due Date 11/13/2025, 2:00pm MST

Interviews (tentative) 11/20/2025

Notice of Award (tentative) 12/04/2025

RFP# F25-10-076 2 10/8/2025

mailto:purchasing@greeleygov.com

Microsoft Teams Need help?

Join the meeting now Meeting ID: 290 110 343 777 5 Passcode: LF3uY9ua

Dial in by phone +1 347-966-8471,,215507810# United States, New York City Find a local number Phone conference ID: 215 507 810# For organizers: Meeting options | Reset dial-in PIN

RFP# F25-10-076 3 10/8/2025

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWM0M2E1YjktMmMxNS00ZDg4LWI5ZWQtZTU5Njg1MmE4MjIx%40thread.v2/0?context=%7b%22Tid%22%3a%22d3981142-0cbf-498f-99db-c4cbb46b4008%22%2c%22Oid%22%3a%22de96c1b9-440f-4997-bbd8-40bbe557cdaf%22%7d tel:+13479668471,,215507810 https://dialin.teams.microsoft.com/f836664a-6252-40c6-8392-bfb7f755beac?id=215507810 https://teams.microsoft.com/meetingOptions/?organizerId=de96c1b9-440f-4997-bbd8-40bbe557cdaf&tenantId=d3981142-0cbf-498f-99db-c4cbb46b4008&threadId=19_meeting_OWM0M2E1YjktMmMxNS00ZDg4LWI5ZWQtZTU5Njg1MmE4MjIx@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

TABLE OF CONTENTS

Section Title

I Background, Overview & Goals

II Statement of Work

III Administrative Information

IV Proposal Submission

V Response Format

VI Evaluation and Award

EXHIBITS

Exhibit Title

1 Proposal Acknowledgement

2 Sample Contract

3 Insurance

4 Debarment Form

5 Pricing Form

RFP# F25-10-076 4 10/8/2025

SECTION I. BACKGROUND, OVERVIEW, AND GOALS

A. Background

The City of Greeley Code Compliance Department is tasked with obtaining compliance regarding the Municipal Code on private property as well as public rights-of-way.

B. Overview

This contract provides for the abatement of snow, weeds, and grass when properties are in violation of City ordinances. Work may include mowing and trimming vegetation, hand-pulling weeds, and clearing snow and ice from public sidewalks adjoining properties.

C. Goals

The goal is to ensure safe and accessible neighborhoods by furnishing timely services that bring properties into compliance with City ordinances. This includes controlling weeds and grass and clearing snow and ice from sidewalks, reducing hazards for pedestrians and maintaining neighborhood appearance.

SECTION II. STATEMENT OF WORK

A. Scope of Services

The contractor shall furnish all labor, equipment, materials, supplies, and means necessary to perform abatement services as directed by the City of Greeley Code Compliance Office. Work includes, but is not limited to, weed and grass mowing, weed pulling and disposal, and snow and ice removal on private lots and/or adjoining public rights-of-way (i.e., parkways, sidewalks, and alleys).

1. Weeds and Grass

• Contractors will mow or cut grass and weeds to a finished height between 2 and 3 inches.

• All grass and weeds around fence lines, posts, trees, utility boxes, hydrants, structures, sidewalks, and driveways must be trimmed to match the remainder of the lot.

• Weeds that cannot be controlled by mowing (e.g., puncture vine, bindweed, sandburs, climbing vines) must be hand-pulled, bagged, and removed from the site.

• Disposal: All pulled weeds and vegetation debris must be properly bagged and disposed of at an appropriate composting/mulching facility, landfill, or other lawful disposal site.

• Contractors are responsible for ensuring that clippings, mulch, or debris do not accumulate on sidewalks, driveways, curbs, or roadways. Any such accumulation must be removed at the contractor’s expense.

2. Miscellaneous Debris Prior to Mowing

• Contractors must remove small litter or debris (e.g., cans, bottles, branches, newspapers, bags, tires) prior to mowing to avoid shredding or damage.

• Up to 20 minutes of minor debris removal per site is included in the mowing base price. If more time is required, the contractor must contact the Code Compliance Office for direction before proceeding.

3. Snow and Ice Removal

• Contractors will remove all snow and ice from public sidewalks adjacent to properties that are referred for abatement.

• Removal shall extend across the full width of the sidewalk, to the outside edge of the gutter pan where applicable, and to the centerline of any alleys crossing the property.

RFP# F25-10-076 5 10/8/2025

• Snow must not be piled in locations that block driveways, walkways, fire hydrants, storm drains, or mailboxes. Care must also be taken to avoid damage to fences, vehicles, landscaping, and other personal property.

• Where snow has compacted into ice or icy conditions exist, contractors must apply mechanical removal (scraping, chipping, or plowing) and may apply ice melt only as a finishing treatment. Ice melt may not be used in place of removal.

• Contractors must supply and apply ice melt in accordance with the product’s label directions. The per-pound cost of ice melt (including labor) shall be included in the bid form.

• Work must be completed in a manner that ensures the entire sidewalk is safe and accessible for pedestrians, with no hazardous icy patches remaining.

4. Completion Timelines (Job Orders)

• Weeds/Grass: All mowing, trimming, and hand-pulling abatements must be completed within 48 hours of notification by the Code Compliance Office.

• Snow/Ice: All snow and ice abatements must be completed within 18 hours of notification. Urgent safety hazards may require same-day completion.

• Contractors are responsible for coordinating with Code Compliance staff if unforeseen conditions prevent timely completion.

5. Documentation and Photos

• Contractor shall take before and after photos for each abatement (snow/ice and weeds/grass).

• Photos must:

o Clearly show the entire work area that was serviced.

o For snow/ice: show the full width of the sidewalk, to the outside edge of the gutter pan, and to the centerline of alleys where applicable.

o For weeds/grass: show the frontage and interior areas mowed, trimmed, or hand-pulled, trimming around obstacles, and that clippings and debris were removed from sidewalks and driveways.

o Be date and time stamped and include address identification in at least one image (street number, curb number, or a wide shot that plainly shows the parcel).

o If ice melt is used, include one photo showing the application area.

o If hand-pulled weeds are removed, include one photo showing the bagged vegetation staged for removal.

• Submit photos to the City within 24 hours of completion, referencing the address in the email subject or upload title.

• Work is subject to inspection. If mowing, trimming, or hand-pulling does not meet specifications, or if snow or ice remains, Contractor shall return and correct at no additional cost within the timeframe set by the City.

6. Job-Level Invoicing (Cost Recovery)

• Contractor must provide job-level billing so the City can invoice responsible property owners.

o Either one invoice per property, or a consolidated invoice with separate line items for each property abated.

• Each job or line item shall include, at a minimum:

o Property address and service date and time window.

o Service type performed, for example mowing by lot size category, trimming, hand-pulling hours, snow removal method, and whether ice melt was applied.

o Labor and equipment hours by bid category.

o Applicable quantities and unit rates, for example pounds of ice melt billed at the per-pound rate, hours of hand-pulling, any authorized debris disposal or tipping fees with documentation if billed.

• Total extended price for the property.

RFP# F25-10-076 6 10/8/2025

• Contractor shall maintain supporting records, including crew time sheets, equipment logs, ice melt quantities, and any disposal or tipping receipts, and shall provide them to the City within two business days upon request.

B. Period of Award

The completion date of providing the required product and services shall be one (1) year. In addition, at the option of the City, the Contract may be renewed for four (4) consecutive one (1) year periods.

If the City desires to extend the contract, no later than thirty (30) days prior to expiration, the City’s Purchasing Contact may send a notice in writing to the vendor requesting firm pricing for the next twelve-month period. After the City evaluates the firm pricing proposal from the vendor, it will determine whether to extend the contract. All awards and extensions are subject to annual appropriation of funds. The provisions of the foregoing paragraphs with respect to extensions of the terms of the contract shall be null and void if the contract has been terminated or revoked during the initial term or any extension thereof. All decisions to extend the contract are at the option of the City.

C. Minimum Mandatory Qualifications of Offeror

Mowing

• The contractor will perform abatements for excessive weed and grass growth on both developed and vacant lots. Weed height may range from 6 inches to several feet.

• Before mowing, the contractor must remove and properly dispose of small amounts of litter and debris (e.g., paper, cans, bottles, newspapers, tires, small branches, garbage bags).

o Up to 20 minutes of debris removal per property is included in the base mowing price.

o If more time is needed, the contractor must contact the Code Compliance Office before proceeding. Additional time may be authorized and invoiced separately.

• Equipment requirements:

o For lots under 1 acre: commercial-grade walk-behind mower or equivalent.

o For lots 1 acre or larger: minimum 6’ pull-behind mower.

o String trimmers may be used as needed.

• Equipment standards:

o Equipment must be kept in good working condition with sharp blades.

o Equipment must be free of gas/oil leaks.

o All equipment is subject to inspection by City staff.

• Cutting requirements:

o Finished vegetation height must be between 2 and 3 inches.

o Vegetation around signs, fences, posts, trees, utility boxes, hydrants, sidewalks, and driveways must be trimmed to match the rest of the lot.

o Debris, clippings, or weeds may not be left on sidewalks, curbs, or driveways.

• Final appearance:

o Bagging of clippings is not normally required.

o Clippings must be evenly distributed (no wind-rows or piles).

o Sidewalks and paved areas must be left clean.

Bid Categories (pricing will be submitted by lot size and condition):

• Vacant residential lots ¼ acre or less

• Lots with homes or structures, ¼ acre or less

• Lots over ¼ acre up to ½ acre

• Lots over ½ acre up to 1 acre

• Lots over 1 acre (priced per acre)

RFP# F25-10-076 7 10/8/2025

• Miscellaneous debris removal (standard fee per property)

Hand-Pulling of Weeds

• Certain weeds (e.g., puncture vine, bindweed, sandburs, climbing or prostrate weeds) must be pulled by hand, bagged, and removed from the property.

• Contractors must take care to capture and remove seeds to prevent re-infestation.

Bid Category: Hourly rate for hand-pulling, including labor and disposal.

Snow Removal

• The contractor will perform abatements for snow and ice removal from public sidewalks adjacent to both developed and vacant lots when properties are in violation of City ordinances.

• Equipment requirements:

o Less than 4 inches of snow: hand labor with shovels may be adequate.

o 4 to 12 inches of snow: snow blower or snow auger may be required.

o Deeper snow or heavy ice conditions: skid-steer loader or ATV with plow may be required.

o Contractors must provide a list of equipment that will be used for snow removal.

• Equipment standards:

o Trucks and other equipment must be properly licensed, kept in good and safe operating condition, and free of leaks (oil, gasoline, or other fluids).

o All equipment is subject to inspection by City staff.

• Final appearance:

o Sidewalk surfaces must be completely cleared of snow and ice.

o Cleared area must extend the full width of the sidewalk, include the outside edge of the gutter pan, and extend to the centerline of alleys.

o Ice melt may be applied when necessary, but only as a supplement after removal. Ice melt may not be used in place of shoveling, plowing, or mechanical removal.

• Disposal of snow:

o Snow must be placed on non-paved areas of adjoining property.

o Placement must not obstruct driveways, internal walkways, fire hydrants, storm drains, or mailboxes.

o Contractors must take care to avoid damage to vehicles, landscaping, fencing, and other property.

• Bid Categories (pricing will include all labor and equipment):

• Hourly rate for hand labor with shovels

• Hourly rate for snow blower/snow auger and operator

• Hourly rate for skid-steer loader or ATV with plow and operator

• Per-pound rate for applying ice melt (includes product and labor)

RFP# F25-10-076 8 10/8/2025

SECTION III. ADMINISTRATIVE INFORMATION

A. Issuing Office

The City’s contact name listed herein is to be the sole point of contact concerning this RFP. Offerors shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.

B. Official Means of Communication

All official communication from the City to offerors will be via postings on an electronic solicitation notification system, the Rocky Mountain Bid System (www.rockymountainbidsystem.com). The Purchasing Contact will post notices that will include, but not be limited to, proposal document, addenda, award announcement, etc. It is incumbent upon offerors to carefully and regularly monitor the Rocky Mountain Bid System for any such postings.

C. Inquiries

Prospective offerors may make written inquiries by e-mail before the written inquiry deadline concerning this RFP to obtain clarification of requirements. There will be opportunity to make inquiries during the pre-proposal conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this RFP (be sure to reference RFP number) should be referred to:

E-Mail: Purchasing@greeleygov.com Subject Line: RFP F25-10-076

Response to offerors’ inquiries will be published as addenda on the Rocky Mountain Bid System in a timely manner. Offerors cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.

Should any interested offeror, sales representative, or manufacturer find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Purchasing Contact of such matters immediately upon discovery.

D. Insurance

The successful contractor will be required to provide a Certificate of Insurance (Exhibit 3) or other proof of insurance naming the City of Greeley as "additional insured”. Coverage must include COMMERCIAL GENERAL LIABILITY coverage with minimum limits of $2,000,000, and WORKER’S COMPENSATION coverage with limits in accordance with State of Colorado requirements.

COMPREHENSIVE AUTOMOBILE LIABILITY with minimum limits for bodily injury and property damage coverage of at least $1,000,000, plus an additional amount adequate to pay related attorneys' fees and defense costs, for each of Consultant's owned, hired or non-owned vehicles assigned to or used in performance of this Agreement.

The City shall be named as additional Insured for General and Auto Liability Insurance.

Awarded offeror must present the City with proof of PROFESSIONAL LIABILITY COVERAGE with a minimum limit of $1,000,000.

E. Modification or Withdrawal of Proposals

RFP# F25-10-076 9 10/8/2025

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

F. Minor Informalities

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors. The Purchasing Manager may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the City.

G. Responsibility Determination

The City will make awards only to responsible vendors. The City reserves the right to assess offeror responsibility at any time in this RFP process and may not make a responsibility determination for every offeror.

H. Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer and acknowledges acceptance by the offeror of all terms and conditions as set forth herein. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the offeror shall indicate acknowledgment of this condition attached as Exhibit 1.

I. Protested Solicitations and Awards

Right to protest. Any actual or prospective bidder, offeror or contractor who is aggrieved in connection with the solicitation or award of a contract must protest in writing to the City Manager as a prerequisite to seeking judicial relief. Protestors are urged to seek informal resolution of their complaints initially with the Purchasing Manager. A protest shall be submitted within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. A protest with respect to an invitation for bids or request for proposals shall be submitted in writing prior to the opening of bids or the closing date of proposals, unless the aggrieved person did not know and should not have known of the facts giving rise to such protests prior to bid opening or the closing date for proposals.

Stay of procurement during protests. In the event of a timely protest under Subsection (A) of this Section, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative and judicial remedies have been exhausted or until the City Manager makes a written determination on the record that the award of a contract without delay is necessary to protect substantial interest of the City. (Ord. 75, 1984 §2 (part))

J. Confidential/Proprietary Information

All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for the material that is proprietary or confidential. However, requests for confidentiality can be submitted to the Purchasing Contact provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the offeror. The Purchasing Contact will make no attempt to cure any information that is found to be at a variance with this procedure. The offeror may not be given an opportunity to cure any variances after proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the Purchasing Contact listed in this RFP.

K. Acceptance of Proposal Content

RFP# F25-10-076 10 10/8/2025

The contents of the proposal (including persons specified to implement the project) of the successful contractor shall become contractual obligations into the contract award. Failure of the successful offeror to perform in accordance with these obligations may result in cancellation of the award and such offeror may be removed from future solicitations.

L. RFP Cancellation

The City reserves the right to cancel this RFP at any time, without penalty.

M. Negotiation of Award

In the event only one (1) responsive proposal is received by the City, the City reserves the right to negotiate the award for the services with the offeror submitting the proposal in lieu of accepting the proposal as is.

N. Contract

A copy of the awarded contract the City will use for the services specified in this RFP is attached as Exhibit 2. The attached contract is not to be completed at this time.

O. RFP Response/Material Ownership

All material submitted regarding this RFP becomes the property of the City of Greeley, unless otherwise noted in the RFP.

P. Incurring Costs

The City is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order.

Q. Utilization of Award by Other Agencies

The City of Greeley reserves the right to allow other State and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Greeley in the current term or in any future terms.

R. Non-Discrimination

The offeror shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

S. News Releases

Neither the City, nor the offeror, shall make news releases pertaining to this RFP prior to execution of the contract without prior written approval of the other party. Written consent on the City’s behalf is provided by the Public Information Office.

T. Certification of Independent Price Determination

1. By submission of this proposal each offeror certifies, and in the case of a joint proposal each party, thereto certifies as to its own organization, that in connection with this procurement:

RFP# F25-10-076 11 10/8/2025

a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening, directly or indirectly to any other offeror or to any competitor;

and

c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2. Each person signing the Request for Proposal form of this proposal certifies that:

a) He/she is the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (1.a) through (1.c) above; or

b) He/she is not the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1.a) through (1.c)above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (1.a) through (1.c) above.

3. A proposal will not be considered for award where (1.a), (1.c), or (2.) above has been deleted or modified. Where (1.b) above has been deleted or modified, the proposal will not be considered for award unless the offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the City’s Purchasing Manager, or designee, determines that such disclosure was not made for the purpose of restricting competition.

4. The Contract Documents may be executed in two or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same document. The Contract Documents, including all component parts set forth above, may be executed and delivered by electronic signature by any of the parties and all parties consent to the use of electronic signatures.

U. Taxes

The City of Greeley is exempt from all federal excise taxes and all Colorado State and local government sales and use taxes. Where applicable, contractor will be responsible for payment of use taxes.

V. Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

W. Availability of Funds

Financial obligations of the City of Greeley payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void without penalty to the City.

RFP# F25-10-076 12 10/8/2025

X. Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee as may be necessary.

The City may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

1. Neglect of duty.

2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

3. Theft, vandalism, immoral conduct or any other criminal action.

4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the City.

Agents and employees of Contractor or Consultant working in City facilities shall present a clean and neat appearance. Prior to performing any work for the City, the Contractor or Consultant shall require each of their employees to wear ID badges or uniforms identifying: the Contractor or Consultant by name, the first name of their employee and a photograph of their employee if using an ID badge. Their employee shall wear or attach the ID badge to the outer garments at all times.

Y. Damages for Breach of Contract

In addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract, if the City terminates this Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be liable for actual and consequential damages to the City.

Z. Other Statutes

1. The signatory hereto avers that he/she is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation such provisions is present.

2. The signatory hereto avers that to his/her knowledge, no City of Greeley employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-507.

3. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one

(1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information.

4. Accessibility and ADA Website Compliance:

RFP# F25-10-076 13 10/8/2025

a. Compliance: The Contractor shall comply with, and the Work and Work Product provided under this Agreement shall be in compliance with, all applicable provisions of §§ 24-85- 101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established pursuant to Section § 24-85-103 (2.5), C.R.S (collectively, the “Guidelines”).

The Contractor shall also comply with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

b. Testing: The City may require the Contractor’s compliance to be determined by a third party selected by the City to attest that the Contractor’s has performed all obligations under this Agreement in compliance with §§ 24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability as established pursuant to Section § 24-85-103 (2.5), C.R.S.

c. Validation and Remediation: The Contractor agrees to promptly respond to and resolve any instance of noncompliance regarding accessibility in a timely manner and shall remedy any noncompliant Work Product, Service, or Deliverable at no additional cost to the City. If the City reasonably determines accessibility issues exist, the Contractor shall provide a “roadmap” for remedying those deficiencies on a reasonable timeline to be approved by the City. Resolution of reported accessibility issue(s) that may arise shall be addressed as high priority, and failure to make satisfactory progress towards compliance with the Guidelines, as agreed to in the roadmap, shall constitute a breach of contract and be grounds for termination or non-renewal of this Agreement.

AA. Cooperative Purchasing Statement

The City of Greeley encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions. To the extent, other governmental jurisdictions are legally able to participate in cooperative purchasing endeavors; the City of Greeley supports such cooperative activities. Further, it is a specific requirement of this proposal or Request for Proposal that pricing offered herein to the City of Greeley may be offered by the vendor to any other governmental jurisdiction purchasing the same products. The vendor(s) must deal directly with any governmental agency concerning the placement of purchase orders, contractual disputes, invoicing, and payment. The City of Greeley shall not be liable for any costs or damages incurred by any other entity.

RFP# F25-10-076 14 10/8/2025

SECTION IV. PROPOSAL SUBMISSION

Following are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at the City’s discretion, render the proposal non-responsive.

RFP responses must be emailed to purchasing@greeleygov.com. Only emails sent to purchasing@greeleygov.com will be considered as responsive to the request for proposals. Do not submit your proposal to multiple email addresses. Emails sent to other City emails will be considered as non-responsive and will not be reviewed.

Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB. The Proposal must not exceed 20 total pages, excluding cover letter, index or table of contents, front and back covers, title pages/separation tabs, exhibit 1 proposal acknowledgement, and exhibit 4 debarment form. Pages shall be 8 ½ x 11 inches except for up to four (4) pages of 11 x 17 inches. Eleven-point font or larger must be used for the proposal and appendices. Resumes included as an appendix are not considered part of the 20 pages.

The RFP number and Project name must be noted in the subject line, otherwise the proposal may be considered as non-responsive to the RFP.

Electronic submittals will be held, un-opened, until the time and date noted in the RFP documents or Posted addenda.

To facilitate the evaluation, offeror shall submit and organize all responses in the same order as listed in Section V. Proposals that are determined to be at a variance with this requirement may not be accepted.

Late proposals will not be accepted. It is the responsibility of the offeror to ensure that the proposal is received at the City of Greeley’s Purchasing Division on or before the proposal due date and time.

RFP# F25-10-076 15 10/8/2025

SECTION V. RESPONSE FORMAT

The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive.

A. Cover Letter

Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive).

This letter should also provide principal contact information for this RFP, including address, telephone number, fax number, e-mail, and website (if applicable).

B. Use of Subcontractors/Partners

There may be areas for use of subcontractors or partners in this project. If you are utilizing this approach, your proposal must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that the City will contract solely with your company, therefore subcontractors/partners remain your sole responsibility.

C. Minimum Mandatory Qualifications

Include an itemized description of how your company meets each of the minimum mandatory qualifications outlined in Section II, C. Failure to meet or exceed these requirements will disqualify your response. Delete this section and re-letter following sections if not needed.

D. Company Information

1. Provide the following information as listed: Company Name, Address, Phone Number, and Names of Principals.

2. Identify the year in which your company was established and began providing consulting services.

3. Describe any pending plans to sell or merge your company.

4. Provide a comprehensive listing of all the services you provide.

E. Evaluation Criteria

Evaluation Criterion #1 – Company and Personnel Qualifications (25 Points)

1. Briefly describe your customer service and complaint-resolution approach.

2. Provide at least three municipal or similar abatement references: company/agency, contact name, phone, email, brief scope, contract value, and status. The City may contact any references.

3. Staffing and capacity: number of crews available for mowing/hand-pulling and snow events; on-call coverage; supervisor structure.

4. Equipment inventory relevant to this scope (e.g., commercial mowers, string trimmers, snow shovels, blowers/augers, plows, skid steers).

5. Safety: training program (e.g., PPE, equipment operation), incident history, and damage-prevention practices around fences/trees/fixtures.

6. Subcontractors (if any): firm, role, and key personnel qualifications.

7. Insurance: confirm ability to meet the RFP’s insurance limits.

RFP# F25-10-076 16 10/8/2025

Evaluation Criterion #2 – Approach to Scope of Work (35 Points)

1. Response plan that meets the City’s timelines (e.g., weeds/grass within 48 hours; snow/ice within 18 hours or as directed), including after-hours and surge events.

2. Field workflow: receiving job orders, site assessment, debris pick-up before mowing, cut-height control (2–3"), trimming around obstacles, snow clearing to gutter pan and alley centerline, ice removal methods, and acceptable use of ice melt.

3. Quality control: supervisor inspections, photo documentation (before/after with date/time/GPS), rework policy and turnaround.

4. Communication: single point of contact, real-time updates to Code Compliance, issue escalation.

5. Risk management: property protection, claims handling, and restoration of any ruts/tracks from equipment.

6. Sustainability or best practices (optional): minimizing salt use, clippings management, etc.

Evaluation Criterion #3 – Value/Cost of Efforts (40 Points)

1. Completed pricing form (exhibit 5): mowing by lot size, hourly hand-pulling, snow by equipment category, per-pound ice melt rate (product + labor included).

2. Price clarity: what’s included (e.g., up to 20 minutes minor debris pick-up before mowing), any additional charges, overtime/holiday rates if applicable.

3. Overall competitiveness and reasonableness of rates.

F. Proposal Acknowledgement

Include this form in your response as provided in Exhibit 1.

G. Debarment Form

Include this form in your response as provided in Exhibit 4.

RFP# F25-10-076 17 10/8/2025

SECTION VI. EVALUATION AND AWARD

A. Proposal Evaluation

All proposals submitted in response to this RFP will be evaluated by a committee in accordance with the criteria described below. Total scores will be tabulated, and the highest ranked firm will enter into negotiations.

If the City requests presentations by short-listed offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. Please note that presentations have been tentatively scheduled per the Schedule of Events on the first page of this RFP. If your company is invited to give a presentation to the committee, these dates may not be flexible.

In preparing responses, offerors should describe in great detail how they propose to meet the specifications as detailed in the previous sections. Specific factors will be applied to proposal information to assist the City in selecting the most qualified offeror for this contract. Following is the evaluation criteria that will be used.

Criteria will be assigned a points value.

Evaluation Criteria Scoring:

1. Company and Personnel Qualifications 25 Points

2. Approach to Scope of Work 35 Points

3. Value/Cost of Efforts 40 Points

A presentation and/or demonstration may be requested by short-listed offerors prior to award. However, a presentation/demonstration may not be required, and therefore, complete information should be submitted with your proposal.

B. Determination of Responsibility of the Offeror

The City of Greeley awards contracts to responsible vendors only. The City reserves the right to make its offeror responsibility determination at any time in this RFP process and may not make a responsibility determination for every offeror.

The City of Greeley’s Municipal Code defines a “Responsible Offeror” as one who has “the capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.”

The City reserves the right to request information as it deems necessary to determine an offeror’s responsibility. If the offeror fails to supply the requested information, the City shall base the determination of responsibility upon any available information or may find the offeror non-responsible if such failure is unreasonable.

RFP# F25-10-076 18 10/8/2025

EXHIBIT 1

PROPOSAL ACKNOWLEDGEMENT

The offeror hereby acknowledges receipt of addenda numbers _____ through _____. N/A

Falsifying this information is cause to deem your proposal nonresponsive and therefore ineligible for consideration. In addition, falsification of this information is cause to cancel a contract awarded based on one or both of the above preferences.

By signing below, you agree to all terms & conditions in this RFP.

Original Signature by Authorized Officer/Agent

Type or printed name of person signing Company Name

Title Phone Number

Vendor Mailing Address Website Address

City, State, Zip Proposal Valid Until (at least for 90 days)

E-Mail Address

Project Manager:

Name (Printed) Phone Number

Vendor Mailing Address Email Address

City, State, Zip

RFP# F25-10-076 19 10/8/2025

EXHIBIT 2

CONTRACT

(Incorporated by Reference)

Please click the link below to access the sample contract

COG Professional Services Contract Sample.pdf

RFP# F25-10-076 20 10/8/2025

https://greeleyco-my.sharepoint.com/:b:/g/personal/cole_allen_greeleygov_com/EffaSWvewvFFjd_ykzrNS5oBl9mbwBkdPQac31NmP6tj-w?e=FCvJ1r

EXHIBIT 3 – SAMPLE CERTIFICATE OF INSURANCE

ACORD CERTIFICATE OF LIABILITY INSURANCE TM DATE (MM/DD/YYYY)

05/14/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER

ABC Insurance Company P. O. Box 1234 Anywhere, USA

CONTACT

NAME:

PHONE

(A/C, No, Ext):

FAX

(A/C, No):

E-MAIL

ADDRESS:

PRODUCER

CUSTOMER ID #:

INSURER(S) AFFORDING COVERAGE NAIC #

INSURED

Sample Certificate INSURER A : Financial Rating of A

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR

LTR TYPE OF INSURANCE

ADDL

INSR

SUBR

WVD POLICY NUMBER

POLICY EFF

(MM/DD/YYYY)

POLICY EXP

(MM/DD/YYYY) LIMITS

GENERAL LIABILITY Y EACH OCCURRENCE $1,000,000

X COMMERCIAL GENERAL LIABILITY

DAMAGE TO RENTED

PREMISES (Ea occurrence) $100,000

CLAIMS-MADE X OCCUR MED EXP (Any one person) $5,000

PERSONAL & ADV INJURY $1,000,000

GENERAL AGGREGATE $2,000,000

GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $2,000,000

POLICY PRO-

JECT LOC

AUTOMOBILE LIABILITY Y COMBINED SINGLE LIMIT

(Ea accident)

$ 1,000,000 X ANY AUTO

ALL OWNED AUTOS

SCHEDULED AUTOS

HIRED AUTOS

NON-OWNED AUTOS

BODILY INJURY (Per person) $

BODILY INJURY (Per accident) $

PROPERTY DAMAGE

(Per accident) $ X

X $

UMBRELLA LIAB

EXCESS LIAB

OCCUR

CLAIMS-MADE

EACH OCCURRENCE $

AGGREGATE $

DEDUCTIBLE

RETENTION $

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY Y / N

ANY PROPRIETOR/PARTNER/EXECUTIVE

OFFICER/MEMBER EXCLUDED?

(Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below

N/A

Y X WC STATU-

TORY LIMITS

OTH-

ER

E.L. EACH ACCIDENT $100,000

E.L. DISEASE - EA EMPLOYEE $100,000

E.L. DISEASE - POLICY LIMIT $500,000

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) City of Greeley is named as Additional Insured on General Liability and Automobile Liability. Waiver of subrogation is included on Workers Compensation. This insurance is primary and noncontributory to insurance policies held by the City.

RFP# F25-10-076 21 10/8/2025

EXHIBIT 4

DEBARMENT/SUSPENSION CERTIFICATION STATEMENT

The proposer certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal, State, County, Municipal or any other department or agency thereof. The proposer certifies that it will provide immediate written notice to the City if at any time the proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstance.

DUNS # (Optional):

Name of Organization:

Address:

Name:

Signature:

Title:

Date:

RFP# F25-10-076 22 10/8/2025

Misc. Debris Removal

Weed removal -hand pulling

1' - 3' 3' - 6' 1' - 3' 3' - 6' 1' - 3' 3' - 6' 1' - 3' 3' - 6' 1' - 3' 3' - 6' per hour up to 20 minutes labor included in base mowing cost

Hand labor + shovel per hour

Snow blower + operator per hour

Skid Steer Loader / ATV with Plow+ operator per hour

Ice Melting Chemical per pound

CITY OF GREELEY

F25-10-076

VENDOR NAME:

Abatements: Snow Removal, Weed, and Lawn Care for Community Development/Code Compliance

Lots over 1 acreVacant lot 1/4 acre or less Structure on lot 1/4 acre or less Lots over 1/4 acre to 1/2 acre Lots over 1/2 acre to 1 acre

Mowing and Weed Removal

SNOW REMOVAL

Exhibit 5

RFP# F25-10-076 23 10/8/2025