Grounds_Maintenance_for_City_Easements,_Right-of-Ways_and_Brick_Streets.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP27-0052

GROUNDS MAINTENANCE FOR CITY EASEMENTS, RIGHT-OF-WAYS

AND BRICK STREETS

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

RFP27-0052

GROUNDS MAINTENANCE FOR CITY EASEMENTS, RIGHT-OF-WAYS

AND BRICK STREETS

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

Grounds Maintenance for City Easements, Right-of-Ways and Brick Streets

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

45. PRICING PROPOSAL

Attachments:

A - Exhibit_1_-_Contract_RFP26-0503

B - Exhibit_2_-_Work_Report_Sheet__RFP26-0503

C - Exhibit_3_-_Maps_&_Locations_RFP26-0503

D - Exhibit_4_-_Maps_RFP26-0503

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals from interested and qualified Proposers to provide all aspects of ground maintenance services for City Easements, Right of Ways, and Brick Streets. This shall include but not be limited to mowing, blowing, trimming, litter removal, landscape maintenance, roadside herbicide spraying, pruning, trash and debris removal, clipping, and fence line trimming.

Site locations for the performance of the Work are listed herein, and these sites must be accepted by the Contractor as being in an “as is condition” at the time of contract execution.

All work shall be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m., Local Time, City of Orlando.

The City of Orlando’s Holidays are:

New Year’s Day

Martin Luther King Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Thanksgiving Day

Day after Thanksgiving

Christmas Eve Day

Christmas Day

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway and the Beach Line Expressway.

1.3. Contact Information

Direct inquiries to the following:

Javarie McDonald, CPP

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Streets and Stormwater

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date October 21, 2026

Pre-Proposal Meeting (Non-

Mandatory)

November 3, 2026, 1:00pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2334775

53934174?p=TzKpMpVoVS9777dCHF

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 233 477 553 934 174

Question Submission Deadline November 10, 2026, 5:00pm mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364 https://teams.microsoft.com/meet/233477553934174?p=TzKpMpVoVS9777dCHF https://teams.microsoft.com/meet/233477553934174?p=TzKpMpVoVS9777dCHF

Proposal Submission Deadline November 23, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2315503

81353733?p=zyGHKMLNHKO6YIj2YB

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 231 550 381 353 733

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor https://teams.microsoft.com/meet/231550381353733?p=zyGHKMLNHKO6YIj2YB https://teams.microsoft.com/meet/231550381353733?p=zyGHKMLNHKO6YIj2YB http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of seventy-two (72) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. SCOPE OF SERVICES

The Contractor shall furnish all labor, materials, equipment, tools, transportation, and supplies; provide removal of litter and debris, pay for all tolls, and pay all related disposal fees to complete the work activities specified in this section. The Contractor shall be responsible for mowing, blowing, trimming, string trimming, landscape maintenance, roadside herbicide spraying, pruning, trash and debris removal, clipping, and fence line trimming.

GENERAL

A. All work shall be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m.

B. A mowing schedule shall include a plan to conduct the work, maintain equipment, staff and train the work crew, prior work experience, and detailed personnel and equipment listing necessary to complete the work described herein.

C. Trimming to ensure a neat all around appearance is a requirement of the

Contract. This includes, but is not limited to, trimming along and under fencing, under and around guardrails and signposts, and around bushes and trees.

D. Any damage caused by the Contractor, including but not limited to trunk damage to trees or bushes, gouges or cuts in signposts and damage to the integrity of ditch or bridge banks during the Contractor’s performance of the Work, is the sole responsibility of the Contractor.

E. No additional fees may be charged for cleanup and/or related disposal fees or catch up of the cycle sequence.

F. There may be times that access is limited due to the City scheduled events. Contractor shall work with the City staff to during these times.

4.2. Boundaries

The markers, fences or utility poles, and established mowing contours set the general boundary of the grassed areas to be mowed from which litter shall be removed. The City or designee will set the exact boundary for each area. See EXHIBIT “3” – LOCATIONS and EXHIBIT "4" - MAPS.

The general boundary of the roadways to be sprayed, grassed areas to be mowed and which litter shall be removed include all right-of- way markers, fences, guardrails walls, or utility poles along majority of roadsides, within city limits, and as delineated on maps herein.

Exact boundary locations to be serviced by the Contractor will be determined by the

Division Manager of Streets and Stormwater Division (herein after referred to as “City”) or Designee, and may be modified by the City at any time during the term of the contract.

The Contractor shall complete EXHIBIT “2” – Work Report Sheet and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for National Pollutant Discharge Elimination System (NPDES) compliance. The

Work Report Sheets are a mandatory requirement, since they will become a part of a

State of Florida report requirement for the City.

4.3. Required Cycles

The Contractor shall commence work within three (3) working days from scheduled start date and complete the assigned cycle within fifteen (15) calendar days from the assigned start date in accordance with the Service Schedules after being notified by the City or designee, to begin the cycle, unless otherwise agreed to by the City or designee, weather permitting.

4.4. Electronic Reporting Software (To Be Implemented)

The Streets and Stormwater Division is in the pilot phase of a new online Work Order

System called Simplify i3. When the software becomes available for the Contractor, the

Contractor will be given access. The System is cloud – based and will require an internet connection via a cell phone or tablet device. The Contractor will be required to complete

Work Orders in the field for each mowing site as the work is performed, filling out details such as Start Time, Starting Coordinates, End Time, Ending Coordinates Notes (detailing any problem or observations), photos and any additional fields as needed.

4.5. Quantity and Frequency of Work

Quantity

The estimated quantity of work required will be determined using the Electronic Price

Proposal, Exhibits, and the Scope of Services and technical requirements. It is the

Contractor's responsibility to verify the quantity of work for each Cycle. The accuracy of the data and maps is not guaranteed. Verification of the accuracy is the Contractor’s responsibility. Any discrepancies or disagreements concerning quantities or boundaries shall be mutually resolved prior to beginning work in any area in question.

Frequency

The City or designee will determine when to begin each Task in a designated area.

The Contractor shall commence each assigned task within three (3) working days and complete all work within fifteen (15) calendar days after being notified by the City or designee, to begin the cycle, weather permitting.

The Contractor must provide, within five (5) working days prior to commencing of the work as specified by the City, to the City or designee, a written work schedule, for all site locations, to enable the City to establish a pre-agreed work schedule if it desires, and, to perform follow up inspections.

4.6. Mowing Schedules

Mowing Schedule

Cycle # Date Mow Edge/Herb Weeds Shrubs Liter Only

1 1/13/2026 X

2 2/10/2026 X

3 3/2/2026 X X

4 3/30/2026 X

5 4/13/2026 X X X X

6 5/4/2026 X

7 5/18/2026 X X X X

8 6/1/2026 X

9 6/15/2026 X X X

10 6/29/2026 X

11 7/13/2026 X X X X

12 7/27/2026 X

13 8/10/2026 X X

14 8/24/2026 X X X

15 9/7/2026 X X

16 9/21/2026 X X

17 10/5/2026 X X

18 10/19/2026 X

19 11/16/2026 X X

20 12/14/2026 X X

4.7. Equipment

The Proposer should have and maintain equipment and should include but not be limited to the following commercial mowing equipment: This list shall include a minimum of one

(1) batwing mower; one (1) slope mower, two (2) mowers (zero turn radius) with a variety of deck sizes; one (1) commercial gas powered string trimmer; one (1) edger; one (1) backpack blower; and one (1) backpack sprayer for chemical application (weed control) and commercial sprayers etc. Proposer shall own or lease commercial equipment to provide grounds maintenance services as specified in these specifications and shall list all equipment on ATTACHMENT “L” – EQUIPMENT LIST.

All equipment shall be approved by the City or designee before it is placed in service. The equipment’s safety devices are to be properly maintained at all times while the equipment is in use. All equipment, when feasible, should display the Contractor’s name in a prominent and clearly legible manner, acceptable to the City or designee.

The equipment used by the Contractor must be in good repair and shall be maintained to produce a clean, sharp cut and uniform distribution of the cuttings at all times. The mowers shall be constructed so that the height of cut can be adjusted to a minimum of four (4) inches for flat areas, and one (1) inch for slope areas.

The Contractor shall furnish equipment of a type and quantity to perform the work in a safe and correct manner within the time specified herein. If, in the opinion of the Division

Manager of Streets and Stormwater or designee, the Proposer has insufficient equipment to satisfactorily complete the work within the required time, the Contractor shall provide additional equipment as directed by the City or designee.

If the City or designee determines that the equipment is deficient in safety devices, the

Contractor shall be immediately notified. The Contractor shall remove the equipment from service until the deficiency is corrected to the satisfaction of the City or designee.

Inspection and approval of the Contractor’s equipment by the City or designee shall not relieve the Contractor of responsibility or liability for injury to persons or damage to property caused by the operation of the equipment.

The City or designee may authorize the Contractor to use amber flashing lights on equipment. These lights shall be used only when required in the course of the work and shall not be used when traveling to and from the job site.

The company name as specified in the Contract and phone number should be visibly displayed on all vehicles and trailers. The company name and phone number shall be displayed in bold lettering High Visibility.

All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.

No supply vehicles shall enter the median for any purpose. No service vehicle shall enter the median except when necessary to repair or remove inoperable equipment.

Any equipment left overnight shall be parked as far from the travel way as possible. No equipment shall be parked in the median regardless of the width of the median. The City shall not be responsible for any damage, vandalism, or theft of any equipment left unattended.

All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.

4.8. Mowing and Trimming

A. Mow and string trim the grass or vegetation in roadside areas with conventional high production style mowing equipment. Tractor mounted bat wing or bush hog mowers cannot be used on St. Augustine turf. Mowing and trimming the difficult areas and sloped areas may require the use of specialized equipment. All ditches shall be mowed down to the water line and bottom shall be mowed when dry. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth, or all succulent weed growth. Mowing and trim work will be curbing to curb or fence lines, or along established mowing contours as designated by the City or designee. Fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, light poles, or other such obstacles to mowing, will be hand mowed or trimmed and string trimmed around as necessary within one (1) working days from mowing. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds. During each mowing cycle, all trees in the area being mowed will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.

B. All grass and vegetation shall be cut to a height of four (4) inches with a maximum tolerance of one-half inch (1/2"). Mowing areas of different widths shall relate to smooth flowing curve transitions. All cuttings shall be performed in such a manner to result in a strand of mowed grass or vegetation cut uniformly at a nominal Three-inch (3") height and with no streaks. The accumulation or the piling of cuttings will not be permitted. All rolled or piled grass clippings will be removed or raked down and spread on the turf thin enough as not to smother the turf. All grass clippings shall be blow off sidewalks back on to turf areas before leaving the work site at the end of the work day

C. The proper use of an herbicide approved by the City is authorized. All grass, weeds, vegetation and plant material growing in, on, along and around paved areas, bricked areas, sidewalks, ramps, curbs, divider walls, emergency lanes, guardrails, bridge embankments and under bridges, will be sprayed with an approved herbicide. Any plants or grasses higher than 6” will be cut down after spraying. The spraying of herbicides more than six (6) inches away from the herein specified items on roadside areas or more than three (3) inches away on slopes that are 3:1 or greater and along private property fence lines is prohibited unless authorized in writing by the City or designee.

D. Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.

E. Areas to be mowed will include, but are not limited to, canal/pond/ditch banks, inclines, slopes, and dry canal/ditch bottoms. Slope Mowing is generally limited to slopes greater or steeper than three-to-one (3:1) and are relatively inaccessible to the use of conventional mowing equipment.

F. The Contractor shall mow or trim the grassed or vegetated areas with either conventional high production style mowing equipment, small commercial mowers, and/ or string trimmers. The equipment used must be in good repair, with sharp blades of a proper size and type to accomplish the assigned work on schedule and not damage and/or rut the areas being maintained. Mowing and trimming the difficult portions of the work may require the use of specialized equipment. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth or all succulent weed growth.

G. Mowing and trim work will be along established mowing contours as designated by the City or designee. Fence lines, sign posts, guard rails, trees, plants, light poles or other such obstacles to mowing will be hand mowed or trimmed around as necessary. Proposer will be responsible for damage to trees caused by mowing and trimming equipment or herbicide applications.

H. Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.

I. Mow and string trim the grass or vegetation in roadside areas with conventional high production style mowing equipment. Tractor mounted bat wing or bush hog mowers cannot be used on St. Augustine turf. Mowing and trimming the difficult areas and sloped areas may require the use of specialized equipment. All ditches shall be mowed down to the water line and bottom shall be mowed when dry. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth, or all succulent weed growth. Mowing and trim work will be curb to curb or fence lines, or along established mowing contours as designated by the City or designee. Fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, light poles, or other such obstacles to mowing, will be hand mowed or trimmed and string trimmed around as necessary within one (1) working days from mowing. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds. During each mowing cycle, all trees in the area being mowed will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.

J. Trimming shall be completed at each cycle for a neat appearance is required around all planting beds. The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks.

4.9. Trash and Debris Removal

The Contractor will be responsible for picking up all trash, debris, fallen tree, branches and other hindrances to the scheduled work prior to and upon completion of each mowing or litter only cycle:

A. Litter shall be removed by hand from right-of-way marker to right-of-way marker including paved, landscaped, and all non-mowed areas, to allow for a neat and clean appearance after completion. Litter removal will be accomplished just prior to mowing or trimming. All palm fronds, branches, and limbs smaller than ten feet long and four inches in diameter shall be removed by the Contractor prior to mowing or trimming. Litter is further defined as including, but not be limited to, rocks, glass, cans, bricks, dead animals, and pieces of concrete large enough to affect mowing operations. Any tree branches and limbs greater than ten (10) feet in length and four (4) inches in diameter will be moved, if possible, to complete mowing operations then reported to the City or designee for removal by the City.

B. When mowing or working extra litter cycles on the bike paths, the paved portions of the bike path shall have all sand, gravel, dirt, mud and leaves swept or blown off. Before sweeping or blowing off paved portions of bike path, all litter, broken glass and gravel larger than ½ inch shall be picked up. The Contractor shall remove graffiti using approved chemicals when possible. Paint with a matching color may be used when the surface is too rough or the surface will react with removal chemicals. Asphalt must be painted.

C. Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material.

D. Prior to mowing and or trimming, or when assigned to a litter only cycle, the

Contractor is required to remove all litter and loose vegetation plus tree suckers below twelve feet, vines growing in and on fences, trees, palm fronds, fallen trees, and or fallen tree limbs up to 15 feet long and eight inches in diameter.

E. The Contractor will be responsible for picking up all trash, debris, fallen tree, branches etc. prior to and upon completion of each mowing or litter only cycle.

Litter and debris includes the pickup, removal and disposal from the City property of any obstacle such as wood, signs, tires, cans etc.

F. It will also be the Contractor responsibility to remove any items such as bags of trash, newspapers, magazines, bottles, cans, rags, food containers, boxes, paper etc. which will be torn, ripped, scattered or further subdivide by the mowers, which will result in an objectionable appearance.

G. All litters and debris resulting from mowing, brush removal or scheduled maintenance will be cleaned up and removed from the property the same day work is accomplished. The material will then be hauled away, by the Contractor, for disposal off site at the Contractor's expense.

H. All trash and debris, including, but not be limited to, leaves, bottles, and paper, are to be removed from paved areas, parking lots, turf areas, tree and shrub beds, and trash receptacles. Replace all trash bags and liners at each cycle and wipe each trash receptacle to insure a clean and sanitary appearance.

I. During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ sites and shall be recorded in Gallon size bags and or Cubic yards.

J. Contractor must report larger trees and limbs to City or designee from all areas within the designated maintenance areas including all turf, landscaped, wet and water areas out to 25 feet from the shoreline or bank, paved and or concreted areas. Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material, etc.

K. After mowing and trimming all cuttings and debris caused from maintenance, the remaining trash, limbs, litter, and all foreign objects, shall be collected and removed from the site by the Proposer whether in the water (out to a minimum of twenty-five (25) feet from the banks of ditches, basins and lake shores) or on dry land. Cuttings shall be directed away from landscape beds, waterways, ditches, roads, sidewalks etc.

L. During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ site and shall be recorded in Gallon size bags and or Cubic yards. The Contractor shall note such on the EXHIBIT “2” – Work

Report Sheet the amount of litter and debris that was removed from each site/ location that must be turned in at the completion of each work cycle.

4.10. Weeding

A. All plant beds shall have all weeds and trash removed to maintain the landscape in an attractive condition. The Contractor can use an approved herbicide or pre-emergent in accordance with manufacturer's specifications in lieu of hand weeding, except hand weeding shall be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance or result in damage to non-targeted plants as determined by the City or designee.

B. All areas, including tree rings, beds around signs, sidewalks, curbs and buildings, shall be kept weed free by hand pulling except when and where chemicals are authorized.

4.11. Edging

The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks. Sidewalk, bike paths, curbs, landscape bed and tree well edging, sidewalks, bike paths, curbs, landscape beds, and tree wells shall be edged using wheeled or stinger edger. String edger cannot be used. All debris must be removed from sidewalks, bike paths, and parkways at the end of each workday.

4.12. Tree and Sod Maintenance

A. Maintenance and Pruning of Newly Planted Landscaped Plantings, and Tree

1. Eliminate all bracing and tree supports as soon as plants become self-supporting. Tree supports that must remain should be kept in good repair and functioning always with the trees fully protected.

2. Side shoots or branches may be “headed back” but are to be left on and encouraged on all thin or spindly tree trunks and on all trees still needing bracing or staking. This is to encourage more rapid trunk growth and natural strengthening.

3. Pruning shall be provided to encourage a healthy natural growth pattern for each specific variety. All pruning shall be towards developing the eventual and future branching structure. All pruning shall be done according to accepted practices and standards.

4. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City or designee and immediate action should be taken to stop or contain spread of infected areas.

B. Well Established and Older Trees

Performance shall be no less than the following:

1. All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to insure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas.

Pruning shall be done to keep plants clear of all vehicular doors and windows. During each mowing or litter cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.

2. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City or designee and immediate action should be taken to stop or contain spread of infected areas.

3. Tree rings shall be maintained for all trees at a minimum of eighteen inches

(18”) from the base of the tree.

C. Replacement of Plantings and Sod

A. The Contractor at no expense to the City shall replace when the City or designee determines that plantings have died because of the Contractor’s neglect, such plantings.

B. Plantings dying for reasons not attributable to the Contractor shall be replaced by the City, not including plantings that are still under the guarantee period of the installing Contractor.

C. The Contractor shall replant or re-sod in accordance with standard landscape practices. Replacement plants shall be Florida Fancy Grade and will be guaranteed for one (1) year. The Contractor shall be responsible for hand watering replacement plants or sod as necessary.

4.13. Tree and Palm Pruning

A. Tree Pruning:

1. During each maintenance cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground. Pruning is also to include removal of dead wood and structurally weak limbs.

2. All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to ensure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas.

3. Structurally weak, dead limbs, and/or conflicting limbs will be removed using proper removal techniques to avoid ripping or tearing of the bark under the pruning site. Large wood will be roped or handled in such a way that no subsequent damage is done to the tree or its surroundings. This is to include dead wood from large diameter wood down to small (2” diameter) wood.

4. Remove any limbs over the right of way, which, in the opinion of the City, poses a threat to public safety. Large limbs shall be cut with a saw.

5. Damage to any tree during the performance of the work specified herein, shall be reported to the City or designee for evaluation and instruction for dealing with the damage.

B. Sidewalk, Bike Path, Curbs, Landscape Bed and Tree Well Edging

Sidewalks, bike paths, curbs, landscape beds, and tree wells shall be edged using wheeled or sting edger. String edgers cannot be used. All debris must be removed from sidewalks, bike paths, and parkways at the end of each workday.

4.14. Dead End Maintenance

Each dead-end street assigned will have litter removed, mowed, trimmed, edged, and pruned. Areas underneath guardrails and traffic warning signs will be sprayed with an approved herbicide. Tree limbs will be pruned up to twelve (12) feet from the ground and shrubs will be pruned back from signs and guardrails a minimum of four (4) feet.

4.15. Pre and Post Hurricane Requirement

In the event of a hurricane, Contractor may be requested to provide general labor to assist

City forces in preparation and post recovery for a hurricane. This service may include, but not limited to, debris removal, catch basin cleaning, assistance in setting up and breaking down portable pump hoses, etc…

In signing and executing the contract relating to this solicitation, the Contractor agrees that the City will be the priority upon notification of threat of possible Hurricanes and understands that they are required to perform the Pre-Hurricane preparation upon request within 72 hours prior to an event.

4.16. Material

Only materials conforming to the requirements of the Contract and approved by the City or designee, shall be used in the work. Materials proposed for use may be inspected or tested at any time during their preparation and use.

The Contractor shall furnish a certification of the materials utilized for the work to the

Contractor or designee. The certification shall consist of a summary showing the kind and quantity of materials to be used. This certification shall be provided for work accomplished at the time of invoicing for partial and/or final payment.

4.17. Spraying and Licensing

The use of an approved herbicide is not authorized unless specific authorization is given by the City or designee. The Contractor will be responsible for furnishing and applying pesticide only on when requested by the City.

Application of pesticides shall be performed by a properly licensed employees and at a time when the public will not be in contact with the pesticide. Pesticides shall not be applied during times of inclement weather. Environmental concerns must be addressed when developing the program. The City recommends Integrated Pest Management be used. The Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of pesticides or fungicides. The Contractor shall abide by the manufacturer’s specifications for each and every chemical or chemical compound used.

The Contractor shall be responsible for all fines and damages resulting from the improper use of pesticides.

The Contractor shall abide by the manufacturer's specifications for each and every chemical or chemical compound used. In addition, the Contractor shall abide by all rules, laws, ordinances, and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage, and application of pesticides or fungicides.

During each cycle the Contractor shall be responsible for spraying all grass, weeds, vegetation and plant material growing in, on, along and around paved areas, bricked areas, sidewalks, ramps, curbs, divider walls, emergency lanes, guardrails, bridge embankments and under bridges, with an approved herbicide.

Removal of Any unsightly plants or grasses higher than 6” after spraying shall be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance.

The spraying of herbicides shall be performed more than six (6) inches away from the herein specified items on roadside areas or more than three (3) inches away on slopes that are 3:1 or greater and along private property fence lines that is approved by the City and must be applied by a properly licensed employee.

Herbicide Spraying - During each mowing cycle, all grass, weeds, vegetation and plant material growing in or on all paved and concrete areas, such as ramps, guardrails, curbs, retaining walls, walkways, embankments, drainage structures etc., shall be sprayed with a herbicide that is approved by the City and must be applied by a properly licensed employee. The Contractor shall abide by all rules, laws, ordinances and statutes of the

State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. The Contractor shall be responsible for all fines and damages resulting from the improper use of herbicides.

4.18. Reporting Requirements

A. During each maintenance cycle, the Contractor is to report any abnormality or deficiencies in the operation or condition of the stormwater area (i.e. prolonged wetness, erosion, damaged or blocked structures, petroleum hydrocarbons, dead vegetation, excessive plant or sediment accumulation, fallen trees and limbs longer than 15 feet long or eight inches in diameter, etc.) The Contractor shall note on EXHIBIT “2” – Work Report Sheet and must be turned in at the completion of each work cycle. The Contractor must notify the City’s representative immediately when they are aware of a public health, safety, or severe water pollution issue or damage to City or private property.

B. The Contractor is to complete the Exhibit “2” - Work Report Sheet and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for NPDES compliance. The Work Report Sheets are a mandatory requirement, since they will become a part of a State of Florida report requirement for the City’s Storm Water Management Permit.

4.19. City Acceptance

A. The Contractor shall certify on a weekly basis that the work quantities and quality were accomplished in accordance with these specifications. This certification will be accomplished by the signing and returning of the work authorization along with a list of competition dates and amount of litter picked up (in bags) for each site.

B. Acceptable work quality will be determined by the City Orlando at the sole discretion.

C. Disagreements between the Contractor and the Inspector may be appealed first to the City or designee and then to the Chief Procurement Officer. Chief

Procurement Officer’s determination is final.

D. No work shall be done, nor materials used, without suitable supervision or inspection by the City or designee.

4.20. Attire and Conduct

Contractor shall have all personnel wear Contractor furnished uniforms with logos affixed thereon that clearly identify the Contractor's company name. Contractor shall only use personnel of the company, day laborers are not allowed to perform on this Contract.

Contractor uniforms are subject to the approval of the City or designee. Tank tops and mid-drift shirts are not acceptable. Contractor personnel shall be neat in appearance, courteous, and perform their functions with the appropriate professionalism. The City or designee may request any non-conforming personnel including supervisors to be removed from working on premises.

4.21. Weather Consideration

Should inclement weather limit or stop the Contractor from working, the City or designee shall be notified immediately of the work stoppage. It shall be the responsibility of the

Contractor to schedule work in a manner that work delays, stoppages, and rework requirements are minimized so that work is completed on schedule.

4.22. Communication

The Contractor will provide at their expense, a means of direct communication with the

City’s Supervisor of field operations to the City or designee. This could be a cell phone, radio, or a combination of both. This direct communication will permit an accurate and rapid flow of information necessary to complete the work.

4.23. Safety

The Contractor shall provide and require the wearing of protective clothing, mask, eye protection, etc., during any operation, as required or directed by applicable laws, regulations or ordinances, and/or direction of manufacturers of material or equipment.

4.24. Work

A. The Contractor shall not begin any work until receiving work authorization by the

City or designee.

B. On the initial cutting cycle, mowing shall commence at either or both extremities of the project area and proceed continuously toward the opposite end.

C. At the conclusion of each workday, all required mowing should be completed within the limits worked, except that not more than one (1) mile may be partially mowed. All trim work and slope mowing must be completed within three (3) days of high production mowing. All clipping and pruning debris must be removed from the right-of–way prior to ending a work shift.

D. When work by City, State, County or Federal forces, by other Contractors, or weather conditions of a temporary nature prevent the Contractor from working in any areas, and such conditions are eliminated during the period designated for that mowing cycle. The City or designee may require the Contractor to work these areas as part of the cycle without penalty for exceeding the time allowed.

E. Grassed areas, that are normally mowed and are saturated with standing water to the point where the area cannot be mowed with high production machinery without damaging turf, shall be required to be mowed with hand mowers or other mowing equipment as necessary.

F. During periods of mowing operations, the Contractor shall consult with the City or designee for inspection and approval of the quality of work being accomplished. In the event of unsatisfactory work, the Contractor shall perform the work without additional compensation.

4.25. Extra Work

The Contractor shall provide the following extra work activities only as authorized by the

City or designee:

An hourly rate for:

A. Landscape maintenance:

B. Hurricane pre prep and post recovery basic labor fee:

Note: Contractor shall provide a quotation for all extra work, which shall be approved by the City or designee prior to commencing work. Parts, supplies, chemicals, disposal fees, and incidental fees furnished by the Contractor shall be at the Contractor’s actual cost plus a percent markup obtained through competitive pricing. Evidence of actual costs and competitive pricing shall be required through the submittal of actual invoices.

For all extra work, the Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss.

Contracator shall perform extra work for landscape maintenance and other services in accordance with the scope of services specified herein.

Note: Extra work items are to be included in the monthly costs. Evidence of actual costs may be required through submittal of actual invoices.

4.26. Non-Performance of Required Services

The City, in its sole and absolute discretion, shall apply the below charges for non-performance of the required services.

A. Failure to execute the agreed upon start schedule, for each cycle, by the end of third working day, a charge of two hundred twenty-five fifty dollars ($225.00) will be levied per day.

B. Upon the City’s re-inspection of a site that failed initial inspection the City will levy a one hundred dollars ($100) fee will be charged for each additional re-inspection to cover its costs.

C. Should the Contractor fail or refuse to complete the work within the agreed upon schedule the City will charge the Contractor a three hundred and fifty dollars

($350.00) per site per day.

City in its sole or absolute discretion can receive the above charges from current invoicing, current payment due, or request the proposer to submit separate invoice for charges.

4.27. Limitation of Operation

When mowing areas within ten (10) feet of the travel way, the equipment shall be operated in the direction of the traffic. This provision does not apply when the specific work site is protected by flagmen and warning signs in accordance with the State of Florida, Department of Transportation Manual on Traffic Control and Safe Practices for Streets and Highway Construction, Maintenance and Utility Operations.

When boom type slope mowers are operated on the shoulder, a flagman shall be stationed to warn traffic and assist the operators. Warning signs shall be placed at least one thousand (1,000) feet in advance to warn traffic. When mowers are crossing the travel way or bridge, flag protection shall be provided.

When it is necessary for mowing machines to cross bridges with full width shoulders on the right, the crossing should be made on the shoulder. All bridges should be crossed with extreme care and operations planned to minimize the number of such crossings.

When it is necessary for mowing machines to cross the travel way, a location shall be selected that provides a minimum of five hundred (500) feet of unobstructed sight distance. The operator shall stop before crossing the travel way and permit closely approaching vehicles to pass before crossing. Operations should be planned to minimize crossings.

The Contractor shall not leave equipment overnight on right-of-ways.

All service and supply operations shall be conducted between the travel way and the right-of-way line, and be at least thirty (30) feet from the travel way, right-of-way permitting.

No supply vehicles shall enter the median for any purpose. No service vehicle shall enter the median except when necessary to repair or remove inoperable equipment.

All work shall be accomplished in accordance with the State of Florida, Department of

Transportation Manual on Traffic Control and Safe Practices for Streets and Highway

Construction, Maintenance and Utility Operations.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/meet/233477553934174?p=TzKpMpVoVS9777dCHF Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 233 477 553 934 174 on Tuesday, November

3, 2026 at 1:00 pm.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Javarie McDonald, CPP,Purchasing Agent II

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2364

Fax: (407) 246-2869

Email: javarie.mcdonald@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, November 23, 2026. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until…