Grounds_Maintenance_for_Creative_Village_(Addendum_#4_Revision).pdf

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

REQUEST FOR PROPOSAL (RFP)

RFP25-0469

GROUNDS MAINTENANCE FOR CREATIVE VILLAGE

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)

GROUNDS MAINTENANCE FOR CREATIVE VILLAGE

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

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Grounds Maintenance for Creative Village

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

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

45. PRICING PROPOSAL

Attachments:

A - Exhibit 1 - Draft Contract_RFP25-0469

B - Exhibit 2 - Creative Village_Map_RFP25-0469

C - Exhibit 3 - Irrigation System Inspection Report

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division is soliciting proposals from qualified Contractors to provide grounds maintenance at various Creative Village and surrounding properties managed by Economic Development.

1.2. 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:

Economic Development

1.3. 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 August 1, 2025 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Proposal Meeting (Non-

Mandatory)

August 12, 2025, 10:00am

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMW

U1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3Z

TRi%40thread.v2/0?context=%7b%22Tid%

22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

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

Once dialed-in and prompted, enter the

Conference ID: 272 681 061 856 4

Question Submission Deadline August 19, 2025, 5:00pm

Proposal Submission Deadline October 7, 2025, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxY y00YWI5LTliOGYtMWJkOTY4MTQzOWJi

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

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

Once dialed-in and prompted, enter the

Conference ID: 267 661 874 660 1

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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjkzNjcxZGQtZWQxYy00YWI5LTliOGYtMWJkOTY4MTQzOWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d 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

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 two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

4.1. INTRODUCTION

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein.

The Contractor shall perform the specified work on a regularly scheduled basis as directed by the City, at various properties. The personnel who perform these services shall be under the sole responsibility of the Contractor, and shall be competent, experienced, courteous, neatly dressed, and skilled in lawn, plant, and grounds maintenance. Personnel shall be supervised at all times. The Contractor shall provide a main point of contact to the City. To maintain continuity, the same crew shall perform the required maintenance operations throughout the year. This will assure the City that maintenance personnel remain familiar with the maintenance specifications, the site, and any changing conditions. Verification of the work must be made by the Contractor and the

City.

Any substitutions in the Work Schedule or of material shall be submitted in writing to the

City for approval. No changes or substitutions will be allowed without written permission from the City.

It should be noted that some of the maintenance tracts may be closed periodically, or indefinitely, during construction of the adjacent property. At the time such area(s) become fenced for construction or other utilization, no maintenance activities will be required.

4.2. DEFINITION AND USES:

Preemergence Herbicides are used primarily to control annual grasses (i.e., crabgrass, goosegrass, and annual bluegrass) and certain annual broadleaf weeds (i.e., common chickweed, henbit, and lawn burweed). Preemergence herbicides are applied prior to weed seed germination. For preemergence herbicide application, it should be performed around February 15th., in Central Florida, and day temperatures should reach 65° to 70°F for 4 or 5 consecutive days. These application timings generally coincide with the blooming of landscape plants such as azalea and dogwood. If goosegrass is the primary weed species expected, wait 3 to 4 weeks later than these suggested application dates, since goosegrass germinates later than most summer annual grasses.

For preemergence control of winter annual weeds such as annual bluegrass (Poa annua), apply a herbicide when nighttime temperatures drop to 55° to 60°F for several consecutive days (late October to early November for the Central Florida

Area). Adequate soil moisture before and after application is necessary to activate most preemergence herbicides.

Note: On those areas where turf is to be established (including winter overseeded areas), most preemergence herbicides should not be used two to four months before planting.

Otherwise, root damage and germination reduction of the turf seed may result.

Reference: http://edis.ifas.ufl.edu/ep141 http://edis.ifas.ufl.edu/ep141

4.3. MINIMUM REQUIREMENTS

Proposers must meet the following as documented in their Proposal submittal in order to be considered for further evaluation:

A. LICENSE REQUIRED:

Lawn and Ornamental Pesticide Applicators:

Proposers shall have the licensing specified at: http://edis.ifas.ufl.edu/PDFFILES/PI/PI00600.PDF

The licensing and regulation of persons who apply pesticides to lawns and ornamental plantings in Florida is controlled by two laws administered by the Florida

Department of Agriculture and Consumer Services (FADACS).

The laws are the Florida Pesticide Law (Chapter 487) :

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0

400-0499/0487/0487ContentsIndex.html&StatuteYear=2012&Title=-%3E2012-

%3EChapter%20487 and the Florida Structural Pest Control Law (Chapter 482) :

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0

400-0499/0482/0482.html

1. Ornamental and Turf Category (Chapter 487)

All persons who apply or supervise the application of restricted-use pesticides to agricultural areas, industrial areas, and any outdoor areas not associated with buildings or public health pest control must have a pesticide applicator license issued by the Bureau of Licensing and Enforcement/Pesticide

Certification Section. Because golf courses, athletic fields, parks, and cemeteries legally are not considered to be associated with buildings or public health pest control, they are regulated under the Florida Pesticide Law.

Or

2. Pest Control Operator—Lawn and Ornamental Pest Control (Chapter

482)

A business that performs pest control on Florida lawns and ornamentals must be licensed. Because this activity is considered as "pest control," and these sites are not considered as "agricultural or industrial sites," these applicators are licensed by the FDACS, Bureau of Licensing and Enforcement under the

Florida Structural Pest Control Law.

Licensing is required for the application of any pesticides or herbicides on City areas. The certified operator may supervise one or more personnel at the business location.

http://edis.ifas.ufl.edu/PDFFILES/PI/PI00600.PDF http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0400-0499/0487/0487ContentsIndex.html&StatuteYear=2012&Title=-%3E2012-%3EChapter%20487 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0400-0499/0487/0487ContentsIndex.html&StatuteYear=2012&Title=-%3E2012-%3EChapter%20487 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0400-0499/0487/0487ContentsIndex.html&StatuteYear=2012&Title=-%3E2012-%3EChapter%20487 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0400-0499/0482/0482.html

All Proposers must have one of the stated commercial licenses at the time of the bid submission.

4.4. BOUNDARIES

Grounds maintenance services are to be performed in the areas as outlined below. and as identified in EXHIBIT “2” – MAPS AND LOCATIONS. The following sites are accessible to the public and Proposers are encouraged to visit the sites prior to submitting a Proposal.

A. Tract 1 - Lake Dot

Lakeshore and parkways adjacent to Lake Dot Circle, including sidewalks, south of

W. Colonial Drive and north of W. Concord Street.

B. Tract 2 - Lake Dot Plaza

The total parkway area between Amelia Street and Concord Street, including the concrete staircases and landscaping outside of the parking lot curbs, up to any adjacent construction fencing.

C. Tract 3 – Amelia and Putnam

The parkway areas and parking lot islands generally located between W Amelia St and Putnam Ave, north of W Amelia St, and south of Concord St.

D. Tract 4 – Parramore Avenue

The entire parkway area along the east side of N. Parramore Avenue between W.

Colonial Drive and W. Amelia Street, including the perimeter of the lift station.

E. Tract 5 – Downtown Recreation Center and Parking Lots

The perimeter grounds of the Downtown Recreation Center, and its adjacent parking lot, generally located at the southeast corner of N. Parramore Avenue and

W. Livingston Street, as well as the parking lot located on the northwest corner of

N. Parramore Avenue and Bentley Street.

F. Tract 6 – Centroplex Garages

The perimeter landscaping of the Garages, in the area bound by W. Amelia Street to the north, Hughey Avenue to the east, Alexander Place to the south, and Ronald

Blocker Ave to the west.

G. Tract 7 – Bob Carr Theater

The perimeter grounds of the Bob Carr Theater, generally located south of

Alexander Pl, north of W Livingston St, and west of N Hughey Ave.

H. Tract 8 – Bob Carr Area

The parkways and landscape islands, generally located between the Bob Carr building and N Hughey Ave, South of Alexander Pl, and north of W Livingston St.

Tract scope may change and/or be eliminated from scope during the contract period due to ongoing construction and site work.

4.5. WORK SCHEDULE

Throughout the year, operations such as mowing, trimming, clean-up, etc., shall be an ongoing weekly tasks. The work schedule outlines specific tasks to be accomplished during each month and shall be determined by the City. The Contractor shall submit any required changes to the schedule to the City for approval. The schedule below is the estimated frequency; additional days may be requested at the price provided upon request of the City.

Task Frequency

A. Mowing Weekly

B. Edging Weekly

C. Weeding Weekly

D. Tree maintenance Weekly

E. Shrub trimming Weekly

F. Mulching of planting area Yearly

G. Removal of clipping & debris Weekly

H. Pressure wash hardscape As Needed Basis

I Clean furnishing Weekly

J. Application of pre-emergent herbicide Yearly

K. Irrigation Inspection Monthly

L. Fire Ant Control As Needed

M. Debris and Trash Removal Daily

(See Section III—DEFINITIONS AND USES for details on preemergence herbicides and application.)

4.6. SCOPE OF WORK

GENERAL GROUNDS MAINTENANCE TASKS

Mowing

All lawn areas shall be mowed as specified in the Work Schedule using a reel or rotary type mowers designed for commercial use. Use of small mowers for difficult or tight areas is allowed. Mower blades shall be sharpened regularly to avoid grass tearing. Any damage occurring during mowing will be repaired immediately at the Contractor’s expense. All clippings from mowing shall be removed from sidewalks and streets immediately and removed from the site daily. Make every effort to mow entire areas during one mowing operation. Height of cut grass shall be between 3” to 3-1/2” or at a height in order to promote vigorous growth and not scalp the turf.

Edging

Edging shall be performed in accordance with the Work Schedule in order to maintain a clean, neat appearance. Neatly edge and trim around all plant beds, curbs, walks, trees, plants and building areas. Use of “weed eaters” is discouraged, especially around tree trunks or other plants. Limited use may include trimming along walls or fences.

Maintain all shapes and configurations of plant beds in a clean manner. All clippings from edging shall be removed immediately. Use of chemicals for edging is not allowed.

Weeding

All flower beds, planter areas, and shrub areas shall be kept weed free during weekly maintenance operations. Weeding by use of chemicals must have the written consent of the City and required licensure provided and verified for the type of application requested prior to commencement.

Retention Areas, Ponds

Retention areas and pond edges are to be maintained and shall be mowed and edged to the water line only. Water treatment however, is not considered the Contractor's responsibility.

PRUNING, TRIMMING AND MULCHING

Tree Maintenance

Remove dead limbs, branches and leaves from all trees, shrubs and ground covers to keep all areas free from dead materials, or as directed by the City. No pruning or trimming shall be performed that alters the shape, height and fullness with respect to the intended character of the plantings. All debris shall be placed in the appropriate dumpster.

Tree height must be kept limbed up to a minimum height of eleven (11’) feet clearance from the ground. All extraneous leaves, weeds, trash, limbs, and debris shall be removed from lawn and landscape areas as necessary to maintain a completely clean appearance.

Shrub Trimming

Trim all shrubs according to their natural habit of growth. Use hand clippers to clip off odd or long undesirable branches, keeping the shape natural but uniform. Cut heavy canes at the greater height from the ground than smaller canes. Trim flowering shrubs immediately after flowering to prevent the following year’s bloom from being destroyed. Allow shrubs planted in masses to grow together to form a mass. If a hedge form is required, keep the top narrower than the base, with the sides sloping outward, allowing the sunlight to reach the bottom branches. The City shall determine the height at which shrubs are to be maintained.

Mulching

The Contractor will be responsible for maintaining the planting areas and beds, including quarterly replenishment of pine bark mulch, at a minimum depth of three (3) inches.

Removal of Clippings and Ground Debris

Contractor shall be required to remove piled or rolled-up clippings from roadway, sidewalk, and turf areas. All clipping and pruning debris must be removed from the site prior to ending a work shift.

Should the Contractor observe any trees, shrubs, or other lawn or landscape material that has been damaged by storm or human interaction, the City must be notified immediately and provided with photographs of the damaged landscape material. Trimming and/or removal of damaged tree limbs, shrubbery, or other damaged small-scale landscape material will be considered maintenance and be subject to this contract. Removal and/or replacement of dead or damaged trees or other damaged large-scale landscaping, may be considered by the City and subject to additional fees, under the sole discretion of the

City. Damaged landscaping may require replacement plantings, and the Contractor shall perform such services for additional fees.

TRASH AND DEBRIS

Trash Collection and Removal

All foreign matter, junk, trash, and debris associated with Contractor’s operation must collected in the Contractor’s trash receptacles, removed from site by Contractor at the

Contractor’s expense, and disposed at the Contractor’s facility. The dumpsters or trash receptacles on or near the Maintenance Tracts shall not be utilized for disposal of trash and debris associated with or resulting from the Contractor’s work. The Contractor is not allowed to charge any additional fees and/or related disposal fees for clean up or for catch-up of the cycle sequence.

All trash and debris, including but not limited to leaves, branches, bottles, tape, streamers, and paper, are to be removed from paved areas, parking lots, turf areas, posts, signs, pavilions, tree and shrub beds, and trash receptacles.

The Contractor is responsible for replacing all trash bags and liners at each cycles and must wipe each trash receptacle to insure a clean and sanitary appearance.

The Contractor shall use a blower to clean litter from sidewalks and paved areas including playgrounds and athletic courts.

The Contractor shall mow in patterns that limit the discharge of clippings into the road, retention ponds, lakes and streams.

Occasionally there may be large items on the Tracts to be removed, and the Contractor shall coordinate removal of such items with the City’s Solid Waste Division.

The Contractor shall be required to remove piled or rolled-up clippings from roadway, sidewalk, and turf areas. All clipping and pruning debris must be removed from the site prior to ending a work shift.

CLEANING AND PRESSURE WASHING

Hardscape

Hardscape areas (concrete or brick paver surfaces, including stairs within Maintenance

Tract 2) within the Maintenance Tracts must be cleaned and pressure washed weekly, or more frequently as needed. Hardscape areas should be 100% free of all dirt, stains, gum, oil, and residues to present a high quality appearance. The Contractor shall clean all areas up to entrance doors of buildings, where appropriate, this includes, but is not limited to, steps, handicap ramps, side entrances, etc.

Prior to pressure washing, all trash, debris, oil, grease, food waste, cigarette butts, graffiti, broken glass, blood, vomit, feces, and bird defecation must be removed from the hardscape. Removal techniques may require the use of scrub brushes, sponges, mops, or other tools. All cleaning agents utilized must be removed prior to beginning the pressure washing operations.

Furnishings

Furnishings within the Maintenance Tract, including but not limited to signage, benches/seating, knee walls, lampposts, and trash receptacles, shall be cleaned weekly, or more frequently as needed. Furnishings should be 100% free of dirt, stains, gum, oil, and residues to present a high quality appearance. Care should be taken to use cleaning methods appropriate for various materials and finishes, and shall ensure that methods used are not adversely affecting the color or finish of the furnishings.

Prior to cleaning, all trash, debris, oil, grease, food waste, cigarette butts, graffiti, broken glass, blood, vomit, feces, and bird defecation must be removed from the furnishings.

Removal techniques may require the use of scrub brushes, sponges, mops, or other tools.

All cleaning agents utilized must be removed prior to beginning the pressure washing operations. All cleaned surfaces must be rinsed clean so that no fine grit, grime, or residue remains.

Contaminated Water

Only uncontaminated potable water may flow into surface storm drains. No cleaning agents or water contaminated from petroleum waste or other hazardous substances may be allowed to flow into surface storm drains. The Contractor shall comply with all NPDES requirements regarding the discharge of contaminants into the stormwater drainage system.

IRRIGATION SYSTEMS INSPECTION, OPERATION, AND MAINTENANCE

Creative Village Irrigation Locations:

Downtown Recreation

Type: Rainbird

Controller Location: Facing Bentley St on the side of the facility

Status: Working

Bob Carr (2)

Type: Rainbird

Controller Location: Loading Dock

Status: Working

Type: Rainbird

Controller Location: Concrete wall West of Bob Carr

Status: Working

Lake Dot

Type: Unknown

Controller Location: Controller in concrete pit at the South side Lake Dot

Status: Working

See EXHIBIT “2” – IRRIGATION SYSTEM LOCATIONS

IRRIGATION REQUIREMENTS

The Contractor will be responsible for the maintenance and operation of the irrigation / sprinkler system. The Contractor shall promptly notify the City of any system needing repair or maintenance. Any damage caused by the Contractor will be repaired or replaced at the request of the City.

The Contractor shall be responsible for operating the irrigation system on a consistent schedule. Times on controllers are not to be changed or adjusted without permission from he City.

The Contractor shall be responsible for conducting bi-monthly inspections of the complete irrigation system including, but not be limited to, pumps, water meters and backflow preventers, and completing repairs as needed, including all parts and labor, and making appropriate adjustments to the irrigation system controller, electric valves, lines and heads to insure that proper water is supplied to landscaped areas and that the irrigation system meets manufacturer's specifications.

After each inspection, the EXHIBIT “3“ – Irrigation System Inspection Report form will be sent to the City for approval within ten (10) days from the completion of each inspection.

The Contractor is to activate each system during their bi-monthly inspection to ensure that: 1) each element of the landscape area is receiving the proper amount of water and,

2) that water is not being sprayed on to paved surfaces. Any damages to the irrigation system controller, electric valves, lines and heads caused by acts of God, theft or vandalism first determined to be such by the City will be the responsibility of the City.

Repairs to the controller, batteries, repair to or replacement of clocks, electric valves lines and heads needed due to worn out parts, parts jammed due to dirt or debris in the system, leaks due to failure of glue at joints or parts broken due to mowing operations will be repaired immediately upon approval from the City, with the cost being covered by the annual maintenance fee.

If the Contractor determines a repair is required and the repair is not the responsibility of the Contractor, the Contractor will report it immediately to the City; repairs will not be started by the Contractor until permission is granted from the City. Any charges for parts not covered under the annual maintenance fee are not to exceed the supplier invoiced amount plus the mark-up % provided on the Electronic Bid Price Form. All billing for repair and replacement parts are to include supplier invoices as proof of actual cost.

The Contractor will be required to have a technician on call 24 hours a day, 7 days a week, who must respond within two (2) hours of a call for service for emergency service and repairs

If the irrigation system fails to work due to the Contractor’s negligent performance, it will be the sole responsibility of the Contractor to keep the affected area’s plant materials, grass and trees watered on a regular basis, by using whatever means necessary, until the system is functioning properly. There are currently non-active irrigation systems covered under this contract. This section will only apply if abandoned existing systems are reactivated.

4.7. NOTIFICATION

The Contractor may, from time to time, experience people, vehicles, or other impediments to the Contractor’s access to the Maintenance Tracts. The Contractor shall request that such impediments relocate to accommodate the required work. Should these impediments be unwilling or unable to relocate, the Contractor shall notify the City immediately.

This area will be subject to incremental construction and redevelopment activities over the contract term. The City shall notify the Contractor of significant construction activities that will affect the Maintenance Tracts, including advance notification of the timeframes that certain tract(s) may no longer be subject to this contract.

4.8. SAFETY

All materials and performance of work shall meet all Federal, State and Local Health and

Safety laws. Personnel shall carry any necessary qualifications and licensure required by law. The Safety Data Sheets must be submitted, upon request, for approval of all supplies and chemicals intended for use in the performance of the Contract. All chemicals shall be used in accordance with Federal, State, and local directives governing environmental control and carry an EPA approval number.

The Contractor is required to submit Safety Data Sheets (SDS) for all products being used prior to any application of any chemical pesticides, herbicides, fertilizers, or other products as required by law to the City for pre-approval before usage.

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

All equipment must be properly maintained and is subject to inspection by the City. Any equipment deemed inoperable or unsafe shall be removed from the premises. All equipment must meet OSHA requirements.

The Contractor shall adequately protect workers, adjacent property, and the public. The

Contractor shall take all necessary precautions for the safety of employees, City employees, and the general public.

4.9. INSPECTION AND OBSERVATION

The City will make periodic reviews of the entire site to evaluate the Contractor's performance. The Contractor will, at the sole judgment of the City, make necessary repairs and adjustments required to fulfill the obligations and conditions of the Contract.

The Contractor's personnel are expected to conduct themselves in a courteous manner, performing their functions with the appropriate professionalism.

4.10. ATTIRE AND CONDUCT

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

Contract.

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

4.11. MONTHLY REPORTING SYSTEM

The Contractor is required to submit a monthly written report on or before the twenty-fifth day of each month. This report should contain general reporting requirements, which will be in checklist form. Necessary support documentation or additional notes regarding these items should be attached to the report.

Reports and invoices are due before the end of each month. They should include:

A. Invoice for Month's Work

B. Copy of detailed Employee Task Reports;

C. Report on health and vitality of plants.

D. General condition of area under contract

E. Notes on vandalism:

F. Repair or replacement recommendations;

G. Proposed maintenance and planting program for next month:

H. Notes as to damaged sprinkler system with locations, I. Other information as required.

Payment for monthly services will not be made before a complete report is received. The maintenance supervisor shall maintain close contact with the City's Representative or designated alternate so he/she may be fully aware of the Contractor's operation and may verify and observe that the work being performed is in accordance with the Contract. Any items needing immediate follow-up must be brought to the City’s attention promptly when found.

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/l/meetup-join/19%3ameeting_NmQ1ZmY2NTctMWU1My00Yjg2LWFjZjQtMmQ3OTE3Y2M3ZTRi

%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d Or, call into the virtual meeting by dialing this phone number: +1

321-247-7568 Once dialed-in and prompted, enter the Conference ID: 272 681 061 856

4 on Tuesday, August 12, 2025 at 10:00 am.

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 Tuesday, October

7, 2025. 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

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

Opening.

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

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 thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP25-0469, Grounds Maintenance for Creative

Village

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Grounds maintenance services for Creative Village

Proposers must demonstrate three (3) years of similar work experience with grounds maintenance, herbicide application, and irrigation maintenance services, and the following:

1. Have held a single contract within the last 3 years with a value exceeding

$50,000.00 per fiscal year.

2. Serviced a combined area of a single contract within the last 3 years for grounds and shrub and tree maintenance, irrigation maintenance, and debris removal that shall total a minimum of 10 acres or greater with similar specifications and requirements.

This information must be listed on “ATTACHMENT "D" - PROPOSER'S EXPERIENCE” for verification, to be included with the Proposal submittal

• Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

8.9. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

8.10. Financial Stability

Proposers must provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the

Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

8.11. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

8.12. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

8.13. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “E.”

8.14. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has…