Grounds_Maintenance_for_Wastewater_Admin,_Conserv_II,_and_Various_Lift_Stations_(Addendum_#1_Revision).pdf

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

REQUEST FOR PROPOSAL (RFP)

RFP26-0439

GROUNDS MAINTENANCE FOR WASTEWATER ADMIN, CONSERV II,

AND VARIOUS LIFT STATIONS

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)

RFP26-0439

GROUNDS MAINTENANCE FOR WASTEWATER ADMIN, CONSERV II,

AND VARIOUS LIFT STATIONS

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

Grounds Maintenance for Wastewater Admin, Conserv II, and Various Lift Stations

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

46. PRICING PROPOSAL

Attachments:

A - Exhibit_1_-_Contract_RFP26-0439

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals for a skilled, reliable Contractor to deliver full-service grounds maintenance across key operational facilities. The Contractor will manage all landscaping, edging, and upkeep needs, with the equipment, labor, and expertise required to maintain clean, safe, and professional environments.

With expansive grounds, extensive roadway and sidewalk edging, and high-visibility areas that support essential utility operations, this contract offers a strong opportunity for vendors to demonstrate quality, efficiency, and consistent performance.

1.2. Background

The Wastewater Administration Complex, Water Conserv II Water Plant and Lift

Stations are critical operational facilities that require consistent, high-quality grounds maintenance to ensure safety, accessibility, and a professional appearance. With more than 72 acres of landscaped areas, extensive roadway and sidewalk edging, and sensitive operational zones, maintaining these sites presents unique challenges in scale, coordination, and reliability. Proposers that can deliver dependable, detail-oriented service and proactively manage large, complex grounds will be best positioned for success under this contract.

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:

Water Reclamation Enterprises

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.

mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Release Project Date June 26, 2026

Pre-Proposal Meeting #1

(Mandatory)

July 14, 2026, 1:00pm

Wastewater Admin

5100 L. B. McLeod Road, Orlando, FL

32811

Pre-Proposal Meeting #2

(Mandatory)

July 15, 2026, 1:00pm

Wastewater Admin

5100 L. B. McLeod Road, Orlando, FL

32811

Question Submission Deadline July 22, 2026, 5:00pm

Proposal Submission Deadline August 10, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2437673

34532187?p=cJPmIBiCg87K1hGiAd

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

Once dialed-in and prompted, enter the

Conference ID: 243 767 334 532 187

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:

https://teams.microsoft.com/meet/243767334532187?p=cJPmIBiCg87K1hGiAd https://teams.microsoft.com/meet/243767334532187?p=cJPmIBiCg87K1hGiAd

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. MANDATORY MINIMUM QUALIFICATIONS

The following mandatory minimum qualifications have been established. Subject to the

City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive and will not be considered for further evaluation.

1. The Proposer must demonstrate a minimum of three (3) years of experience performing grounds maintenance services comparable in scope to those outlined in this

RFP. In addition, the Contractor must have at least three (3) years of irrigation http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando maintenance experience. These qualifications must be supported by verifiable references included in the proposal.

2. The Contractor shall possess all required licenses and certifications for pesticide and fertilizer application. Proof of current, valid licensing must be included in the proposal.

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. PLANT DESCRIPTION

The Contractor shall plan and effectively manage the Grounds Maintenance Program at the facilities (approximately 66 acres) referenced below. The Contractor shall furnish all supervision, labor, material, supplies, and equipment, necessary for the performance of the following work under the Contract:

A. The Water Conserv II Water Reclamation facility (Plant) located at 5420 L. B.

McLeod Road, Orlando, Florida 32811, covers over 2,000,000 square feet of area equaling approximately 66 acres. The area within the plant grounds to includes outside the fence on the north side of plant up to L.B. McLeod Road and the outsisde of the West and south fence line up to the embankment. Edging area includes 6 miles of roadway (12 miles total) and 1 mile of sidewalk edging.

B. Wastewater Administration, located at 5100 L. B. McLeod Road, Orlando, Florida

32811, covers approximately 6.55 acres or approximately 284,499 square feet of area which includes the area within the complex fencing. Edging area includes

3538 feet of roadway and 2,065 linear feet of sidewalk edging.

C. Lift stations are listed in Section 5.6 of the Scope of Work and Technical

Requirements.

5.2. SCOPE OF WORK

A. All flat surfaces of grass need to be mowed approximately 41 cycles a year. A mowing schedule will be provided after the contract is awarded. Mow, edge, and string trim grass, clean and rake; prune shrubs, trees and bushes; and maintain plant beds by spraying and pulling weeds as well as maintain mulch in flower beds. The City or designee must approve all pruning in advance. Roundup is the only chemical that is permitted for use in plant beds or general weed control. The starting of the cycles is at the discretion of the City. The Contractor must complete each cycle within 2 days. All work will be performed Monday- Friday, 7:00 a.m. - 3:30 p.m., excluding City holidays. Cycle scope of work shall include, but not be limited to, the following:

1. Mow all surfaces associated with the facility description.

a. Edge roadway and sidewalks on both sides.

b. Weed string trimming needs to be done around all buildings, tanks, poles, trees and fences.

c. Weeds and grass growing in the cracks of concrete or asphalt need to be sprayed with Roundup to control the growth, then removed.

d. Trees and bushes pruned or trimmed to maintain contract specifications at all times.

2. Ant piles and nests need to be baited with Amdro ant bait.

3. Lawn maintenance crew will be responsible for picking up all trash, debris, fallen branches or trees before every mowing cycle. In addition, all debris produced as a result of trimming or pruning shall be picked up for disposal on a daily basis. The material will then be hauled away by the Contractor for disposal off site.

4. The Contractor must schedule and conduct periodic (at least bi-monthly) inspections with the City.

5. The Contractor's employees engaged in this project shall be full time regular personnel. The use of "short term", "temporary" or casual "day labor", or sub-contracting will not be permitted. A quarterly personnel listing update is required. Employees shall have identifying garments and vehicles at all times while on the properties.

B. Hourly rate for one (1) person and appropriate equipment per hour for extra work landscape services not specifically covered in cycle maintenance (Item A) as requested by the City.

NOTE:

The Contractor will be responsible for all damage to the irrigation system, equipment and/or structures caused by the lawn maintenance crew, their mowers, or careless string trimming.

5.3. MAINTENANCE MANAGEMENT

1. Grounds and Unpaved Areas:

The Contractor shall maintain the site in accordance with the level of maintenance specified herein.

2. Mowing of Grass:

All grass areas shall be cut to a height of three inches (3"), with a maximum tolerance of plus or minus one-half inch (1/2"). All grass areas shall be neatly trimmed under and around all obstructions including, but not limited to, fences, shrubbery, flowerbeds, posts, poles, signs, markers, and other objects. All clippings shall be removed on a daily basis.

A. The equipment used by the Contractor must be in good repair and shall be maintained so as to produce a clean, sharp cut, and uniform distribution of the cuttings at all times.

B. The Contractor shall exercise the utmost care when mowing in proximity of signs, markers, valves, boxes, manholes, electrical pull boxes, and other above ground items to avoid damage or breakage to those items. The Contractor shall be responsible for the repair or replacement of any such damaged or broken items at the Contractor's expense. Equipment may not be stored on City property.

C. Should inclement weather interfere with scheduled work, the Contractor shall reschedule work in an expeditious manner beginning at that point where work was interrupted.

D. Trees/shrubbery and any other items which are damaged by the Contractor's operations shall be repaired, or if damaged beyond repair, replaced by the

Contractor at the Contractor's expense.

3. Policing/Raking:

In conjunction with mowing, all grass and debris including, but not limited to, paper, bottles, cans, limbs, pinecones, pine straw, leaves, and grass cuttings, shall be raked up and disposed of. Roadways and adjacent paved areas shall be swept of all trash. All such debris shall be removed from the site at the end of each day.

A. Trash Removal:

The Contractor shall keep grounds and roadways cleared of all trash and debris.

The Contractor shall haul away and dispose of trash and debris as necessary. All debris resulting from mowing, pruning, edging, dead shrubs, trees, or bush removal or equipment maintenance will be cleaned up and removed from the property the same day work is accomplished. Debris removal includes keeping the area clear of bottles, cans, rags, paper and other trash and debris. The Contractor may place a Contractor furnished dumpster at the facility upon approval by the City or designee. Conduct cleaning and disposal operations to comply with City codes, ordinances, regulations, and environmental laws.

B. Edging:

The Contractor shall perform edging of all roadways, pavement, buildings, signs, fences, curbs, and walks, with each cycle.

C. Weeding:

All plant beds and included fence lines shall be kept weed free. The peripheral plant beds on the east, south, and west sides of the facility that contain trees only, and the orange tree beds are included. Use of chemicals for weeding in the plant beds is permitted upon prior written approval by the City.

D. Spraying of Insecticides, Herbicides, and Fungicides:

The Contractor shall abide by the manufacturer's specifications for each chemical or chemical compound used. Also, 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, herbicides or fungicides to include, but not limited to, applicable licensing. Proof of licensing should be provided with bid and must be maintained as required.

A green dye shall be added when spraying insecticide, herbicide, and fungicides.

4. Fertilization:

A. All areas that are sodded, planted with grass, trees, and shrubs shall receive fertilizer as specified herein.

B. Fertilizer shall be applied when the ground is dry. Do not fertilize over early morning dew.

C. The Contractor shall furnish and apply 16-4-8 fertilizers at the rate of 300 pounds per acre to the grounds during the first week of March and the first week of

October each year. The 16-4-8 fertilizer furnished by the Contractor shall be 50% organic with minor elements of iron, boron, magnesium, copper, and zinc.

D. The Contractor shall furnish and apply 6-6-6 fertilizer at the rate of one (1) pound per shrub & tree the first week of March and the first week of October each year.

The 6-6-6 fertilizer furnished by the Contractor shall be a minimum of 40% soluble nitrogen, evenly spread under drip line of the shrubs.

5. Shrub and Bed Maintenance:

A. The shrubs shall be trimmed to promote healthy, vigorous, and uniform growth, shrub pruning shall include removal of seedlings, starters, sprouts, etc., from shrubs, bed areas, and root zone with the intention of preventing trees & foreign plants growing within shrubs or shrub areas. Pruning shall be performed under the supervision of personnel knowledgeable and experienced in horticultural practices.

B. Shrubbery bed maintenance shall include weeding, trimming, and mulching of all areas in this contract.

C. All beds and mulched areas shall be kept weed-free by hand pulling, during regular maintenance operations.

D. Shrubs and bed maintenance shall be performed at least once each month

October-May, and twice a month June-September, or as needed, to maintain specifications

6. Tree Maintenance:

The Contractor shall trim to a height of seven and one-half feet (7-1/2") from the ground to provide for pedestrian clearance and maintenance, including palm trees. Crepe Myrtle are to be trimmed in February, all sprouts from the bottom, as needed.

7. Pesticide Application:

A. In April & October each year, the Contractor shall furnish and apply the appropriate pesticide for the prevention and control of ants, mole crickets, sod webworms, armyworms, chinch bugs, and other pests.

B. The Contractor, accompanied by a designee, shall inspect the grounds monthly for detection of inspect infestations. Problem areas will be treated immediately with the appropriate pesticide.

C. Additional pesticide applications will be performed at the direction of a the City or designee.

D. Use the manufacturer's recommendations for all pesticide applications.

Personnel responsible for inspecting plantings and lawn areas for infestations shall be knowledgeable and well trained to detect infestations and handle pesticides. Personnel shall carry any necessary qualifications and/or licensure required by law. All chemicals shall be used in accordance with

Federal, State, and local directives governing environmental control, and carry an EPA Approval Number. Contractor is required to submit SDS (Safety Data

Sheet) for products being used prior to any application of any chemical pesticides, fertilization or other product as required by law.

8. Irrigation Maintenance Program

Frequency of Service: The Contractor will perform the following services once each month, twelve times per year, for the duration of the contract.

A. Service Specifications:

1. Activate each zone of this existing system.

2. Visually check for and report any damaged heads or heads needing repair. A monthly report is to be emailed to Wastewater Division.

3. Clean or adjust any heads not functioning properly.

4. Report any valve or valve box that may be damaged in any way.

5. Leave areas in which repairs or adjustment are made free of debris.

6. Adjust controller to the watering needs as dictated by weather conditions.

B. Qualifying Statements:

1. Repairs that become necessary, that are over and above our routine maintenance contract will be done on a time and material basis.

2. Service calls required between scheduled visits will be billed on the time and material basis.

3. Contractor will be held harmless foray accidents that could arise from the overspray of water on hard surfaces.

4. Damage resulting from our crews working on your property (e.g. mower and edger cuts) will be repaired at no charge.

5. Contractor will be held harmless due to damage due to the improper installation of irrigation equipment installed by others.

6. Contractor shall be held harmless for any system failure caused by lightning, construction work, television, cable or utility repair, pre-existing conditions, freeze or other acts of God.

9. Authorization for Repairs:

In order to expedite minor repairs, the Contractor is authorized to perform $250.00 worth of repairs without prior City approval.

Any repairs which will exceed the above authorized amount, must have written City approval prior to the commencement of any work. Written estimates will be provided to the City for approval.

The Contractor shall replace and/or repair any damage to the irrigation system caused by Contractors operations at no cost to the City. Failure to replace or repair damage within twenty-four (24) hours from notification by the City, will result in the

City accomplishing the necessary repairs and deducting the amount required to make repairs from the amount due to the Contractor.

5.4. USE OF PREMISES

The Contractor shall preserve from damage all property associated in any way with the work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately reported to the City or designee and repaired at the

Contractor's expense.

5.5. SAFETY

1. All materials and procedures used in the performance of the work specified herein, shall meet all Federal Health and Safety laws currently in effect. Prior to use, the

Contractor shall furnish Safety Data Sheet(s) (SDS) to the City or designee for approval of supplies and chemicals intended for use in the performance of the work specified herein. All chemicals to be used in the performance of the work specified here in shall carry an EPA approval number.

2. 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.

3. All equipment shall be properly maintained and is subject to inspection by the City prior to award of contract. Any equipment deemed inoperable or unsafe must be removed from the premises. All equipment shall meet both the American Standard Safety

Specification and Occupational Health and Safety Administration (OSHA) requirements.

4. 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 protection to prevent damage, injury or loss to: All employees on the work site and other persons (including, but limited to, the general public) who may be affected thereby.

5. All the work and all materials, supplies, and equipment to be incorporated therein, whether in storage on or off the site, and other property at the site, adjacent thereto, or utilized by the Contractor including, but not limited to, trees, shrubs, lawns, walks, pavements, roadways, structures, underground facilities and utilities not designated for removal, relocation or replacement in the course of the specified work regardless of whether or not such property is indicated in the Contract documents.

5.6. LIFT STATIONS

Line

Number

Lift

Stations

Route Address For Lawn Maintenance Sq. Ft.

1 045 1 900 FAIRVILLA ROAD (NEAR INTERSECTION OF

MERCY DR.-NORTH OF COLONIAL AND WEST OF

MERCY DRIVE)

5,323

2 084 1 5225 ROSAMOND DR. - SOUTH SIDE OF

ROSAMOND ACROSS FROM ROSE WOOD WAY,

WEST OF O.B.T)

4,640.

3 090 1 5101 NORTH LANE - NORTHEAST CORNER OF

PINE HILLS & NORTH LANE (GO IN OFF NORTH

LANE THROUGH EAST DRIVEWAY OF DRUG

FREE LIVING, BEHIND NORTH LANE PLAZA)

8,169

4 133 1 3400 FAIRWAY LANE (DUBSDREAD GOLF

COURSE)

1,200

5 136 1 3230 ARDSLEY DRIVE CORNER OF MAURY RD.

AND ARDSLEY DR (LK SILVER SUBDIVISION)

2,697

6 156 1 370 NIBLICK AVE ( Dubsdread Golf Course) Shrub

7 012 2 71 S. ALDER AVE.(AZALIA PARK ACROSS FROM

DAHLIA DR. - BEHIND HOUSE AT 25 S. ALDER

3,200

8 022 2 1201 ROMANO LANE (MONTERA Y HOMES

NORTH OF LA COSTA2 DRIVE)

7,453

9 044 2 597 N. PRIMROSE, CITY OF ORLANDO K-9

FACILITY ( EAST OF PRIMROSE ON FAIRGREEN)

2,952

10 115 2 641 WEST CONCORD ST. - ARENA SERVICE ST.

(NORTHEAST CORNER INTERSECTION OF

CONCORD & PARRAMORE)

2,836

11 249 2 7901 E. COLONIAL DR. - FLORIDA POWER

(CRANE STRAND) 1/4MILE EAST OF GOLDENROD

RD. NEAR TACO BELL - NORTH SIDE OF

COLONIAL DR NEAR CRANE STRAND

DRAINAGE DITCH)

9,071

12 007 3 1300 E. SOUTH STREET (CORNER 'BROWN ST.

JUST EAST OF MILLS AVE.)

21,740

13 010 4 3640 SPAULDING RD. (SOUTH CORNER OF

SPAULDING & LAKE MAN DR.) WASHIGHTON

SHORES

40,000

14 011 4 3612 WILTS ST. (SOUTHWEST CORNER OF

MABLE BUTLER AVE & WILT ST.) WASHINGTON

SHORES

12,150

15 040 4 3427 LIPSCOMB PLACE (LAKE MANN ESTATES,

NEAR DOMINO4 DRIVE)

2,576

16 256R 2 450 S. ECONLOCKHATCHEE ROAD, ORLANDO, FL

32000 RECLAIM INLINE BOOSTER PUMP STATION

5,235

17 043 4 3121 SEABROOK AVE (1/2 BLOCK NORTH OF

MCLEOD ROAD) OPEN FIELD

13,500

18 057 4 1334 CORETTA WAY (SOUTH OF MONTA CARLO

NEAR CLEAR LAKE) DEAD END OF CORETTA

WAY

6,499

20 138 5 9801 DOWDEN ROAD - OFF NARCOOSSEE RAOD

NORTH OF LAKE NONA

10,245

21 139 5 6655 CENTRAL FLORIDA GREENWAY EAST OF

BOGGY CREAK ROAD - LAKE NONA SOUTH

65,049

22 205 5 2950 E. LANDSTREET ROAD @ THE R.R. TRACK 28,124

23 215 5 2689 EXPRESS STREET (WEST OF TRADEPORT

AT DRAINAGE CANAL)

9,777

24 LS005 4 825 S. TAMPA AVENUE, ORLANDO, FL. 19,000

6. PRE-PROPOSAL CONFERENCE

6.1. Date

A Mandatory Pre-Proposal Conference will be held at:

Wastewater Admin 5100 L. B. McLeod Road, Orlando, FL 32811 on Tuesday, July 14, 2026 and Wednesday, July 15, 2026 at 1:00 pm.

In order to be considered present for a Mandatory Pre-Proposal Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation

Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

6.2. 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.

6.3. 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.

6.4. 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/

7. PROPOSAL DUE DATE AND TIME

7.1. 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, August

10, 2026. Proposals received after this date and time, will not be considered.

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

7.2. 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.

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.

7.3. 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.

8. PROPOSAL PREPARATION AND FORMAT

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8.1. 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.

8.2. 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.

8.3. 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.

9. 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.

9.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0439, Grounds Maintenance for

Wastewater Admin, Conserv II, and Various Lift Stations

9.2. Table of Contents

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

9.3. 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.

9.4. Mandatory Minimum Qualification Documentation

Provide documentation as necessary for the City to verify that the mandatory minimum qualifications in section titled "Mandatory Minimum Qualifications," have been met.

Documentation must be clear and specific.

9.5. 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.

9.6. Conflict of Interest Disclosure

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

9.7. 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. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

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.

9.8. 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."

9.9. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Grounds Maintenance for Wastewater Admin, Conserv II, and Various

Lift Stations

The statement of experience should be supported by the references listed as Attachment

“D,” which shall be completed and submitted by the Proposer with its Proposal.

• Lost Business

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

9.10. Staff Experience

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

9.11. Financial Stability

Proposers must provide the following information.

A. The Proposer shall provide: (i) a narrative description of Proposer’s financial and operating condition; (ii) a list of Proposer’s five largest current contracts by dollar value, stating the term, the total dollar value, and the dollar value of the equipment or capital improvements furnished thereunder for each contract; and

(iii) copies of Proposer’s most recent periodic profit and loss statement, balance sheet, and cash flow statement. If Proposer is a parent, subsidiary, or affiliate entity that has given or received payment or performance guarantees or other similar documents on behalf of affiliated entities, Proposer shall also provide a copy of all such guarantees. The City shall treat all required contract lists, financial statements, and affiliate guarantees submitted by Proposers as presumptively confidential and exempt from public records disclosure under

Florida Statutes Section 119.071(1)(c). Additionally, proposer may provide such other information, if any, as the Proposer deems necessary to demonstrate the

Proposer’s financial strength and capacity to perform the Scope of Work set forth in this RFP 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.

9.12. 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.

9.13. 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.

9.14. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.15. Veteran Business Enterprise Participation in Subcontracts

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

9.16. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.

Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

9.17. Equipment List

Proposer shall provide the required listing of equipment form as attached to this RFP as

ATTACHMENT “F” - Equipment Listing Form. This includes a listing of all trucks and other vehicles, specifying the manufacturer, model, year, type, and current condition. The same level of detail should be provided for all equipment, including mowers and other miscellaneous grounds maintenance tools and machinery.

9.18. Personnel Listings

Proposer shall provide the required Personnel Listing attached to this RFP as

ATTACHMENT “G” - Personnel Listing Form. This includes providing a list of the project managers, work crew members, and the on-site supervisor who will be present at all times while services are being performed and personnel are on the premises carrying out the required duties.

9.19. Operating Plan

The Proposer shall submit a comprehensive Operating Plan detailing the methodology for delivering the requested work, including service plans, operating policies, training programs, staffing levels, and equipment. The Operating Plan should clearly outline the

Proposer’s approach to providing consistent, high-quality grounds maintenance services across all identified facilities. It should include descriptions of staffing strategies, scheduling methods, equipment deployment, quality control measures, and communication protocols that will support reliable and efficient performance. The Plan must demonstrate the Proposer’s capability to manage large, complex sites effectively while maintaining a strong focus on safety, responsiveness, and full compliance with all contract requirements.

9.20. Experience of Proposer and Assigned Management Team

The Proposers shall provide a summary of their relevant experience delivering grounds maintenance services of similar size and complexity, including recent references that demonstrate successful performance in comparable environments. Proposers shall also identify the management team assigned to this contract, outlining each key member’s role, qualifications, and experience. The information submitted should clearly demonstrate the team’s capability to effectively plan, supervise, and execute all required services under this contract.

10. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

10.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

10.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

10.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

11. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

12. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operating plan

This criteria will include, but is not limited to, evaluating the information submitted in response to Section 9.19 – Proposer’s

Operating Plan. This evaluation will consider the proposer’s operating plan, service delivery approach, personnel list, scheduling strategies, equipment and resources, safety and compliance practices, and overall organizational capability.

Points Based 30 (30% of Total)

2. Experience of Proposer and Assigned

Management Team

This criteria will include, but is not limited to, evaluating the information submitted in response to Section 9.20 – Experience of

Proposer and Assigned Management

Team. The evaluation will consider the proposer’s relevant experience, the qualifications and roles of the assigned management or supervisory team, key personnel, and provided references.

Points Based 40 (40% of Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F".

Points Based 2 (2% of Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted in Section 46 -

Pricing Proposal.

Points Based 28 (28% of Total)

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

13.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

13.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on…