RFP # 2027-379

LANDSCAPE MAINTENANCE AND SNOW REMOVAL

Issued by:

Teddy Callan

Email: teddy.callan@flagstaffaz.gov

Submittal Deadline

Date: Thursday, October 8, 2026 at 5:00 pm

TABLE OF CONTENTS

1. ADVERTISEMENT

2. SCOPE OF WORK

3. FEE SCHEDULE

4. FINAL RFP INSTRUCTIONS IN GENERAL

5. CONTRACT WITH CITY

6. FINANCIAL AND TAX CONSIDERATIONS FOR PROPOSAL

7. FINAL RFP EVALUATION AND CONTRACT AWARD TERMS

8. EVALUATION CRITERIA

9. PROPOSAL FORMAT

10. REQUIRED FORMS

11. ATTACHMENTS

Attachments:

A - Sample Materials and Services Agreement 3.13.26

1. ADVERTISEMENT

City of Flagstaff

REQUEST FOR PROPOSALS

SOLICITATION: Landscape Maintenance and Snow Removal RFP

SOLICITATION NO.: 2027-379

CLOSING DATE AND TIME: Thursday, October 8, 2026, 5:00 pm Arizona Time

WHERE TO SUBMIT PROPOSALS (“PROPOSALS”): Proposals shall be submitted on the online bid platform with OpenGov at the enclosed link prior to the Closing Date and

Time.https://procurement.opengov.com/portal/flagstaffaz

CITY NEEDS: The City of Flagstaff (City) is seeking a a qualified Proposer to provide Landscape Maintenance and Snow Removal Services (Proposer) to serve as designated Contractor for Landscape Maintenance and

Snow Removal Services. A successful Proposer shall have the expertise, staff, and equipment necessary to successfully provide the services defined in this Request for Proposals (RFP or Solicitation).

INFORMATION: The RFP and all related materials and any Addendum may be downloaded from the

OpenGov Website, https://procurement.opengov.com/portal/flagstaffaz

GRANT FUNDING: Not Applicable

PROCUREMENT AGENT: Teddy Callan. If the Procurement Agent assigned to this Solicitation cannot be immediately reached, you may contact the Administrative Specialist for the City Management Services at purchasing@flagstaffaz.gov

PRE-PROPOSAL MEETING: There will be no pre-proposal meeting for this project.

QUESTIONS: Any and all questions must be received through the OpenGov platform at least five (5) calendar days prior to the Closing Date and Time.

Published dates, 9/19/26 and 9/26/26 in the Arizona Daily Sun.

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

2. SCOPE OF WORK

INTRODUCTION

The Scope of Work outlined below will be applicable to, and an explicit part of any Contract(s) awarded as a result of this Solicitation. The City seeks to secure the services of a qualified Proposer(s) to provide recurring landscape maintenance, vegetation management, herbicide and/or pesticide application, snow and ice removal, and related services at the locations identified herein, together with on-call and as-needed related services at additional City-owned, City-managed, or City-maintained locations as requested and authorized by the City during the Contract term.

LOCATIONS

Accelerator BBB Site

101 W. Route 66

Flagstaff, AZ 86001

Flagstaff Pulliam Airport

6200 S. Pulliam Dr.

Flagstaff, AZ 86005

Flagstaff Visitors Center

1 E. Route 66

Flagstaff, AZ 86001

Northern Arizona Center for Entrepreneurship and Technology

(NACET)

2225 N. Gemini Rd.

Flagstaff, AZ 86001

United States Geological Survey (USGS)

2255 N. Gemini Dr.

Flagstaff, AZ 86001

Water Services Admin Building

2323 N. Walgreen Blvd.

Flagstaff, AZ 86004

East Side Shop (Water Services)

5300 E Commerce St

Flagstaff, AZ 86004

Cherry Lot (Existing Parking Lot)

100 W. Cherry Ave

Flagstaff, AZ 86001

Municipal Courthouse Parking Lot

320 N. Humphreys Street

Flagstaff AZ 86001.

Various Street Median Locations (Weed

Control, Herbicide and/or Pesticide Applications Only)

1. Woodlands Village Blvd. Medians

2. Beulah Blvd. Medians

3. North Hwy 89 Medians

4. East Flagstaff Traffic Interchange Medians

5. Lone Tree Rd. Medians

6. Butler Ave. Medians

BASE RECURRING SERVICES AND ON-CALL SERVICES

The locations and quantities identified in this Scope of Work establish the City's anticipated recurring service requirements and the basis upon which Proposers shall prepare pricing for regularly scheduled services.

In addition to the recurring services identified, the City may request on-call, as-needed services within the general scope and nature of this Contract at any City-owned, City-managed, or City-maintained property, facility, parking area, right-of-way, or other location designated by the City. Such services may include, but are not limited to, landscape maintenance, vegetation management, weed control, herbicide and/or pesticide application, irrigation-related work, tree and shrub maintenance, cleanup, snow and ice removal, deicing, and other related services reasonably contemplated by this Solicitation.

On-call services may consist of one-time assignments, intermittent services, emergency or weather-related services, temporary increases in service levels, or recurring services at additional locations. No on-call or additional work shall be performed without prior written authorization from the City's authorized representative.

The City's written authorization shall identify, as applicable, the location, requested services, schedule or completion requirements, and applicable pricing. On-call services shall be compensated using the unit prices, hourly rates, equipment rates, or other pricing established in the accepted Price Schedule. When requested work is not covered by an established Contract rate, the Contractor shall submit a written quote for City review and approval before commencing the work.

The City makes no guarantee regarding the quantity, frequency, location, or dollar value of on-call services that may be requested during the Contract term.

LANDSCAPE MAINTENANCE AND SNOW REMOVAL AREAS BY LOCATION

Herbicide/Pesticide

USGS: 2255 North Gemini Drive. Flagstaff, AZ 86001

NACET: 2225 N Gemini Rd, Flagstaff, AZ 86001

FLAGSTAF F VISITOR’S CENTER: 1 E Rte 66, Flagstaff, AZ 86001

ACCELERATOR BBB SITE: 101 W. Route 66. Flagstaff, AZ 86001

Herbicide/Pesticide Application Schedule for Areas Listed Above

The following application schedule applies to the identified herbicide/pesticide treatment areas. Identification of a location in this subsection does not limit or supersede any other landscape maintenance, snow removal, or related service requirements expressly identified for that location elsewhere in this Scope of Work.

• Areas will receive a total of two (2) pre-emergent herbicide applications at the end of the correlating month (March, October).

• Areas will receive a total of seven (7) post emergent applications at the beginning of the month (April thru October)

Accelerator BBB

1. Parking Lot 35,950 Square Feet

2. Sidewalks 10,450 Square Feet

3. Natural Areas 66,000 Square Feet

4. Mulch/Hardscape Areas 44,900 Square Feet

Flagstaff Pulliam Airport

1. Terminal Parking Lot

2. Economy Parking Lot

3. Rental Car Ready Lot

4. Rental Car Storage/Terminal Employee Parking Lot

5. Employee Parking Lot

6. Sidewalks:

a. Terminal Curbfront

b. Connecting Sidewalks from Terminal to Terminal Parking Lot, Economy Parking Lot, Employee Parking

Areas, and Rental Car Parking Areas

7. Inside Parking Lots

8. Sidewalks on west side of Pulliam Drive from JW Powell south to sidewalk end

9. Sidewalks on east side of Pulliam Drive from Economy Parking Lot entrance on Kittyhawk Ln to Terminal

10. Landscape Area:

a. Front/Around Airport Terminal

b. Inside/Around Parking Lots

c. Entrance into Flagstaff Airport on west side of Pulliam Drive from JW Powell south to sidewalk end

d. Entrance into Flagstaff Airport on east side of Pulliam Drive from Economy Parking Lot entrance on

Kittyhawk Ln to Terminal’

Flagstaff Visitors Center Site

1. Parking Lot 30,880 Square Feet

2) Sidewalks 10,450 Square Feet

3. Landscape Area 13,820 Square Feet

NACET Building Areas

1. Parking Lot 29,800 Square Feet

2) Sidewalks 3,700 Square Feet

3. Natural Areas/Landscape Areas 34,808 Square Feet

USGS Building 3 Areas

1. Parking Lot 69,714 Square Feet

2) Sidewalks 1,615 Square Feet

3. Planters/Natural Areas 30,692 Square Feet

4) East Atrium Planter #1 648 Square Feet

5. East Atrium Sidewalks #1 974 Square Feet

6) West Atrium Planter #2 782 Square Feet

7. West Atrium Sidewalks #2 895 Square Feet

USGS Building 4 Areas

1. Parking Lot 40,732 Square Feet

2) Sidewalks 3,520 Square Feet

3. Planters/Natural Areas 42,020 Square Feet

4) Turf Area 13,240 Square Feet

USGS Building 5 Areas

1. Parking Lot 41,331 Square Feet

2) Natural Areas 9,080 Square Feet

USGS Building 6 Areas

1. Parking Lot 46,323 Square Feet

2. Sidewalks 7,710 Square Feet

3. Planters 6,575 Square Feet

4. Natural Areas 61,487 Square Feet

5. Turf Areas 13,240 Square Feet

Water Services Locations

1. Parking Lots 18,610 Square Feet

2. Sidewalks 1,356 Square Feet

3. Natural Areas for weed removal 12,577 Square Feet

Various Street Median Locations (Weed Control, Herbicide and/or Pesticide Applications Only)

1. Woodlands Village Blvd. Medians 20,534 Square Feet

2. Beulah Blvd. Medians 15,915 Square Feet

3. North Hwy 89 Medians 67,905 Square Feet

4. East Flagstaff Traffic Interchange Medians 39,803 Square Feet

5. Lone Tree Rd. Medians 17,750 Square Feet

6. Butler Ave. Medians 20,762 Square Feet

Additional Locations

Municipal Courthouse Parking Lot & Sidewalks

Cherry Lot (Existing Parking Lot) 1. 49,904 Square Feet

Cherry Lot Vegetation Maintenance: Contractor shall remove weeds and volunteer vegetation, including volunteer elm trees, along the perimeter and fence lines of the Cherry Lot. Vegetation shall be maintained so as not to obstruct line-of-sight visibility at the intersection of Cherry Avenue and Beaver Street. Services shall be performed monthly from May through September and on an as-needed basis during the remainder of the year.

LANDSCAPE MAINTENANCE SPECIFICATIONS

1. The Proposer shall have a minimum five (5) years’ experience providing Landscaping Services of native plants, trees, shrubs, etc. indigenous to Northern Arizona.

2. The Proposer and all sub-proposers shall be certified by the State of Arizona Office of Pest Management as a qualifying party and Certified with any National Accreditation recognized by the State of Arizona current or future and shall remain so through the term of this contract. Failure to comply with this specification will result in disqualification of your RFP submittal and is grounds for immediate termination of any contract awarded as a result of this Solicitation.

3. Proposer shall provide regular, weekly landscaping maintenance services as outlined herein.

4. Proposer shall examine the landscape on a weekly basis (winter schedule bi-weekly) to identify any problems or potential problems with the landscape.

5. Proposer shall provide at Proposer’s own risk all labor, materials, tools, equipment, insurance, transportation, hauling, dumping, and all other items needed to provide the services outlined in this Scope of

Work/Specifications.

6. Proposer shall make minor replacements and repairs to the landscape facilities as part of the required maintenance work. A minor item would be something that takes less than thirty (30) minutes to repair by skilled workmen, using minimal replacement parts. The following is a non- exhaustive list of items that are considered to be minor replacement or repairs: damaged and clogged sprinkler nozzles, adjustment of sprinkler patterns or arcs, adjustment of sprinkler positions (raise, lower or straighten sprinkler head), replacement of clogged, broken, or missing drip emitters, and replacement or repositioning of drip distribution tubing. Proposer at

Proposer’s expense shall correct these repair items. Major items needing replacement or repair must be reported to the City’s representative within one week of occurrence. Proposer shall be available to perform additional work related to the landscape maintenance as may be authorized in writing by the City. Such work shall be non-minor items relating to landscape care, which are not a part of the normal maintenance work as outlined in this specification.

7. Proposer shall take all reasonable precautions required to protect landscape areas from equipment and snow removal damage.

CARE OF PLANTED AREAS

1. Trees shall be maintained in a healthy, vigorous growing condition, free from disease and large concentrations of pests.

2. Once a year, prune all trees to encourage a high-branching structure. Trees are to be pruned to remove dead, diseased, broken, dangerous, or crossing branches, and as required below. Pruning of this type is a minor, non-reimbursable cost to be included as part of the regular maintenance.

3. Prune trees only in appropriate months as determined by an arborist. Prune in accordance with the

International Society of Arboriculture Standards for proper pruning.

4. Discard all tree trimmings off-site in a legal manner (i.e., no illegal dumping). The City Landfill has a greenery area for disposal of trimmings.

5. Any tree found to be dead or missing shall be replaced with plant material of identical species; replacement shall be paid for as additional work and shall conform to the American Nursery Association Standards. Before replacement, Proposer shall submit a quote for replacement, as outlined in the Schedule and Frequency section of these specifications, within two (2) weeks of the discovery of the loss.

6. The City’s authorized representative shall approve the size and appearance of replacement trees prior to planting. Replacement trees must be double staked with 2-inch diameter stakes unless otherwise approved by the City's authorized representative. Six slow-release fertilizer tablets must be placed the in backfill material evenly spaced around, but not touching, the root ball.

7. Remove tree stakes from trees one (1) year after planting, if the trees are able to support themselves. Tree ties should be adjusted as needed throughout the year. Remove stakes from site and dispose of them in a legal manner. Recycle used stakes if possible.

8. The cutting blades on pruning shears, clippers, blades, saws, etc. shall be sterilized after pruning each tree to minimize the possibility of spreading disease. When pruning trees known or suspected to be diseased, cutting blades shall be sterilized after each cut. Sterilize blades by dipping them in a solution of 1-part bleach and 9-parts water or heavily spray them with a disinfectant spray, such as Lysol. After dipping or spraying, wait

20 seconds before using again.

9. A vertical clearance of 114 inches is required above all parking spaces. A vertical clearance of 80 inches is required above all walkways. Trim trees to remove all limbs within these areas and any overhanging limbs or branches over driveways and roadways. Obtain City approval prior to pruning.

SHRUBS AND VINES

1. Shrubs and vines shall be kept in a healthy, vigorous condition, free from disease and large concentrations of pests.

2. Shrubs shall be pruned weekly only as needed to remove branches that are dead, broken, extending beyond the face of curbs or sidewalks, or are climbing building walls (unless they are intended to climb the wall, such as climbing vines). Formal hedges and topiary shall be regularly pruned to maintain a uniform height and width. Except as noted previously, allow the shrubs to grow un-pruned to their natural sizes.

3. Shrubs uniformly planted in rows, where it is clear the intent was to create a hedge, shall be pruned to encourage a hedge. Shrubs in hedges shall be encouraged through pruning to form a dense, continuous hedge branching fully to the ground. All other shrubs shall be pruned only as required for safety, visibility, and plant health, and allowed to develop into the natural shapes expected of the plant variety.

4. Any shrub found to be dead or missing shall be replaced with plant material of identical species;

replacement shall be paid for as additional work. Before replacement, Proposer shall submit a quote for replacement, as outlined in the Schedule and Frequency section of these specifications, within two (2) weeks of the discovery of the loss.

5. Replacement shrubs shall be at least five-gallon container or 18 inches in height when planted, unless otherwise approved by the City's authorized representative. Two slow-release fertilizer tablets must be placed the in backfill material evenly spaced around, but not touching, the root ball.

6. The cutting blades on pruning shears, clippers, blades, saws, etc. shall be sterilized between every three shrubs to minimize the possibility of spreading disease. When pruning shrubs known or suspected to be diseased, the cutting blades shall be sterilized after each cut. Sterilize blades by dipping them in a solution of

1-part bleach and 9-parts water or heavily spray them with a disinfectant spray, such as Lysol. After dipping or spraying, wait 20 seconds before using again.

7. Discard all trimmings off-site in a legal manner. The City Landfill has a greenery area for disposal of trimmings.

GROUNDCOVER

1. Groundcover shall be maintained in a healthy, vigorous growing condition.

2. Any groundcover found to be dead or missing shall be replaced with plant material of identical species at the landscape maintenance Proposer's expense, unless the loss was due to excluded damage. If the loss resulted from excluded damage, replacement shall be paid for as additional work. Before replacement, Proposer shall submit a quote for replacement, as outlined in the Schedule and Frequency section of these specifications, within two (2) weeks of the discovery of the loss. Replacement groundcover shall be planted at 8 inches spacing from flats to encourage quick coverage. Prior to planting replacement groundcover, the soil shall be tilled to a depth of 6 inches to prepare it for the new plants.

3. Trim groundcover back from sidewalks, curbs, and paved areas on a weekly basis. Do not create vertical edges when pruning groundcover. Cut the edges at an angle /--\ for a more natural appearance and healthier plants.

4. If regular foot traffic through a planter is preventing the groundcover from reaching full coverage of the soil, contact the City's authorized representative to discuss options for redirecting the foot traffic. Consider installing pavers, stepping-stones, a concrete walk, a gravel path, and/or barriers to redirect pedestrians. Provide costs for these options to the City's authorized representative.

FERTILIZER

1. Granular fertilizer shall be applied at the manufacturer’s recommendation label rate for turf and plant type. A soil sample shall be performed before applying fertilizer to determine appropriate fertilizer mix for the upcoming season. Water immediately after applying to move the fertilizer into the soil and wash the fertilizer off any plant surfaces.

2. Itemized receipts for fertilizer and other required soil amendments purchased and used by Proposer shall be submitted to show City's authorized representative as proof of application. The cost of all fertilizer work and materials shall be included in the proposal price for landscape maintenance.

WEED CONTROL AND APPLICATION OF HERBICIDES AND/OR PESTICIDE

1. Weeds in planted areas, sidewalks, turf, curbs, cobble & decorative rock areas, cinder areas, gutters, natural areas, and pavement shall be removed. Dispose of weeds off-site in a legal manner.

2. Remove any weeds in natural areas larger than 12 inches high or wide or if they become a fire danger. All noxious weeds shall be removed immediately.

3. Weeding services shall be provided on a weekly basis to ensure that weeds do not become established. The primary/preferred method for weed control shall be by mechanical or manual methods.

4. Herbicides may only be applied when authorized in advance by the City's authorized representative and their application must meet Arizona State Office of Pest Management (OPM) rules and regulations. The City reserves the right to inspect equipment used in weed control and to authorize the use of herbicides by

Proposer. Proposer is to use environmentally friendly products when applicable. Proposer shall supply the City

Safety Data Sheets (SDS) in accordance with Federal requirements before any product can be applied on the premises.

5. All herbicides and pesticides shall be used in accordance with label directions and the manufacturer’s recommended handling methods. All herbicides and pesticides shall be handled in accordance with all applicable regulations. Registered herbicides and pesticides shall be used only on the advice of a qualified and licensed (if required) pest control advisor. Nothing in this specification shall be construed to be the advice of, or to substitute for the advice of, a pest control advisor.

6. Pesticides shall not be applied within one (1) hour of the start of operating hours for businesses at the site.

In the event that it is not possible to complete the application by one (1) hour prior to business hours (e.g., 24-hour operations), applications shall be made at times when customer presence is minimal. Pesticides shall be used as a last resort.

7. Proposer shall take precautions to keep persons away from pesticide and herbicide-treated areas until the applied material is fully dry and the treated area is safe for entry. Proposer shall follow the recommendations of the pesticide manufacturer and all applicable governmental and industry regulations.

MULCH AND/ROCK LAYER

1. Soil mulch and/or rock layer shall be cared for as needed to create and maintain an even and uniform appearance over the visible soil surface of each planter area.

2. Proposer shall add additional mulch and/or decorative rock regularly to maintain a layer no less than 2 inches deep at all times in shrub planters. Decomposition of organic mulch is considered normal wear and tear and Proposer shall replace decomposed mulch as part of the required maintenance work. Mulch and/or decorative rock are not required in areas where plant foliage completely covers the soil surface, such that the soil is not visible through the foliage. Note: only 2 inches of mulch is required; however, maintaining a deeper layer of mulch and/or decorative rock greatly reduces the labor and chemicals needed to control weeds, reduces water use, and helps the plants stay healthy.

3. Replacement of large amounts of mulch and/or decorative rock (over one cubic yard) which has been stolen, vandalized, or washed away by a single storm shall be paid as additional work. Before replacement, Proposer shall submit a quote for replacement, as outlined in the Schedule and Frequency section of these specifications, within two (2) weeks of the discovery of the loss.

4. Any mulch or decorative rock found outside planter areas shall be returned to the planter on a weekly basis.

5. Mulch and/or decorative rock shall be uniform in color and appearance and free of leaves, sticks, and trash.

Mulch may be chipped or shredded wood, bark, or decorative rock. When replacing existing mulch, use a mulch product that is similar in appearance to that already at the site.

6. In areas of the site where wood-based mulch frequently washes away, submit a quote for replacement of the organic mulch with decorative rock having a similar color.

7. Replacement rock shall be the same size and color as existing decorative rock on site.

LAWNS

1. Lawns shall be kept in a healthy, vigorous condition, free of disease and pests. Weeding services shall be provided on a weekly basis to ensure that weeds do not become established. Whenever possible, weed control shall be by mechanical or manual methods.

2. Prior to mowing, Proposer shall ensure that the area to be mowed is cleaned and free from all debris (paper, stone, bottles, tree limbs, etc.) All debris shall be disposed of off-site by Proposer in a legal manner.

3. The turf shall be mowed with mowing equipment that has proper deflection devices, adjustable cutting heights, and sharp cutting edges to provide a high-quality cut at 2 to 2 ½ inch height. Mowing equipment shall be operated at an optimum speed that produces a smooth surface appearance without scalping. Mowing that produces varying heights of turf will be considered unsatisfactory. Mowing patterns shall be alternated to avoid creating ruts and compaction.

4. Lawn height shall not exceed 3 1/2 inches at any time.

5. Edging at sidewalks, curbs, and other paved areas located on and surrounding the designated mowing areas shall be done directly following or in conjunction with the mowing operation.

6. Mow, edge, and trim lawns weekly or as required to maintain an even, well-groomed appearance.

7. Remove lawn clippings and dispose of them off-site in a legal manner. The City landfill has a greenery area for disposal of lawn clippings. Proposer is encouraged to use mulching mowers, which cut clippings into small pieces that sift down into the lawn when not required to pick-up.

8. Weeds shall be controlled in lawn areas as noted above under the weed-control section.

9. Any lawn found to be dead or severely yellowed shall be replaced with sod of identical species at the landscape maintenance Proposer's expense unless the loss was due to excluded damage. If the loss resulted from excluded damage, replacement shall be paid for as additional work. Before replacement, Proposer shall submit a quote for replacement, as outlined in the Schedule and Frequency section of these specifications, within two (2) weeks of the discovery of the loss. Replacement sod shall be similar in all respects to the existing grass. Do not seed dead lawn areas. Sod must be used for replacement, unless directed, in writing, by the City's authorized representative.

10. Thatching: Proposer shall be required at the sole direction and authorization of the City to thatch all lawn areas covered under this Solicitation one time per year in the spring. Any thatching performed shall be done in a manner specifically designed for such operation. Proposer shall be responsible for raking, vacuuming, removal, and proper disposal of all thatch clipping.

WATER APPLICATION AND SCHEDULING

1. Hand-water as needed to supplement natural rainfall and maintain plantings in a healthy, stress- free condition. It is Proposer's responsibility to make sure that plants receive adequate water regardless of weather conditions.

2. It is the responsibility of Proposer to conserve water and assure that all watering rules and regulations are followed. Proposer shall coordinate with the City's authorized representative to establish a mowing and water schedule that coincides with the City’s irrigation water ordinances. Proposer shall pay any penalties, fines, or citations for watering ordinance violations.

3. Irrigation shall be made using the permanent irrigation systems. Hand water as needed to supplement the permanent system. Failure of the irrigation system to provide full and proper coverage shall not relieve the landscape maintenance Proposer of the responsibility to provide adequate irrigation. It is Proposer's responsibility to make sure that the irrigation system is maintained and operates properly.

4. Proposer is responsible for the complete operation and maintenance of the irrigation systems. Proposer shall examine the irrigation system for damage or malfunction on a weekly basis. Proposer shall be responsible for all damages to grass/plants from the lack of watering from a malfunctioning system that should have been caught during routine inspections.

5. Proposer shall adjust watering times on a weekly basis to ensure adequate irrigation. Do not over-water plantings. Use multiple-start times and short-run times to prevent run-off if controller is capable. Drip systems should be left on for sufficient time to allow for saturation of the root zone. Shorter runs with drip irrigation do not provide sufficient water penetration for healthy root development. Avoid multiple-start times with drip systems if possible. Do not allow run-off from any irrigation.

6. When breakdowns or malfunctions exist, Proposer shall hand-water, if necessary, to maintain all plant material in a healthy condition. If the irrigation repairs are major, Proposer shall report damage or malfunction to the City's authorized representative in writing. Do not wait for approval to begin hand-watering if it is required to save the plantings.

IRRIGATION SYSTEM SCHEDULED MAINTENANCE

1. Each valve zone shall be monitored on a weekly basis during the irrigation season for signs of damage.

2. The landscape maintenance Proposer shall maintain the irrigation system, including cleaning of filter screens, yearly or more often as needed, and flushing pipes.

3. The landscape maintenance Proposer shall flush drip irrigation systems to remove sediment on a periodic basis, or when flushing is necessary. Drip systems shall be flushed at least once a year. When flushing, the ends of the drip lines should be opened and run for at least 10 minutes at full flow to flush. It may be necessary to install flush outlets in order to flush the drip system.

4. Run-off of water from irrigation systems into or onto streets, sidewalks, stairs, or gutters is not permitted.

Proposer shall immediately shut down the irrigation system and make adjustments, repairs, or replacements as soon as possible to correct the source of the run-off.

IRRIGATION SYSTEM REPAIR

1. The landscape maintenance Proposer shall replace or repair, at the landscape maintenance Proposer's expense, any damaged irrigation components, unless due to excluded damage. Repair shall be made within one (1) week of the day the damage occurred. If the damage was due to excluded damage, the irrigation repairs shall be paid for as additional work. Before replacement, Proposer shall submit a quote for replacement, as outlined in Schedule and Frequency section of these specifications, within one (1) week of the discovery of the damage. Regardless of the cause of damage, Proposer shall take immediate action to prevent further damage by shutting off the damaged part of the irrigation system and commencing with hand- watering as needed. Proposer shall make repairs as soon as possible after receiving written authorization to proceed.

The following items are considered to be repairs: damaged heads, valves, wiring, broken irrigation lines, or missing drip emitters.

2. Any replacement of irrigation system components shall be made with materials of the same manufacturer and model as the original equipment. Substitutions of materials other than original equipment shall be approved only when the original equipment has been discontinued and is no longer available for purchase at any location. The substituted equipment shall be completely compatible with the original and shall be approved in advance by the City's authorized representative.

3. All repairs to the system shall be identical to the original installation, unless approved otherwise in advance by the City's authorized representative. If a change to the installation may result in lower future maintenance costs, less frequent breakage, or an increase in public safety, Proposer shall request authorization to make the change from the City's authorized representative.

4. For safety, never install sprinklers on risers above the ground level, even if the risers are flexible. Always use spring-operated, pop-up type sprinkler heads. Sprinkler heads are available with pop- up heights up to 12 inches above ground level. If the existing sprinklers are mounted on aboveground risers, the replacements shall be pop-up type sprinklers.

5. If any existing sprinklers at the sites identified in this Solicitation are installed on risers above the ground level, submit a quote for additional work to the City's authorized representative covering the cost of removal and replacement of these sprinklers with new, spring-loaded, pop-up type sprinklers. Submit the quote within two (2) weeks of being awarded a contract as a result of this Solicitation.

6. Proposer shall check the entire irrigation system weekly for items such as dry spots and missing or malfunctioning irrigation components. Check for leaking valves, water running across sidewalks, water standing in puddles, or any other condition that hampers the correct operation of the system or may be a safety concern. Proposer shall carefully observe plant materials for signs of wilting or any other condition that indicates a lack of water. Plants that die due to irrigation failure shall be considered to have died due to

Proposer's negligence and shall be replaced at Proposer's expense.

7. Plastic sprinkler nozzles with bad patterns shall be replaced with new nozzles of the same gallon age and arc as part of the regular maintenance of the sprinkler system. Do not attempt to clean plastic nozzles by sticking knife blades or wire into the openings. The plastic may be scratched, and the pattern ruined. Brass nozzles may be carefully cleaned, if needed.

CLEAN UP AND LITTER REMOVAL

1. Sweep or blow-off all walks, curbs, and gutters weekly.

2. Do not sweep or blow trash, leaves, clippings, or landscape debris into planters or onto adjacent property.

Collect all debris swept or blown from landscape areas and remove from the site.

3. Do not use blowers around parked vehicles to avoid scratching vehicle paint with blowing sand and debris.

Blowers may not be used where prohibited by law. All litter shall be removed from sidewalks, gutters, and all planted areas on a weekly basis. In no case shall trash, litter, or leaves be blown or swept onto the property of others. All trash, litter, leaves, etc. shall be collected, hauled away, and disposed of in a legal manner.

4. In addition to removing all litter from sidewalks, gutters, and planted areas, Proposer shall remove and dispose of any large miscellaneous debris or trash in the parking lot. For the purpose of any contract awarded as a result of this Solicitation, "large" shall mean items the size of a small beverage cap or cigarette butt. The intent of this requirement is that Proposer's workers should take sufficient pride in the appearance of the site and pick up any significant litter they come across at the site. Sweeping of the parking lots is included in the landscape maintenance. All litter shall be removed from planter areas, parking lots, and sidewalks regardless of the size of the litter.

SCHEDULE

REGULAR LANDSCAPE MAINTENANCE FOR ALL LOCATIONS

Weekly: April 1st to October 31st.

1. Completing all tasks from Scope of Work as needed to meet each site’s need.

Bi-Weekly: November 1st to March 31st. At each scheduled service visit, the Contractor shall perform the following tasks as applicable to the site, season, weather conditions, and Scope of Work.

1. Mow and edge lawns during the growing season. All turf shall be mowed no less than once a week. (26 - 30 mowing’s per season).

2. Prune back any shrubs/groundcover hanging over curbs or sidewalks.

3. Remove litter and leaves from plants, planters, and parking lots.

4. Remove any broken or fallen branches from trees. Remove sucker growth from tree trunks.

5. Remove any weeds from planters. In natural areas, landscape, hydro seeded areas, remove weeds larger than 12 inches high or wide. Note: All grasses and flowers shall be left to avoid soil erosions, unless instructed for removal. All noxious weeds shall be removed.

6. Replace bark mulch that has been knocked or washed out of planters. Smooth mulch layer if it has been disturbed.

7. Replace decorative rock that has been knocked or washed out of planters.

8. Smooth decorative rock surface if it has been disturbed.

9. Check plants for signs of stress or disease. Replace any plants that meet conditions for replacement.

Proposer shall request authorization in writing prior to replacing any dead or missing plants and trees.

10. Sweep or blow clean all walkways, curbs, and gutters.

11. Treat plants, trees, and turf for any signs of disease or pest infestation.

12. Complete any items required on the Monthly Checklist (referenced on following page).

13. Hand-water any plants that are dry and stressed.

14. Check the irrigation system and make all repairs as needed.

15. Irrigation timers shall be set and irrigation controllers adjusted for current water requirements of plants, trees, and turf.

TENTATIVE MONTHLY MAINTENANCE CHECKLIST

January: Dependent on weather conditions.

February: Dependent on weather conditions.

March: Dependent on weather conditions.

April:

1. Charge irrigation system for upcoming season depending on day and night-time temperatures. Make sure backflow preventer is tested by the City prior to operation. Keep backflow preventer insulated to prevent freezing and damage due to cold nighttime temperatures. Flush out irrigation systems as needed and check for proper operation of each valve zone.

2. Remove and clean wye filter screens.

3. Clean or replace plugged sprinkler nozzles. Replace plugged drip emitters.

4. Replace irrigation controller program back-up batteries.

5. Start irrigation watering as needed depending on weather conditions.

May:

1. Apply fertilizer to all landscape plants, shrubs, trees, and turf areas. The May fertilization of shrubs/groundcover areas may be deleted when the plants reach maturity or completely fill the planters without space between them.

2. Submit receipts to City's authorized representative as proof of fertilizer purchase.

3. Clean all tree and shrub wells to hold water. Inspect all drip lines within well areas and, when necessary, bury to at least two (2) inches in-depth.

4. Prune spring & winter-flowering shrubs as needed to maintain proper shape.

June:

1. Add new mulch to planters where the mulch depth has been reduced to less than 2 inches. Mulch shall not be required where shrubs or groundcover completely hide the soil surface from view.

2. Plant annual color for spring/summer bloom.

July: Apply fertilizer to all turf areas.

August: No additional items.

September: Perform a winter root fertilizer to promote healthy strong roots to the turf areas for the upcoming winter.

October:

1. Prepare irrigation system for winter depending on day and nighttime temperatures. Make sure backflow preventer is well insulated or drained prior to first freeze. Blow out pipes using compressed air in areas where freezing could result in breakage.

2. All native grasses and flowering plants (excluding shrubs) shall be mowed to a four (4) to six (6) inch height, eliminating all dead flowering stalks and seed heads while leaving the main plant intact.

November:

1. Prune any tree branches that interfere with public safety. Prune all parking lot and street trees yearly to encourage strong upward growth.

2. Prune summer and fall-blooming shrubs as needed to maintain proper shape.

3. Mow all natural areas to three to four inches in height after all grasses and flowers have seeded.

December: Dependent on weather conditions.

SNOW REMOVAL

1. The Proposer shall have a minimum five (5) years experience providing snow removal services.

2. Proposer is responsible for clearing snow and ice from sidewalks, parking lots, door entrances, emergency door exits, patios, plazas, areas adjacent to windows, and all concrete and asphalt pavement areas at the recurring service locations identified in this Solicitation and at additional locations when on-call snow and ice removal services are authorized by the City.

3. Parking lots shall be plowed when there is over 3” of snowfall and 1” of snowfall at airport.

4. Sidewalks shall be shoveled when there is ½” or more snowfall and de-iced as needed to provide safe walking conditions.

5. Proposer shall monitor qualifying snow events and coordinate with the City's authorized representative regarding storm-specific priorities, sequencing, and service needs. Unless otherwise directed by the City, snow shall be removed from sidewalks and parking lots by the beginning of business hours (7:00 a.m.) on weekdays and service shall continue as conditions warrant through approximately 6:00 p.m. Weekend service shall be performed based on snowfall conditions, accumulation, operational needs, and City direction. After 6:00 p.m., snow removal may begin during the early morning hours before facilities open. Work may be continuous or intermittent depending upon the nature of the storm. Proposer shall keep the City informed of work progress, conditions affecting performance, and any need for additional equipment or resources.

6. Contractor shall provide and apply cinders as directed by the City to improve automotive and pedestrian traction during snow and ice events.

7. Be very careful of curbs and landscaping when shoveling or plowing snow.

8. Proposer may encounter some difficulties with parked cars or equipment.

9. Proposer shall take all precautions when applying ice melt or any chemical deicers to treated areas.

Proposer shall follow the recommendations of the manufacturer and all applicable governmental and industry regulations when applying ice melt or any chemical deicers.

10. Proposer shall comply with all City Sidewalk Snow Ordinances.

3. FEE SCHEDULE

RECURRING SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

Recurring Landscape Maintenance - Summer (April through October)

1 USGS Building 3 - recurring landscape maintenance, summer schedule

7 Monthly

2 USGS Building 4 - recurring landscape maintenance, summer schedule

7 Monthly

3 USGS Building 5 - recurring landscape maintenance, summer schedule

7 Monthly

4 USGS Building 6 - recurring landscape maintenance, summer schedule

7 Monthly

5 NACET Building - recurring landscape maintenance, summer schedule

7 Monthly

6 Flagstaff Visitors Center - recurring landscape maintenance, summer schedule

7 Monthly

7 Accelerator BBB Site - recurring landscape maintenance, summer schedule

7 Monthly

8 Flagstaff Pulliam Airport - recurring landscape maintenance, summer schedule

7 Monthly

9 Water Services Admin Building -recurring landscape maintenance, summer schedule

7 Monthly

10 Cherry Lot - routine weed and volunteer vegetation maintenance, May through September

5 Monthly

Recurring Landscape Maintenance - Winter (November through March)

Line Item Description Quantity Unit of

Measure Unit Cost Total

11 USGS Building 3 - recurring landscape maintenance, winter schedule

5 Monthly

12 USGS Building 4 - recurring landscape maintenance, winter schedule

5 Monthly

13 USGS Building 5 - recurring landscape maintenance, winter schedule

5 Monthly

14 USGS Building 6 - recurring landscape maintenance, winter schedule

5 Monthly

15 NACET Building - recurring landscape maintenance, winter schedule

5 Monthly

16 Flagstaff Visitors Center - recurring landscape maintenance, winter schedule

5 Monthly

17 Accelerator BBB Site - recurring landscape maintenance, winter schedule

5 Monthly

18 Flagstaff Pulliam Airport - recurring landscape maintenance, winter schedule

5 Monthly

19 Water Services Admin Building -recurring landscape maintenance, winter schedule

5 Monthly

Recurring Herbicide / Pesticide Applications

20 USGS - pre-emergent herbicide application 2 Per

Application

21 USGS - post-emergent herbicide application 7 Per

22 NACET - pre-emergent herbicide

23 NACET - post-emergent herbicide

Measure Unit Cost Total

24 Flagstaff Visitors Center - pre-emergent herbicide application

25 Flagstaff Visitors Center - post-emergent herbicide application

26 Accelerator BBB Site - pre-

27 Accelerator BBB Site - post-

28 Woodlands Village Blvd. Medians -pre-emergent herbicide application

29 Woodlands Village Blvd. Medians -post-emergent herbicide application

30 Beulah Blvd. Medians - pre-

31 Beulah Blvd. Medians - post-

32 North Hwy 89 Medians - pre-

33 North Hwy 89 Medians - post-

34 East Flagstaff Traffic Interchange

Medians - pre-emergent herbicide application

35 East Flagstaff Traffic Interchange

Medians - post-emergent herbicide application

36 Lone Tree Rd. Medians - pre-

37 Lone Tree Rd. Medians - post-

38 Butler Ave. Medians - pre-

Measure Unit Cost Total

39 Butler Ave. Medians - post-emergent herbicide application

TOTAL

SNOW REMOVAL

Line Item Description Unit of

Measure Unit Cost

Recurring Snow Removal - Shoveling / Hand Work

40 USGS Building 3 - snow and ice removal by hand/shoveling.

Labor Hour

41 USGS Building 4 - snow and ice removal by hand/shoveling.

Labor Hour

42 USGS Building 5 - snow and ice removal by hand/shoveling.

Labor Hour

43 USGS Building 6 - snow and ice removal by hand/shoveling.

Labor Hour

44 NACET Building - snow and ice removal by hand/shoveling.

Labor Hour

45 Flagstaff Visitors Center - snow and ice removal by hand/shoveling.

Labor Hour

46 Accelerator BBB Site - snow and ice removal by hand/shoveling.

Labor Hour

47 Flagstaff Pulliam Airport - snow and ice removal by hand/shoveling.

Labor Hour

48 Water Services Admin Building - snow and ice removal by hand/shoveling.

Labor Hour

49 Cherry Lot - snow and ice removal by hand/shoveling Labor Hour

50 Municipal Courthouse - 320 N. Humphreys Street -snow and ice removal by hand/shoveling Labor Hour

Recurring Snow Removal - Plowing / Mechanized Work

Measure Unit Cost

51 USGS Building 3 - snow and ice removal by plowing/mechanized equipment.

Equipment

Hour

52 USGS Building 4 - snow and ice removal by plowing/mechanized equipment.

53 USGS Building 5 - snow and ice removal by

54 USGS Building 6 - snow and ice removal by

55 NACET Building - snow and ice removal by

56 Flagstaff Visitors Center - snow and ice removal by

57 Accelerator BBB Site - snow and ice removal by

58 Flagstaff Pulliam Airport - snow and ice removal by

59 Water Services Admin Building - snow and ice removal by plowing/mechanized equipment.

60 Cherry Lot - snow and ice removal by plowing/mechanized equipment

61 Municipal Courthouse - 320 N. Humphreys Street -snow and ice removal by plowing/mechanized equipment

ON-CALL SERVICES

Measure Unit Cost

On-Call Labor Rates

62 General Landscape Laborer - on-call/as-needed services Labor Hour

63 Landscape Technician - on-call/as-needed services Labor Hour

Measure Unit Cost

64 Certified Pesticide Applicator - on-call/as-needed services Labor Hour

65 Irrigation Technician - on-call/as-needed services Labor Hour

66 Arborist / Tree Technician - on-call/as-needed services Labor Hour

67 Snow Removal Laborer - on-call/as-needed services Labor Hour

68 Supervisor / Foreman - on-call/as-needed services Labor Hour

On-Call Equipment Rates - Operator Included

69 Pickup truck with snow plow - on-call equipment rate including operator

70 Skid steer with appropriate attachment - on-call equipment rate including operator

71 Front-end loader - on-call equipment rate including operator

72 Dump truck - on-call equipment rate including

73 Snow blower - on-call equipment rate including

74 Wood chipper - on-call equipment rate including

On-Call Vegetation / Herbicide Unit Rates

75 Manual weed removal - on-call/as-needed Labor Hour

76 Pre-emergent herbicide application - additional City locations Per 1,000 SF

77 Post-emergent herbicide application - additional City locations Per 1,000 SF

78 Spot herbicide treatment - additional City locations Labor Hour

79 Landscape maintenance - planters / landscaped beds Per 1,000 SF

Measure Unit Cost

80 Natural area vegetation maintenance Per 1,000 SF

81 Mowing Per 1,000 SF

82 Litter control / cleanup Per 1,000 SF

On-Call Snow and Ice Unit Rates

83 Snow removal - sidewalks and hardscape areas Per 1,000 SF

84 Snow removal - parking lots Per 1,000 SF

85 Deicer application - labor/equipment only Per 1,000 SF

86 Cinder spreading, including cinder material and application Per Cubic Yard

87 Snow loading and haul-off Truck Load

Materials, Parts, and Other Charges

88 Materials and replacement parts markup - enter percentage markup over documented Contractor cost

Percent

89 Authorized subcontracted services markup - enter percentage markup over documented subcontractor cost

Percent

90 Mobilization within Flagstaff city limits - enter $0 if included in other rates Per

Mobilization

Additional Equipment

91 Other equipment proposed by Contractor - identify equipment in proposal and provide rate

92 Other equipment proposed by Contractor - identify equipment in proposal and provide rate

93 Other equipment proposed by Contractor - identify

94 Other equipment proposed by Contractor - identify

95 Other equipment proposed by Contractor - identify

4. FINAL RFP INSTRUCTIONS IN GENERAL

DEFINITIONS: As prescribed in the entire document, the following definitions apply.

“Proposal” means response to this Request for Proposals.

“Proposer” means the vendor or supplier who responds to this Request for Proposals.

“City” means the Government agency of the City of Flagstaff.

“Contractor” means the apparent successful Proposer to provide the goods or services.

“Solicitation” means this Request for Proposals.

DUE DILIGENCE: It is a Proposer’s responsibility to examine the entire Solicitation prior to completing the

Proposal, including the form of Contract, Scope of Work, the City of Flagstaff Standard Terms and Conditions, Insurance Requirements, and Specifications.

DISABILITIES: A Proposer with a disability may request a reasonable accommodation in the Solicitation process by contacting the Procurement Agent as early as possible to allow time to arrange the accommodation.

SUBMITTAL OF PROPOSAL: The Proposal must be submitted on the OpenGov website prior to the Closing

Date and Time specified on the first page of the Solicitation.

COST OF PROPOSAL: A Proposer is responsible for all costs related to preparation and submittal of a Proposal.

The City will not reimburse any such costs.

LATE PROPOSALS: Late Proposals shall not be accepted on the OpenGov website.

PAGE LIMIT: The Proposal shall not exceed the total number of pages defined in this Solicitation, except the

Cover, Cover Letter, and City Forms will not be counted in the page limit. Any pages attached to the City Forms shall be counted toward the page limit. The City may reject a Proposal that exceeds the page limit as non-responsive.

WITHDRAWAL OF PROPOSALS: A Proposer may withdraw a Proposal before the Closing Date and Time.

The withdrawal must be signed by the Proposer’s authorized representative and submitted to the Procurement

Agent by hand delivery or mail.

PROPOSAL ACCEPTANCE PERIOD: A Proposal made in response to this Solicitation shall be valid and irrevocable for one hundred twenty (120) days after the Closing Date and Time.

PRE-PROPOSAL MEETING: If a pre-proposal meeting is scheduled, a Proposer is strongly encouraged to attend. If scheduled concurrently with the Solicitation, the date and time of this pre-proposal meeting will be indicated on the cover page of the Solicitation.