Landscape RFP_FINAL_2025-1020.pdf

Landscape & Grounds Maintenance Services – Arapahoe Library District – 2025

REQUEST FOR PROPOSAL (RFP) - COVER SHEET

Legal Company Name (Vendor):

Company Address:

Contact Name and Title:

Contact Phone Number:

Contact Email:

ONLINE PROPOSAL SUBMISSION INSTRUCTIONS:

• All proposals must be emailed in PDF format to: RFP@ald.lib.co.us

• Deadline Thursday, November 20, 2025, by 5:00 PM MDT

• Proposals are not to exceed 30 pages, including all attachments, except contract redlines if applicable

• Include signed cover sheet

Late or incorrectly submitted proposals, not adhering to any of the above bulleted elements, will not be considered.

By signing this Request for Proposal Cover Sheet, the legally authorized agent acknowledges acceptance of all terms and conditions of this solicitation. Signature does not constitute an award or guarantee of contract. Ink and electronic signatures will be accepted.

Signature Date

Print Name and Title mailto:RFP@ald.lib.co.us

Landscape & Grounds Maintenance Services – Arapahoe Library District – 2025

REQUEST FOR PROPOSAL (RFP)

1. (INTRODUCTION) ARAPAHOE LIBRARIES

The Arapahoe Library District (Library District) is seeking proposals from qualified, reliable Vendors to provide landscape maintenance from February 14, 2026 – February 13, 2031. Under a five-year contract with two possible one-year renewals. The Library District is committed to upholding the highest standards of outdoor aesthetics, safety, and functionality across all its properties. This dedication is reflected in the Landscaping and Maintenance

Services Request for Proposal (RFP). The Library District aims to provide well-maintained, safe, and visually appealing outdoor environments for patrons and staff, ensuring that all landscaping and grounds maintenance meet professional standards across all library locations.

To learn more about Arapahoe Libraries visit: https://araphoelibraries.org.

2. SERVICES OVERVIEW

2.1 Services Overview

The Vendor will deliver a full range of landscaping and grounds maintenance services to ensure Library District properties remain safe, attractive, and welcoming for all patrons and staff. Core services will include routine and seasonal landscape care, general maintenance of lawns, trees, shrubs, irrigation system support, and intermittent specialized maintenance provided by certified and trained personnel. Services are grounded in sustainability, incorporating eco-friendly practices, water-efficient systems, and responsible resource management. Vendors will uphold the highest standards of safety, service, and staff training, while maintaining responsive, transparent communication with the Library District. Flexibility to adjust services and provide additional support ensures that evolving outdoor facility needs are consistently met.

2.2 District Objectives

Obtain reliable landscaping and maintenance services in accordance with Library District and industry standards in support of:

• Ensuring Library District properties have well maintained lawns, trees, shrubs, and irrigation systems, supporting a safe and welcoming environment.

• Prioritizing environmentally responsible practices, minimizing environmental footprints, in all landscaping operations, including chemical use, water conservation, and equipment selection.

• Complying with health and safety regulations and accessibility standards.

2.3 Contract Term:

https://araphoelibraries.org/

• Anticipated start February 14, 2026, and ends February 13, 2031, 5-year initial contract. Option available for 2 one-year renewal terms, at the sole discretion of the Library District.

• The Library District may re-procure goods/services at its sole discretion.

• Contract obligations beyond the current fiscal year are subject to funding appropriated by the Board of

Trustees. If funds are not appropriated, the Library District will notify the Vendor, and the contract will be terminated without penalty on the last day of the current fiscal year.

• Notice of intent to renew will be given to the Vendor in writing at least 30 calendar days prior to the expiration date of the current contract. This notice will not be deemed to commit the Library District to a contract renewal until the agreement is signed by both parties.

3. SCOPE OF WORK (SOW)

Vendors shall be capable of providing the following products and services as outlined.

The scope of services applies to the Arapahoe Libraries facilities as outlined in Attachment A: Locations in Scope of Landscaping Services. Vendor will adhere to high commercial landscaping and maintenance standards. The

Vendor must support library operations and uphold sustainability guidelines, ensuring a safe and welcoming environment for patrons and staff. All work should emphasize environmental stewardship and resource efficiency. The Vendor will provide all necessary labor, equipment, and permits to deliver quality results.

Optional services, such as additional tree trimming and turf conversions, may be requested by the Library

District. Access to work areas and necessary facilities will be provided to ensure efficient performance.

3.1 Provide and Promote a Welcoming Environment for Patrons

a Perform routine and specialized landscaping and maintenance duties.

b Provide support functions in accordance with the highest standards of lawn care, grounds maintenance, and environmental stewardship.

c Provide staffing, scheduling, and supervision required to deliver the full range of landscaping and maintenance services.

d Deliver services in accordance with rigorous protocols and industry standards ensuring all spaces are safe, sanitary, and inviting.

3.2 Equipment and Supplies

a All equipment and supplies required to perform work will be provided by the Vendor.

b The Library District requires the use of commercial-grade landscaping equipment that meets safety, efficiency, and environmental standards.

c Vendor’s equipment selection and operation must follow strict protocols to protect landscape and ecosystem health.

d Machinery should be well-maintained, regularly inspected, and operated according to manufacturers’ guidelines to prevent damage to turf, hardscape, and irrigation systems.

e Vendors are encouraged to use electric or low-emission machinery to reduce environmental impact and support sustainability objectives.

3.3 Communication and Emergency Response:

a The Vendor must maintain effective and timely communication with the Library District, via a defined communication plan between the Vendor and the Library District, throughout the contract period.

b The Vendor should always be reachable by phone to promptly handle any emergencies.

c For the purposes of this Landscaping RFP, emergencies are defined as urgent situations related to landscaping or grounds maintenance that cannot be postponed and pose an immediate risk to health, safety, or property.

d The Library District will designate a primary point of contact for all routine communications.

e All communications, including service updates, inquiries, and notifications must be directed to the designated Library District contact, unless otherwise specified.

f The Vendor must provide the name and contact information of their designated representative to serve as the principal liaison with the Library District.

g The Vendor must respond to emergencies within 2 hours of initial notification.

h In emergency situations, the Vendor must:

i Immediately notify the Library District by phone ii Follow up with a written summary detailing the incident, actions taken, and next steps i The Vendor must coordinate closely with the Library District to ensure rapid resolution of emergencies.

j The Vendor must document all emergency communications, outcomes and provide records to the

Library District upon request.

k The Vendor shall replace any broken irrigation components damaged by the Vendor, at the Vendor’s expense. All repairs shall be made within 24 hours of notification, to proceed from the Library District.

3.4 Commitment to Sustainability:

a Acknowledging its responsibility to patrons, staff, and the wider community, the Library District prioritizes environmentally friendly approaches that enhance both the visual appeal and ecological health of its library grounds.

b All services must be performed using best practices in sustainability and environmental stewardship.

c The Vendor will utilize waste reduction programs and recycling, and resource efficient maintenance procedures.

d Every aspect of landscape maintenance, including chemical management, water conservation, and equipment selection, follows principles of stewardship and resource efficiency.

3.5 Certifications and Records Retention

a The Vendor, whether headquartered within or outside of Colorado, will be registered to conduct business in the State of Colorado with the Colorado Secretary of State and obtain a Certificate of Good Standing.

b The Vendor will comply with all applicable laws and regulations regarding licensing, permits, record retention, and certifications required for commercial landscaping and maintenance in Colorado.

c See Section 6.8 Proposal Requirements for list of specific certifications.

d The Vendor is responsible for recording the completion of each scheduled task, and records will be available for review by the Library District at any time.

3.6 Training and Safety

a The Vendor must document employee training (onboarding, refresher, OSHA safety, hazardous materials, and Library District emergency/security procedures) and maintain certification records.

Records will be provide to the Library District upon request.

b The Vendor shall take all precautions necessary for the protection against injury of all people engaged at the site in the performance of this contract. The Vendor shall observe all pertinent safety practices and comply with applicable safety regulations.

c Observance of any employees working in an unsafe manner shall be grounds for the issuance of a suspension of work by the Library District and, possibly, termination of the contract.

d The Vendor shall be responsible for all damage to persons or property that occurs because of the

Vendor’s fault or negligence in connection with the execution of the contract and shall be responsible for the proper care and protection of work performed. Breakage or loss of Library District property or structures which may occur in or about a building because of the Vendor’s employees, shall be repaired or replaced at the Vendor’s expense.

3.7 Schedule

a Upon acceptance of the Bid, the Vendor shall coordinate closely with the Library District to develop and submit a comprehensive, written maintenance schedule covering all landscape and planting care.

b This schedule must specify the frequency and expected completion dates for each service such as weekly turf mowing, bed weeding, flower deadheading, irrigation system checks, and bi-weekly edging during the growing season, as well as seasonal tasks like mulching, fertilization, and pruning. The schedule must be approved by the Library District. All scheduled services shall always be supervised onsite by at least one certified technician, whose name and contact information shall be provided to the Library District prior to commencement of contract implementation or when staffing changes occur.

c Any deviation from the schedule, including weather delays or unforeseen circumstances, must be promptly communicated in writing, along with a proposed corrective action plan to ensure all services are completed to standard.

d No standard landscaping services are expected to occur on Library District Holidays and Closure dates.

Special services may occur on these days, if agreed upon in writing by both parties.

i Library District Holidays & Closures Schedule e The schedule must be approved by the Library District and provided to both parties for reference.

f The Library District will schedule periodic facility reviews with the Vendor’s account representative, site supervisors, and Library District staff to ensure compliance with landscaping and maintenance standards.

3.8 Onsite Procedures

a The following services will be provided for all locations listed in Attachment A: Locations in Scope for

Landscaping Services.

b Turf Mowing:

i All turf areas must be mowed at appropriate heights to promote healthy growth and maintain a neat, manicured appearance.

ii Mowing native grass areas at Smoky Hill, Sheridan, and Eloise May locations once grasses reach about 12 inches tall. Estimated to occur 2-4 times a season.

iii Mowing must meet current commercial landscaping and maintenance standards.

iv The Vendor must use commercial grade mowing equipment suitable for the terrain to ensure:

• A high-quality uniform cut with minimized scalping on uneven surfaces.

v Mowing speeds must comply with manufacturers’ recommendations to protect turf and equipment.

vi Prohibited practices include:

• Excessive speed and abrupt turning

• Turf damage (e.g., broken irrigation heads, tire marks, turf tearing) vii Repair of turf damage caused by improper practices will be at the Vendor’s expense.

viii Grass clippings must be mulched and not removed unless deemed necessary by the Vendor.

• If removal is necessary, clippings must be taken off-site immediately after work is completed.

• Clippings must not be left overnight or disposed of in streets, gutters, or storm drains.

https://arapahoelibraries.org/closures/?_gl=1*1ptuvau*_ga*MTgxMDI2NjU2Ny4xNzU1MDI5NTUz*_ga_G99DMMNG39*czE3NTcwOTM5MDIkbzckZzAkdDE3NTcwOTM5MzckajI1JGwwJGgw*_ga_F2558DXSQK*czE3NTcwOTM5MDIkbzckZzEkdDE3NTcwOTM5MzckajI1JGwwJGgw ix Bagging attachments should be used when needed to prevent excess debris.

x String trimmers are required to maintain clean edges around permanent fixtures and landscape features. Care must be taken to avoid property damage during trimming.

xi The goal is to deliver a lush, even, and visually appealing turf surface that reflects Class A landscaping standards.

c Turf Edging:

i All turf edging and trimming along curbs, walkways, bed edges, and tree wells must be maintained to ensure a neat, well-defined appearance.

ii Mechanical edgings of hard surfaces must occur at least once every two weeks during the growing season.

iii Edging must create crisp borders between turf and adjacent surfaces.

iv To support sustainable practices aligned with the Library Districts sustainability guidelines:

• Environmentally responsible, non-selective herbicides may be used only when necessary.

• Physical removal methods (e.g., spading) should be prioritized wherever possible.

v Areas where edging cannot be completed due to obstructions (e.g., parked vehicles, uneven borders) must be promptly reported to the Library District.

vi Collaboratively addressed to develop alternative, environmentally conscious solutions.

vii The goal is to ensure continuous site quality and environmentally responsible care.

d Organic Turf Fertilization and Weed Control:

i The Vendor is required to obtain prior authorization from the Libraries Facility Manager or designated representative before applying any district-approved organic herbicides, pesticides, or fertilizers.

ii The Vendor must maintain and provide detailed, up-to-date records of all chemical applications, including:

• Product type, date of application, location, and method of application iii Records must comply with federal and state regulations and be readily available for review by the

Library District.

iv Organic Fertilization practices should emphasize:

• Use of well-balanced, slow-release products and alignment with district sustainability goals and site-specific needs v Weed management strategies must be:

• Implemented only as needed. Focused on targeted crabgrass prevention and selective broadleaf weed control and designed to minimize chemical use and environmental impact vi The Vendor must comply with all federal, state, and local regulations regarding:

• Storage/ handling and application of landscape chemicals vii The Vendor must maintain and provide upon request the most current Safety Data Sheets (SDS) for all products.

viii Preference must be given to environmentally responsible products and non-chemical methods wherever feasible.

ix The Vendor is solely responsible for any damage caused by misapplication, chemical drift, and spillage.

x In the event of damage, the Vendor must immediately notify the Library District, collaborate on corrective measures, and restore affected areas at their own expense.

xi All practices must reflect a commitment to resource efficiency, ecological stewardship, and safe, welcoming environments for patrons and staff.

e Trash and Debris Removal:

i The Vendor must systematically remove all trash and debris during every routine maintenance visit and special service call.

ii All common areas, walkways, parking lots, and landscaped spaces must always be kept free of litter and hazards.

iii Disposal of collected materials must be conducted responsibly.

iv Use of the Library District’s dumpsters is only permitted with prior expressed permission.

v All hard surfaces (e.g., curbs, sidewalks) must be cleaned using commercial-grade blowers and/or brooms to maintain a polished appearance.

vi When blowers are insufficient, sand, gravel, leaves, or other debris must be removed promptly using shovels and brooms.

vii No residue should compromise the safety or accessibility of areas used by patrons and staff.

viii These practices must support the Library District’s goals for:

• Cleanliness, safety, visual appeal, and adherence to the highest commercial landscaping standards f Tree and Shrub Maintenance:

i All tree and shrub care must reflect the Library District’s commitment to:

• Sustainability, visual excellence, and the highest commercial landscaping standards ii Pruning practices must:

• Enhance plant vitality, maintain a natural, attractive appearance, and promptly remove limbs obstructing buildings, walkways, or vehicle access iii The Vendor must apply sound horticultural judgment in shearing and selective pruning to support healthy bloom and growth cycles.

iv Shrubs and trees under 10 feet must be:

• Shaped to retain natural form, encouraged to flower, and prevented from encroaching on signage, walkways, driveways, or ventilation units v Formal hedges must be maintained at precise shapes and heights for a crisp, manicured look.

vi Ornamental and flowering trees must be pruned at optimal seasonal times to support health, aesthetics, biodiversity, and landscape resilience.

vii Dead or damaged plant material must be removed immediately to uphold safety and appearance.

viii Fertilization must use:

• Organic balanced, slow-release products during dormant seasons, supplemental applications as needed and aligned with sustainability guidelines and plant health.

ix The Vendor must implement integrated pest management (IPM) by:

• Monitoring disease or insect activity, recommending environmentally responsible treatments only as needed x Corrective or restorative pruning, including deep cutbacks, must:

• Be performed in winter and receive prior approval from the Library District xi Prioritize plant longevity and resource efficiency.

xii Weed control in mulched beds, natural areas, and walking paths must include:

• Pre-emergence and post-emergence methods using environmentally responsible products

• Manual removal of weeds over 2 inches (disposed of off-site)

• Targeted organic herbicide treatment for weeds under 2 inches, only as necessary xiii Pruning debris must be managed responsibly:

• No on-site disposal unless explicitly authorized by the Library District

• All practices must contribute to a safe, professional, and environmentally conscious library environment.

g Ground Cover and Beds:

i All open ground between plantings must be meticulously maintained weed-free using:

• Mechanical methods, environmentally responsible chemical treatments, in accordance with advanced industry standards ii All open ground all plant material must:

• Exhibit superior health, be free from insect infestation and disease, receive pesticide applications that comply with environmental laws and prioritize public safety iii Groundcovers must be nourished with:

• Premium, balanced organic fertilizers, selected in partnership with the Library District, and supporting robust and sustainable growth iv Each maintenance visit must include:

• Prompt and thorough removal of all litter and debris and support for an immaculate, welcoming landscape v Soil surfaces must be:

• Expertly raked and cultivated at scheduled intervals, promoting optimal soil health and visual appeal vi Vines must be:

• Artfully trimmed and maintained against supporting structures, and kept neatly within defined boundaries vii Ground covers must be:

• Precisely pruned and contained along curbs, walkways, and landscape edges preventing encroachment into adjacent plantings, preserving design integrity

• Sightlines to signage and windows must remain completely unobstructed by plant growth.

viii All practices must reflect the Library District’s commitment to:

• Sustainability, ecological stewardship, pristine, visually distinguished landscapes, and the highest standards of commercial property care

• Annual installation of flowers, approximately(May 15) h Irrigation Systems:

i The Vendor is responsible for maintaining and repairing the irrigation system to meet current industry standards and ensure ongoing functionality.

ii Maintenance includes all irrigation components:

• Controllers, valves, mainlines and laterals, sprinkler heads, wiring, backflow preventers, connections, drip systems, and taps iii The Vendor must perform:

• Initial inspection at the start of service, regular scheduled inspections thereafter and routine maintenance and minor repairs as outlined in the contract.

iv A major repair for purposes of this RFP is defined as work that goes beyond routine maintenance and minor fixes, and involves the restoration, replacement, or reconstruction of significant landscaping elements. For major repairs, the Vendor must:

• Provide a written estimate detailing scope and cost, obtain prior approval from the Library

District Facility Manager or authorized representative, and only complete work after approval.

Costs will be covered by the Library District.

v The Vendor must:

• Provide expertise and labor to water all areas as needed

• Inspect, test, and maintain time clock operations, monitor watering schedules for efficient water use year-round and program controllers according to seasonal needs

• Adjust sprinkler heads to optimize water distribution and minimize runoff vi After each mowing, the Vendor must:

• Inspect the sprinkler system. Repair any damage caused by mowing within 48 hours, at the

Vendor’s expense.

vii The Vendor must promptly report all maintenance, and repair needs to the Library District.

viii The Library District is financially responsible for:

• Replacing and repairing time clocks and related valves and timely authorization of major repairs.

• Unauthorized invoices will not be accepted or paid.

ix The Vendor must respond to sprinkler system repair issues 24/7 at no additional charge.

x Irrigation system start-up, winter watering and winterization are included in the contracted service

(See Section J. Winterization, Spring and Fall Clean-Up).

xi Regular inspections and proactive repairs are mandated to maintain system integrity, and all major irrigation work must be authorized in advance.

xii Watering schedules are adjusted for weather and landscape requirements, with efficient practices prioritized throughout the year i Exterior Color Maintenance:

i All seasonal color bed care must reflect:

• The highest commercial landscaping standards, committing to appearance and sustainability ii Spent blooms, stems, and declining foliage must be meticulously removed to:

• Encourage continuous blooming, maintain a refined and orderly aesthetic iii Plant material must be nourished with:

• Organic, balanced liquid or bloom-inducing fertilizers selected in collaboration with the Library

District, supporting lush growth and minimal environmental impact iv The Vendor must monitor moisture needs of all color beds and planters to ensure:

• Optimal irrigation and sustainable water use v Non-irrigated areas and planters must be watered:

• Up to twice weekly. Additional watering requires Library District approval

• The Vendor must use water-efficient practices and prevent waste.

vi Active monitoring of pests and disease is required, with treatments:

• Following Integrated Pest Management (IPM) protocols, using the least toxic, most sustainable methods vii Preventative cultural practices and targeted interventions must be:

• Submitted for approval and strictly followed to protect plant and ecological health viii Soil in color beds must be:

• Aerated and cultivated on a scheduled basis enhancing soil structure and plant vitality ix Surfaces must be kept:

• Smooth and debris-free, supporting immaculate, welcoming grounds

• Litter and plant debris must be removed during every maintenance visit.

• Color beds and containers must never be left empty or with unhealthy plants.

x Replacements require Library District approval as the Library District covers costs only once authorized xi All practices must reflect the Library District’s commitment to:

• Superior landscape appearance and environmental responsibility j Winterization, Spring and Fall Clean-up:

i All spring and fall clean-up services must reflect:

• In alignment with the highest commercial landscaping standards and the Library District’s commitment to premier aesthetics and sustainability, all landscape services shall be executed with exceptional quality and environmental responsibility.

• Seasonal lawn aeration twice a year.

ii Spring cleanup must address all exterior library grounds, including flower beds, lawns, and planting areas. Tasks include:

• Removal of winter debris, leaves, turning and preparation of beds for the growing season, Removal of protective winter wrappings, and extraction of accumulated sand or gravel to maintain soil and turf quality.

• Slow release of organic fertilizer will be applied to all plants in bed areas during the spring and summer depending on the weather.

iii Fall Clean-Up is scheduled in late autumn, after full leaf drop. Tasks include:

• Thorough removal of leaves, debris, extraction of dead annual plant material, cutting back of perennials per horticultural best practices, wrapping of trees to prevent sunscald, and Covering beds with environmentally responsible materials for winter protection iv All clean-up activities must use:

• Best-in-class methods, equipment, and practices that ensure impeccable, ready-for-season conditions v All work must visibly reflect the Library District’s commitment to:

• Superior landscape appearance, resource efficiency, and ecological stewardship vi Winterization

• The timing of winter pruning may vary depending on plant species.

• During the dormant season, select shrubs under ten feet (10’), will be pruned to promote plant health and aesthetics. Pruning may include a combination of shearing and/or selective hand pruning where deemed necessary by the Vendor.

• Lower limbs on trees, up to ten feet (10’), will be pruned or removed for pedestrian and vehicle traffic clearance where necessary. This applies to trees that have been maintained for the respective clearances.

• Removal of trees and shrubs, reduction pruning, rejuvenation pruning (including acts of God), splitting of ornamental grasses, staking, guying, wound repair, or wrapping trees (unless otherwise stated in this Agreement) and replacement or installation of trees and shrubs is not included.

• The Vendor shall perform seasonal winterization of all irrigation systems, including proper shut-off, drainage, and backflow prevention procedures. All irrigation components, materials, and accessories must be securely stored and protected from freezing conditions, with inventory tracked and available for inspection upon request.

k Sustainability:

i Types and use of Chemicals and Fertilizers:

• The Library District mandates prior approval from the Facilities Manager or designated representative for all herbicide, pesticide, and fertilizer applications. Vendors must maintain complete records for each application, including product type, date, location, and method.

• All products are to be environmentally safe organic products. Fertilization must use slow-release, organic, balanced products to promote plant health and reduce environmental impact.

All practices must comply with regulations and utilize up-to-date Safety Data Sheets (SDS). In case of any misapplication or spillage, Vendors are responsible for immediate remediation and associated liability.

• Proper disposal of trash, debris, and plant material is essential for sustainability. During maintenance visits, keeping grounds and landscaped areas free of litter and hazards is vital.

Waste must be disposed of using eco-friendly methods, with on-site disposal requiring prior permission. Organic matter should be managed through recycling and composting to minimize landfill use.

ii Water-wise Landscaping:

• The Library District emphasizes water conservation in landscape management. Vendors must maintain and repair irrigation systems for efficiency and adjust components seasonally to prevent runoff.

• The Library District encourages drought-tolerant turf conversions, xero-scaping, and native plants for resilient, water-efficient landscapes. Inspections and maintenance must be regular, with major irrigation work requiring prior approval. Watering schedules will be adjusted based on weather and landscape needs year-round.

iii Best Practices in Commercial Landscaping:

• The Library District's landscape strategy relies on the best practices and continuous improvement. Vendors must demonstrate expertise in ecological stewardship and compliance with standards. Required practices include integrated pest management, weed control, soil health enhancement, and routine inspections. Every project is executed with integrity and respect for the community and environment, establishing the Library District as a leader in sustainable landscaping.

3.9 Special Services and Projects

a All services, routine or special must be performed in alignment with:

i The Library District’s principles of sustainability, ecological responsibility and superior landscape care and the highest current commercial landscaping standards.

b The Vendor must use the most advanced, sustainable, and environmentally conscious methods and materials across all services.

c Grounds must consistently reflect the Library District’s vision for:

i Pristine, welcoming, and resilient landscapes d Special services requested beyond the scope of the contract must:

i Be executed with the same dedication to excellence and environmental stewardship e Include a detailed written estimate detailing:

i Scope of work, labor, materials, and associated costs f Examples of special services included (but are not limited to):

i Labor, time and materials, and associated costs ii Additional plantings (trees, shrubs, perennials), advanced or large-scale pruning, turf conversions to drought-tolerant or native species, zero-scaping, and eco-friendly transformations, deep root watering and fertilization, and plant health care iii Time-clock upgrades iv Other enhancements supporting resource efficiency and sustainability g No special service work may begin without explicit approval from the Library Districts Facility Manager or authorized representative, via signed addendum/task order.

3.10 Quality Assurance and Performance Requirements

Representatives from the Library District and the vendor, including the account representative and site supervisor(s) where applicable, will meet at least quarterly to review performance indicators and ensure that all standards are consistently met. These discussions are intended to foster open communication, address any concerns promptly, and reinforce the spirit of partnership. Our goal is to maintain a professional relationship that upholds the quality and reliability of services while ensuring the contract remains mutually beneficial for both parties.

Performance Area Metric/Requirements Measurement

Method

Frequency

Organic Turf Fertilization

& Weed Control

All chemical use pre-approved; records complete and current;

preference for eco-friendly methods no regulatory violations;

immediate reporting of incidents via record audit/inspection

Ongoing; reviewed quarterly

Trash & Debris Removal All grounds free of litter and hazards after every visit; proper disposal

Site check visits meet standard; site user feedback

Ongoing; reviewed quarterly

Tree & Shrub

Maintenance

Pruning supports health and appearance;

obstructions and dead material removed promptly

No encroachment; timely cleanup per visual inspection

Ongoing; reviewed quarterly

Ground Cover & Beds Weeds controlled; plants healthy and contained;

sightlines clear

No visible weeds >2";

beds well-maintained at site review

Ongoing; reviewed quarterly

Irrigation System System functional; repairs timely and pre-approved;

Vendor-caused damage fixed in 48 hours

Maintenance logs;

incident report reviews

Ongoing; reviewed quarterly

Exterior Color

Maintenance

Beds neat, with healthy plants; debris removed, irrigation efficient

Consistent visual appeal;

no empty beds at visual inspection

Ongoing; reviewed quarterly

Spring & Fall Clean-up All debris and seasonal material removed; grounds prepped for season

Post-cleanup visual inspection

At Seasonal Clean Up

Winter Maintenance

Program

Work completed as scheduled; Irrigation systems winterized, and start-up completed as seasonally appropriate

Visual As needed

Special Services Performed only with approval; meets agreed scope and quality

Visual inspection of work;

service record review

As needed

3.11 Exclusions to Scope

a. Any exclusions to the Scope of Work, presented in this RFP, by the Vendor must clearly be labeled in a dedicated section of the proposal.

b. The Library District reserves the right to deem proposals non-response based on Vendor exclusions.

4. PRICING

4.1 Complete the Attachment B: Pricing Sheet included with this RFP.

4.2 The Library District will not accept fuel surcharges or ecological fees from the Vendor unless a negotiated request for such surcharges or fees is agreed by both parties as to the amount and specific timeframe.

Such an agreement must be in place prior to invoicing, or the Library District will not honor the charges.

5. PAYMENT TERMS/INVOICING

5.1 All invoices shall include adequate detail to identify the charges. All service items will be invoiced after the services are provided and will be payable in net 30 days. All invoices will be emailed to Library District

Facilities Representative and AccountsPayable@ald.lib.co.us.

5.2 As a tax-exempt entity, the Library District is not liable for any state or local tax on materials or services rendered.

5.3 Payments will be made via Credit Card (no Vendor fees charged), Check, or District’s ACH platform CorPay.

6. CONDITIONS AND INSTRUCTIONS TO THIS PROPOSAL

6.1 Schedule of Activities:

The solicitation process will consist of the following activities and deadlines.

Activity Date

RFP Issued: http://www.bidnetdirect.com/colorado Monday, October 20, 2025

Pre-Proposal Conference

Location: Koelbel Library

Time: 10:00 –11:00AM MDT; Site Walk to follow from 11:00AM-12:00PM

MDT

Pre-proposal conference is optional and will consist of a facilities tour, overview of the solicitation, and question and answer period. See Section

6.3 Pre-Proposal Meeting

Tuesday, October 28, 2025

Deadline for Questions

Additional questions may be submitted via email to

RFP@ald.lib.co.us until 5:00 p.m. MDT

Friday, October 31, 2025

Answers Posted

Answers to all questions received will be posted at www.bidnetdirect.com/colorado.

Wednesday, November 5, 2025

Proposal Submission Deadline

Submitted via email to RFP@ald.lib.co.us until 5:00 p.m. MDT

Thursday, November 20, 2025

Vendor Presentations

Scheduling will be arranged with selected Vendors as needed.

Monday, January 5, 2026 – Friday, January 9, 2026

Intent to Award Contract Wednesday, January 21, 2026 mailto:AccountsPayable@ald.lib.co.us

6.2 Submission Instructions

a. All proposals must be emailed in PDF format to: RFP@ald.lib.co.us

b. Deadline Thursday, November 20, 2025, by 5:00 PM MDT

c. Email Subject line should include “Landscape and Maintenance Services – Arapahoe Library District –

2025”

d. Include Vendor name and contact details in the email body.

e. Proposals shall not exceed 30 pages, including all attachments, except contract redlines if applicable.

f. Include signed cover sheet.

g. Late or incorrectly submitted proposals will not be considered.

h. All proposals become the property of the Library District and become subject to the Colorado Open

Records Act.

i. Proprietary or confidential material must be clearly identified and easily separated from the rest of the proposal.

j. The Library District reserves the right to reject any proposal for any reason.

k. Submission of a proposal indicated the Vendor's acceptance of the conditions in this RFP.

l. The Library District reserves the right to cancel this RFP at any time, without penalty.

m. The Library District is not liable for any cost incurred by the Vendor during the planning and preparation of the reply to this RFP.

6.3 Pre-proposal Conference

a. A recommended pre-proposal conference will be conducted on the date and time listed in the Schedule of Activities, Section 6.1.

b. The solicitation terms and conditions will be reviewed and discussed now.

c. The Library District will not be bound by and the Vendor proposing shall not rely on any oral interpretation or clarification of this RFP.

d. Questions received during the Pre-Proposal conference will be noted and addressed in writing per

Section 6.4: Clarifying Questions & Communication below.

e. Site Walks:

i. The escorted tour of the Koelbel Library grounds will be offered to Vendors at the schedule outlined below.

ii. Other Libraries with the Library District may be visited as a patron during any public hours. Only public facing spaces will be available. RFP questions are not to be directed to Library District staff. See section: 6.4 Clarifying Questions and Communication

iv. Site Walk Schedule: Tuesday, October 28, 2025

6.4 Clarifying Questions and Communication:

a. All questions must be submitted to RFP@ald.lib.co.us by the date and time specified in Section 6.1

Schedule of Activities.

b. Responses to all questions will be posted on the Rocky Mountain E-Purchasing System

(www.bidnetdirect.com/colorado ) per 6.1 Schedule of Activities for all parties to view.

Location/ Website Link Time (MT) Address

Koelbel Library

Koelbel Library | Arapahoe Libraries

10:00 AM -12:00 PM

5955 S. Holly St. Centennial, CO 80121 mailto:RFP@ald.lib.co.us https://arapahoelibraries.org/locations/KO/

c. All other communications regarding this RFP will only occur with the Library District Procurement

Department, RFP@ald.lib.co.us.

d. No communication related to this solicitation shall occur with any other Library District Personnel and may result in disqualification of the Vendor’s submission.

6.5 Addenda:

a. The Library District shall issue any written addenda or clerical corrections to the RFP via www.bidnetdirect.com/colorado.

b. A copy of any addenda will be posted on Rocky Mountain E-Purchasing System.

c. The Vendor is responsible for confirming that they have acquired all related addenda to this solicitation and have proposed in accordance with the addenda issued.

d. The addendum shall govern all other contract documents to the extent specified

6.6 Acceptance Period:

a. A proposal submitted in response to the RFP shall constitute a binding offer, and the contents of the proposal of the successful bidder will become contractual obligations. Pricing must be firm for 90 days from the date of the proposal. Best and final offers cannot be considered.

b. If the successful Vendor fails to accept all the terms and conditions set forth in the RFP in a contract, the award may be cancelled

6.7 Modification and Withdrawal of Proposal:

a. Proposals may be withdrawn or modified up to the Proposal Submittal Deadline. See 6.1 Schedule of

Activities.

b. Withdrawal must be made in writing by the same person that signed the proposal and be emailed to

RFP@ald.lib.co.us.

c. Modifications to offers may be accomplished by withdrawal of an existing proposal and submission of a new proposal prior to the Proposal Submittal Deadline.

6.8 Proposal Contents

Proposals should provide a straightforward, concise description of the Vendor’s ability to perform the requirements of this RFP to include, at a minimum, the following information. It is the responsibility of the Vendor to present only directly relevant information.

Proposals must include the following sections and subsections listed in order:

a. Cover Sheet

b. Technical Approach, Communication and Responsiveness

c. Qualifications and Experience

d. Scope Compliance, Project Management, Service Delivery and Capacity

e. Sustainability, Safety and Environmental Practices

f. Compliance, Quality Assurance, Performance Metrics and Documentation

g. Attachment B: Total Annual Cost/ Price Sheet

h. Attachment E: RFP Vendor Checklist

i. Qualifications and Experience of the Vendor

i. Provide current W-9.

ii. A brief history and overview of your company, including years of experience. A minimum of 3 years of experience in commercial landscaping services is required.

iii. Whether headquartered within or outside of Colorado, Vendor must be registered to conduct business in the State of Colorado with the Colorado Secretary of State and must provide a Certificate of Good Standing with their proposal.

iv. Company organizational structure, with special emphasis on your understanding of the services outlined in the RFP.

• Describe local infrastructure, proximity to Arapahoe County, and ability to service Library

District locations.

v. All state, county, and local licenses and/or certificates to prove the Vendor’s qualifications for providing landscaping services per Scope of Work.

vi. You must employ at least one of each of the following: a Certified Landscape Professional (CLP), a Certified Landscape Technician (CLT) as recognized by the Associated Landscape Contractors of America (ALCA), Landscape Certification technician by National Association of Landscape

Professionals (NALP) and one Pesticide Applicator licensed in the State of Colorado for the term of the contract. Include information on professional membership and awards.

vii. Key Personnel (Account Representative, Supervisors, etc.): A detailed list of personnel responsible for the contract with the Library District. Any changes to key personnel offered as part of the proposal must be approved in advance by the Library District. The list must include the following information:

• Employees Name

• Employees Job Title

• Employees with areas of experience and the length of time for each area, special training, licensing, and certification for each employee.

viii. All Vendor employees working onsite must have a clean background check conducted by the

Vendor.

• Provide (3) three specific descriptions and examples of your experience in providing landscaping services to other government entities or organizations similar in size to the

Library District within the last 24 months. Include Contract value, number of properties/square footage, describe the services you provide for the client, and contract performance (schedule adherence, budget adherence, etc.)

ix. Include three (3) references that pertain to the experience examples provided, which may be contacted with:

• Contact information (company, name, telephone number, email address)

• Number of years the company has been your client.

x. Have you ever defaulted on a project? If yes, please explain.

xi. Provide details on any past (5 years) or current lawsuits

j. Scope Compliance and Service Delivery

i. The Vendor shall provide a detailed Work Plan describing how they intend to develop, deliver, and manage the required services per Scope of Work for the Library District. This Work Plan should include the level of staffing anticipated at each facility.

ii. The Work Plan shall also include, at a minimum, the following:

• Completeness and clarity of proposed landscaping services.

• Clearly list all services provided in-house and services provided by subcontractors.

• Alignment with daily, weekly, monthly, quarterly, and specialty tasks.

• Onsite supervision and grounds technician availability.

• Explanation of the quality control methods employed by the Vendor.

• Explanation of any training provided to employees.

• Explanation of standard landscaping procedures.

• Explanation of communication tools.

• The Vendor may submit such additional information as it deems necessary or helpful to the

Library District’s evaluation process.

k. Sustainability and Safety

i. Describe sustainable landscaping practices, eco-friendly products, and procedures to be utilized.

ii. Describe staff training procedures, frequency, and record keeping practices, include detail for safety, emergency response, and sustainability.

iii. Provide the company’s safety compliance record over the last 5 years

l. Communication and Responsiveness

i. Describe how your company handles issues that arise and customer satisfaction.

ii. Provide communication plan which specifically addresses

• 2-Hour emergency response

• 1-Week non-emergency issue resolution

• Communication tools, logs, and procedures to meet scope of work

• Include standard business hours, and after-hours contact procedures

m. Quality Assurance & Performance Metrics

ii. Describe quality assurance measures and how the Vendor plans to collaborate with the

Library District in meeting performance standards.

6.9 Vendor Interviews

a. The Library District will make time available per Section 6.1 Schedule of Activities for selected Vendors to return for interviews.

b. Please reserve time this week for interviews.

c. Time and location will be scheduled with selected Vendors later.

d. Selected Vendors will be required to answer questions about their proposals and ability to meet the

Library District’s needs.

e. Vendor references may be checked as part of the interview process.

f. Vendor interviews will be factored into the award decision, see Section 6.10: Evaluation Criteria and

Award.

6.10 Evaluations and Award Criteria

a. The contract will be awarded to the Vendor whose proposal is determined to be most advantageous to the Library District, price and other factors considered, subject to negotiation and execution of an acceptable contract.

b. Proposals will be evaluated preliminarily based on the criteria and weights in Attachment D: RFP

Evaluation Criteria.

c. Based on the preliminary review of the proposals, selected Vendors will participate in interviews.

6.11 RFP Conditions

a. Vendors must thoroughly inform themselves regarding the conditions of the RFP. No plea of ignorance by the Vendor of conditions that exist or that may hereafter exist because of failure to fulfill the requirements of the contract will be accepted as the basis for varying the requirements of the Library

District or compensation to the Vendor.

b. The proposal must be complete, understandable, and address all the points included in this RFP. Failure to respond to every section clearly and concisely may make the proposal non-responsive and result in rejection.

c. Vendors must be willing to utilize the Library District’s Services Contract Template (Attachment C) and agree to terms set forth within. Scope of work will be added at contract negotiation.

i. Vendors which qualify their offers by requiring alternate contractual terms and conditions as a stipulation for contract award must include such alternate terms and conditions in their offers, redlines to template contract Attachment C.

ii. Red lines must be made in Microsoft Word, Track Changes.

iii. Intent to Award does not constitute acceptance of any red lines proposed by the Vendor.

Comments submitted on the draft agreement will not be counted in the total page count specified above.

iv. The Library District reserves the right to declare Vendors’ offers as non-responsive if any of these alternate terms and conditions conflict with the Library District’s terms and conditions, or if they are not in the best interest of the Library District.

d. Requests for proposed price changes will be submitted in writing to the Library District representative, 30 days before the proposed initiation. If pricing changes are associated with a renewal term, Vendor will provide proposed pricing 120 days prior to contract termination date. Documentation for price increases shall include actual material invoices, copies of commercial price lists, provision of appropriate price indices, etc., which reflect said increases. The Library District reserves the right to accept or reject price increases, to negotiate more favorable terms, or to terminate without cost, the future performance of the contract.

e. The Library District intends and expects that the contracting processes of the Library District and its

Vendors provide equal opportunity without regard to gender, race, ethnicity, religion, age, or disability, and that its Vendors make available equal opportunities to the extent third parties are engaged to provide goods and services to the Library District as subcontractors, Vendors, or otherwise. Accordingly, the Vendor shall not discriminate on any of the foregoing grounds in the performance of the contract and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with the performance of the contract.

f. All prior and/or existing relationships with the Library District or its employees must be identified and disclosed.

g. The Vendor is responsible for all costs related to preparation of a response to this request for proposal.

h. The successful Vendor will be required to indemnify, defend and hold harmless the Library District, its members, trustees, directors and employees from and against any and all claims, demands, suits, actions, judgments, losses, damages, injuries, penalties, costs, expenses (including attorney’s fees) and…