Landscaping College Hill _ Dunleath Areas.pdf

REQUEST FOR PROPOSALS

Event #12506

Landscaping College Hill and Dunleath Areas Planning Department

Note: This event is only open to Small Business Enterprises (SBEs) that have been certified with the City of Greensboro’s SBE Program.

SECTION 1

OVERVIEW

1. Request for Proposals (“RFP” or “Event”): The City of Greensboro (“City”) hereby solicits and invites proposals from qualified Small Business Enterprises (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFP and to provide landscaping services for the College Hill and Dunleath areas for the City of Greensboro’s Planning Department. The intent of this proposal is to receive a firm price for landscaping services that shall be performed in a manner consistent with established specifications outlined in this RFP.

2. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFP. The contract term will be for three (3) years. Services shall begin approximately on March 1, 2027 through February 28, 2029.

3. Selection Process: After the close of this RFP, Contractor proposals will be reviewed and evaluated for responsible and responsive submissions, and that all proposals have the required documents as outlined in the RFP (if required). Award will be made based on best value, using the Award Matrix on pages 7 of this RFP.

A Contractor that wishes to be considered for selection shall submit a complete, concise and comprehensible proposal in the form and manner required by this RFP.

All proposals, inquiries, or correspondence relating to this RFP, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All proposals received are subject to North Carolina Public Records laws, as outlined in Chapter 132 of the North Carolina General Statutes, along with the Public Records Confidentiality Clause in this RFP, which governs access to such documents. Any statements or endorsements that contradict these laws and clauses will be disregarded. All proprietary information shared with the City will be subject to the provisions of Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

4. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFP. Contractors are required to acknowledge all exceptions to the minimum specifications, terms, and conditions in their proposals. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

• Certified Small Business Enterprise with the City

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements

• Actively registered and in good standing with the NC Secretary of State

6. RFP Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within two days of the close of the Question and Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFP must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

7. Rights of the City – Proposals and Additional Documentation: As a result of this RFP, the

City reserves the right to accept or reject any and all proposals received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation such as independently audited financial statements, most recent tax returns, or profit loss statements before awarding this contract.

8. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

9. Terms and Conditions: Contractor will abide by all the Terms and Conditions posted in the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

10. Due Date: Submittals in response to this RFP must be submitted to the City’s Procurement Services Division via GePS no later than October 15, 2026 by 2:00 PM EST as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit proposals 24 hours prior to the event closing.

11. Submission and Response Schedule

RFP Issuance October 1, 2026 Questions and Answer Period Closes October 8 2026 at 2:00 PM EST Submission Period Ends October 15, 2026 at 2:00 PM EST Anticipated Start Date* March 1, 2027

*Some awards may require Council approval

12. Submittal Requirements: Contractors submitting a proposal must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Contractor shall be required to answer the Local Preference question on the Event.

• Provide a minimum of three (3) references with current contact information, including the name, title, and phone number of a contact person along with a brief description and dates of services provided.

• Answer all questions on the Event.

13. Contractor will bear all costs associated with the preparation of the bid response.

14. Any proposals may be withdrawn or modified prior to the RFP Submission Period End date and time stated in the Submission and Response Schedule.

15. Small Business Enterprises (SBE): The City of Greensboro established a Small Business

Enterprise Program (SBE) to provide small businesses with the opportunity to participate as prime contractors by establishing a unique marketplace where small businesses compete against other small businesses instead of larger, more established companies.

The SBE program is a sheltered market for small businesses. This allows smaller companies to participate in contracting and procurement events in areas of construction and repair, commodities, and services. The program is non-specific to race or gender. It benefits all eligible small businesses principally located within Guilford, Randolph and Rockingham counties. To qualify as small business, a company must certify with the City's Office of Business Opportunity.

For questions about the City’s SBE Program, or to register for the SBE program, please contact the Office of Business Opportunity at (336) 373-2674 or visit https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe.

SBE Policy Statement It is the policy of the City of Greensboro to ensure that all businesses, including SBEs, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

SECTION 2

SCOPE OF SERVICES

Maintenance will involve trimming, weeding, pruning, cleaning out, fertilizing and mulching each planting area four times per year for three years. Below is a list of the planting areas:

College Hill Planting Areas

1. SE Corner S. Tate Street, West Market Street Est Sq. Ft. ~ 700 sq. ft.

2. NW Corner Carr Street, S. Tate Street Est Sq. Ft. ~ 360 sq. ft.

3. SE Corner Carr Street, S. Tate Street Est Sq. Ft. ~240 sq. ft.

4. NW Corner S. Mendenhall Street, Rankin Place Est Sq. Ft. ~800 sq. ft.

5. SW Corner S. Mendenhall Street, Rankin Place Est Sq. Ft. ~350 sq. ft.

6. NE Corner S. Mendenhall Street, Walker Avenue (Pergola) Est Sq. Ft. ~610 sq. ft.

7. NW Corner S. Mendenhall Street, Walker Avenue Est Sq. Ft. ~ 120 sq. ft.

https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe

8. SW Corner S. Mendenhall Street, Walker Avenue Est Sq. Ft. ~225 sq. ft.

9. SE Corner S. Mendenhall Street, Walker Avenue Est Sq. Ft. ~580 sq. ft.

10. NW Corner Jackson Street, Spring Garden Street Est Sq. Ft. ~ 550 sq. ft.

11. NE Corner Jackson Street, Spring Garden Est Sq. Ft. ~550 sq. ft.

12. Island Cedar Street, Spring Garden Street (sign area) Est Sq. Ft. ~875 sq. ft.

13. NW Corner W. McGee Street, Spring Street (sign area) Est Sq. Ft. ~ 705 sq. ft.

14. SW Corner W. McGee Street, Spring Street Est Sq. Ft. ~240 sq. ft.

College Hill Planters

1. One planter at S. Mendenhall and Carr streets

2. Seven planters on Walker Avenue at S. Mendenhall Street

Dunleath Planting Areas

A. Max Thompson Pedestrian Bridge Landscaping on both sides of the bridge at Church Street and Hendrix Street.

B. School/Neighborhood Sign Corner of Yanceyville Street and Bessemer Avenue.

C. 1–4 – Summit Avenue Medians Four medians along Summit Avenue

D. 1–2 – Yanceyville Street Medians Two medians along Yanceyville Street

The Contractor shall provide quarterly landscape maintenance for all planting areas and planters, including:

• Mow and trim turf areas where applicable

• Hand weed planting areas and hardscape edges

• Apply herbicides as needed

• Prune and shape shrubs and ornamental plants to maintain pedestrian and vehicular access to rights-of-way and visibility of signs. Crape myrtles may not be topped; all pruning shall follow ANSI standards.

• Remove litter, debris, and fallen limbs and leaves

• Inspect plant health and note site hazards

• Maintain bed definition and mulch to a depth of 3” maximum. Mulch should not be in contact with tree trunks (ANSI A300).

• Sweep or blow walkways, curbs, and paved surfaces when needed

• Remove dead plant materials completely, including root balls as needed to prepare for future replanting

• Haul and dispose of all debris

The contractor shall submit a detailed quarterly invoice covering work performed. Any noted site hazards or dead plant removal shall be documented in the invoice.

The contractor shall also provide unit pricing for the following à la carte services.

• Price per hour plus plant materials for replacement of dead perennials with natives having similar visual character and cultural requirements to plants removed. Plants that do not survived one year from the date of planting shall be replaced by contract or at no additional cost to the city.

• Price per square foot for establishment of new planting areas

• Price per hour for participation in community-organized landscape clean up days

• Price per hour for landscape design and planting recommendations

• Price per hour for participation in educational programming and community events

Tools Needed: Gloves, hand trowel, clippers, loppers, hedge trimmers, watering equipment, fertilizer applicators, leaf blowers, pitch forks or tools to apply and spread mulch, clear plastic or paper yard waste bags or equipment to haul debris away.

Contractor will supply the following:

• Water – there are no water sources available near beds

• Fertilizer – Natural or organic (pet and child safe; pollinator friendly).

• Mulch – Single-ground hardwood mulch or equivalent

• All necessary licenses when using herbicides

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City’s contract for landscaping services for the Planning Department will be competitively negotiated. It is the City’s intent to select Contractor(s) qualified to provide such services based on demonstrated competence and qualification for the type of services proposed and thereafter to negotiate a contract for those services with the best-qualified Contractor(s). If a contract cannot be negotiated with the best-qualified Contractor(s), negotiations with that contractor shall be terminated and initiated with the next best-qualified Contractor. Selection of a Contractor shall include the use of good faith efforts to notify small business firms of the opportunity to submit qualifications for consideration.

The City reserves the right to accept any proposal deemed to be in the best interest of City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the proposal review and selection process then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFP dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result in the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications in order to be considered for selection:

• Complete and accurate submittal of the specific proposal components.

• Contractor must demonstrate the ability to staff and supply the services proposed

Prices shall be entered into the GePS event under the Lines Tab. Quoted prices shall remain in force for the duration of the contract.

Line 1 - Quarterly Landscape Maintenance Dunleath Area Line 2 - Quarterly Landscape Maintenance College Hill Area Line 3 - Price per hour plus plant materials for replacement of dead perennials Line 4 - Price per square foot for establishment of new planting areas Line 5 - Price per hour for participation in community-organized landscape clean up days Line 6 - Price per hour for landscape design and planting recommendations Line 7 - Price per hour for participation in educational programming and community events

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFP and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the best value Contractor(s).

Award Matrix

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting a proposal must meet the minimum requirements and submit the following information with their response:

Contractor should respond to each of the following requirements in a clear, concise and comprehensive manner. The Contractor should carefully review the Public Records Confidentiality Clause when submitting information for this RFP.

Each proposal submitted for consideration must comply with the stipulations set forth in this RFP as well as any addenda and any written responses from the City to Contractor inquiries.

Available Points Selection Criteria

Plan and Strategy of Deliverable of Service

• Statement of the Contractor's understanding of the scope of work and approach to providing the requested service

Level of Qualification and Experience

• Contractor's length and level of experience and technical competence

Proposed Overall Total Cost to Provide Service

• The maximum allowable points will be assigned to the proposal with the lowest cost. Points awarded to remaining Contractors to decrease incrementally based on total cost proposed

5 Meets Local Preference Policy

100 Total Score

Contractor’s submission shall identify a single contact person for receipt of responses and information from the City. The method of receipt and distribution of information will be by e-mail. Therefore, include a contact name, phone number, mailing address and e-mail address with the proposal.

The submittal shall not exceed 15 single-sided pages, excluding resumes, references, and appendices (if provided). All relevant information must accompany the proposal. The Contractor shall include the information below in its submission in the following order:

1. Letter of Interest:

• A concise letter of interest that must include the following:

a. Contractor Information The name and address of the Contractor.

b. Date of Business Establishment Contractor shall provide the date on which their business enterprise was originally established.

c. Principals Authorized to Conduct Negotiations The name, address, telephone number, and e-mail address of the designated contact and principals authorized to conduct negotiations for the business.

d. Contractor’s Interest in Performing Services Description of experience in providing landscaping service.

e. Validity of Proposal Statement indicating the proposal will remain valid for acceptance for a period of three (3) months from its submission and thereafter until the Contractor withdraws or a contract is executed, whichever first occurs.

2. Qualifications and Experience: Qualifications and experience discussed should be limited to the specific scope of services being requested. At a minimum, this section should include the following:

• Overview of Contractor's firm, including size of organization.

• Contractor's length and level of experience.