LAWN_CARE_AND_LANDSCAPING_SERVICES_AT_UW_FOX_CITIES_CAMPUS_(Addendum_#1_Revision).pdf

RFP# RFP-072-2025 LAWN CARE AND LANDSCAPING SERVICES AT UW FOX CITIES CAMPUS

Winnebago County, Wisconsin

Facilities

Request for Proposals for

LAWN CARE AND LANDSCAPING SERVICES AT UW FOX

CITIES CAMPUS

RFP# RFP-072-2025

Due: July 11, 2025

TABLE OF CONTENTS

INTRODUCTION

GENERAL REQUIREMENTS

SCOPE OF SERVICES

SUBMITTAL PROCESS AND DETAILS

WITHDRAWAL OF PROPOSAL

EVALUATION PROCESS

EVALUATION CRITERIA

PRICING

PROPOSAL

Attachments:

A - Insurance Exhibit

B - SCOPE OF WORK

C - Drawing of Grounds

INTRODUCTION

Purpose

Winnebago County is soliciting proposals from a qualified Contractor to provide lawn mowing and landscaping services at the UW Fox Cities Campus.

RFP Schedule

The key dates and times (subject to change by the County) for this RFP are listed below:

RFP Post Date: June 20, 2025

Pre-Proposal Meeting (Non-Mandatory): June 27, 2025, 10:00am

UW FOX CITIES CAMPUS 1478 MIDWAY RD

MENASHA WI 54952

MEET AT THE MAIN THEATRE ENTRANCE

Questions/Inquiries Submission Deadline: July 3, 2025, 3:00pm

Proposal Submission Deadline: July 11, 2025, 3:00pm

GENERAL REQUIREMENTS

Questions & Clarifications

All questions, inquires, or requests for clarification regarding this RFP shall be submitted through the County's OpenGov

Procurement portal at: https://procurement.opengov.com/portal/winnebagocountywi and all questions, inquiries, or requests for clarification shall be submitted prior to 3:00 pm on Thursday, July 3, 2025. No emailed or in person questions shall be allowed and no responses to any inquiries outside of questions asked within the County's OpenGov Procurement portal and their direct responses within the portal shall be considered official. Only questions answered by formal addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

Addenda

Any addendum issued as a result of any change to this RFP as originally posted shall become a part of the RFP and all shall be acknowledged by a Proposer as part of their submittal or an individual proposal may be deemed non-responsive. At the time an individual addendum is released, all OpenGov Procurement users following this RFP will be automatically emailed a notification regarding such addendum. It shall be the Contractor's responsibility to check for any addenda issued as part of this RFP. All addenda issued as part of this RFP will be posted on the County's OpenGov Procurement portal at:

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

Pre-Submittal Requirements

If the Contractor receives this Request for Proposal (RFP) from any source or entity other than the County's OpenGov

Procurement portal, the Contractor is responsible for registering on the County's OpenGov Procurement portal and https://procurement.opengov.com/portal/winnebagocountywi https://procurement.opengov.com/portal/winnebagocountywi following this project in order to place their name on the plan holders list. Failure of the Contractor to properly place their name on the plan holders list in no way obligates the County to deliver addenda or other information concerning this RFP to the Contractor.

Contract Requirements

All prices are to be net F.O.B.-Destination, Winnebago County, Winnebago County is a tax-exempt municipal corporation, under Wisconsin Statute 77.54 (9a). Do not include sales tax in your proposal.

The successful Contractor must provide a Certificate of Insurance meeting County requirements.

The successful Contractor will be required to sign a standard County contract within 10 days after award. Contractors are encouraged to familiarize themselves with the conditions contained therein. A sample contract can be viewed at:

https://www.co.winnebago.wi.us/sites/default/files/uploaded-files/psaprovider.pdf.

The initial term of this contract is for one year and may be renewed or extended at the County's discretion for an additional

(4) 1-year terms thereafter upon written mutual agreement by the County and awarded firm.

Other Information

Winnebago County is not liable for any costs incurred in replying to this RFP. The County reserves the right to reject any and all proposals and to select the proposal considered most advantageous to the County.

Any proposals submitted in conjunction with this request will become public record, open for public inspection. If there is confidential or proprietary information which should be exempted from this requirement, Contractors must include a separate request explaining what items should be exempted and why. Notification of the County’s determination on such requests will be made prior to release of any information in the proposal.

Award of the contract may be contingent upon approval of funds by the Winnebago County Board of Supervisors and/or

County Executive.

Winnebago County reserves the right to cancel any order for failure of the successful Contractor to comply with the terms, conditions or requirements of this RFP.

Successful Contractor shall comply with all applicable local codes and shall obtain all necessary permits.

County Rights

The County, at its sole discretion, reserves the following rights:

• To supplement, amend, substitute or otherwise modify this RFP at any time

• To cancel this RFP with or without the substitution of another RFP

• To take any action affecting this RFP, this RFP process, or the services subject to this RFP that would be in the best interests of the County

• To issue additional requests for information or clarification from proposers or to allow corrections of errors or omissions https://www.co.winnebago.wi.us/sites/default/files/uploaded-files/psaprovider.pdf

• To require any Proposers to supplement, clarify or provide additional information in order for the County to evaluate the proposals submitted

• To negotiate an agreement with a Proposer based on the information provided in response to this RFP

• This RFP does not obligate Winnebago County to contract for services specified herein.

SCOPE OF SERVICES

Scope

Please see the attached Scope of Work.

SUBMITTAL PROCESS AND DETAILS

All proposals and responses to this RFP shall be submitted electronically through the County's OpenGov Procurement portal. All requested and required information and documents must be electronically submitted in response to this RFP in the appropriate and required manner or a proposal may be deemed non-responsive. Proposals shall be electronically submitted through the County's OpenGov Procurement portal, no later than 3:00 pm Central Time, on Friday, July 11, 2025. Proposals received in any other manner will be returned. No late submittals will be accepted and no submittal method other than electronically through the County's OpenGov Procurement portal will be accepted. In order to be considered for evaluation, a proposal must be "Submitted" prior to the stated due date and time.

It is the responsibility of the Proposer to ensure that their proposal is submitted in the proper manner and prior to the deadline for submittal of proposals. No more than one proposal per Proposer will be accepted.

It is recommended that Proposer thoroughly reviews their submittal in its entirety to ensure that all portions follow all requirements stated within this RFP.

If a Proposer wishes to amend a proposal prior to submittal they may temporarily withdraw their proposal by clicking the

"Unsubmit Proposal" button available within OpenGov Procurement and making any such changes but must submit their proposal again prior to the deadline for submittal of proposals or their proposal will not be considered for evaluation.

Proposals not in "Submitted" status will not be given consideration by the County for evaluation and award.

All proposals submitted shall be binding for ninety (90) calendar days unless the Contractor(s), upon request of the

County, agree to the extension.

WITHDRAWAL OF PROPOSAL

A Proposer may withdraw their proposal at any point prior to the due date and time of proposals and any proposal not in a "Submitted" status as of the deadline shall not be considered. In order to withdraw their proposal, a Proposer must click the "Unsubmit Proposal" button. After being withdrawn, if not resubmitted it shall not be considered by the County for evaluation.

EVALUATION PROCESS

The Request for Proposal responses will be evaluated on professional qualifications listed within the submissions. After reviewing the initial responses, Winnebago County may determine a short list of consultants to be interviewed. Award will be made to the responsible Contractor whose proposal is most advantageous with price and other factors stated within this RFP.

It is not the intent of this RFP to solicit an overly long response, but it is important that the Contractor's experience/expertise be adequately described. It will, for example, be much more useful to address abilities and expertise directly comparable to this project than to include an exhaustive list of all projects completed by the Contractor. The selected Contractor will meet with the Director of Facilities to prepare a contractual agreement between the County and the Contractor.

EVALUATION CRITERIA

The criteria that will be used to evaluate the proposals will include but not necessarily be limited to the following:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of Project/Quality of Proposal

Contractor's understanding of the project risks, challenges, strategy, and proposed methodology that will be used to complete the project. All requirements of the RFP are addressed within the contractors proposal.

0-10 Points 15 (15% of Total)

2. Experience/References

Demonstrated expertise in performing projects of a similar scope in a timely manner. A minimum of three (3) years experience providing the services outlined in the Scope of

Work is required.

0-10 Points 20 (20% of Total)

3. Experience of Personnel

Strength of Contractor's work force in terms of the number of qualified, trained and experienced employees and supervisors.

0-10 Points 20 (20% of Total)

4. Equipment

The amount and type of equipment the contractor has available to perform the work.

0-10 Points 20 (20% of Total)

5. Cost

Total costs to complete the scope of work.

0-10 Points 25 (25% of Total)

PRICING

PRICING TABLE

Line Item Description Months of

Service in

Calendar Year

Unit of Measure Unit Cost

1 Lawn mowing & landscape services for

2025 (07/01/2025-10/31/2025) 3 Lump Sum

2 Lawn mowing & landscape services for

2026 (04/01/2026-10/31/2026) 7 Lump Sum

3 Lawn mowing & landscape services for

2027 (04/01/2027-10/31/2027) 7 Lump Sum

4 Lawn mowing & landscape services for

2028 (04/01/2028-10/31/2028) 7 Lump Sum

5 Lawn mowing & landscape services for

2029 (04/01/2029-10/31/2029) 7 Lump Sum

PROPOSAL

Company Information

Company or Organization Type* Please state the type of company/organization that your company does business as.

Examples: Corporation, LLC, Sole Proprietor, etc.

*Response required

Names of Principals* Please state the names of the Principals of your company using the following format:

• Full Name for Principal 1

• Full Name for Principal 2

• Full Name for Principal 3

*Response required

Years of Business* Please state the number of years that your company has operated under its current name.

*Response required

Years of Similar Experience* Please state the number of years of experience your company has providing services similar to those noted in the Scope of Work of this RFP. A minimum of 3 years relevant experience is required.

*Response required

Recent Experience* Please provide a list of the projects your company has completed in the past five (5) years that are similar to this project.

For each project, provide the following:

• Name/Description of Project

• Project Owner

• Contract Amount

• Date of Completion

NOTE: Be sure to include any previous history working with the County.

*Response required

Failure to Complete Past Work* Has your company ever failed to complete any work awarded to it?

NOTE: An answer of "Yes" does not necessarily disqualify your proposal. You will be given the opportunity to explain.

☐ Yes

☐ No

*Response required

When equals "Yes"

Failure to Complete Past Work - Explanation* You have indicated that your company has failed to complete work as awarded. Please upload a description of the issue(s) and explanation(s).

*Response required

Judgements or Litigation* Are there any judgments, claims, arbitration, proceedings, or suits pending or outstanding against your company?

NOTE: An answer of "Yes" does not necessarily disqualify your proposal. You will be given the opportunity to explain.

☐ Yes

☐ No

*Response required

When equals "Yes"

Judgements or Litigation - Explanation* You have indicated that your company has judgments, claims, arbitration, proceedings, or suits pending or outstanding against it. Please upload a description of the issue(s) and explanation(s).

Lawsuits or Arbitration* Has your company filed any lawsuits or requested arbitration with regard to construction or consultant contracts within the last five (5) years?

NOTE: An answer of "Yes" does not necessarily disqualify your proposal. You will be given the opportunity to explain.

☐ Yes

☐ No

*Response required

When equals "Yes"

Lawsuits or Arbitration - Explanation* You have indicated that your company has filed one or more lawsuits or requested arbitration with regard to construction or consultant contracts within the last five (5) years. Please upload a description of the issue(s) and explanation(s).

*Response required

Licenses (if applicable) Please provide copies of all applicable licenses.

References* List no less than three (3) references from within the last three (3) years for which you have performed on a project/contract similar to the Scope of Services within this RFP.

Provide the following information for each reference:

• Agency/Entity Name

• Work Performed

• Duration of Work Performed

• Contact Individual at Agency/Entity

• Contact Phone

• Contact Email

*Response required

Proposal Information

Proposal (DO NOT INCLUDE COST INFORMATION)* Please upload your proposal here. The proposal must include:

A. A brief company history showing a minimum of three (3) years in business providing the landscape maintenance services required.

B. The number of employees, including years of relevant experience for each.

C. A list of all equipment available for the project, including owned and leased equipment.

D. The anticipated duration of on-site time per visit.

This upload should NOT INCLUDE any pricing information as that will be submitted using the Pricing Table.

*Response required

Additional Information

Confidential and Proprietary Information Submit any information you wish to deem as "Confidential" or "Proprietary" here. This information will still be provided to evaluators but if it is deemed by the County as a Trade Secret or Confidential/Proprietary then it shall be treated as such.

While this is not a required portion of your submittal, you are required to use this section to provide any information that you wish to potentially deem as a Trade Secret or Confidential/Proprietary.

Additional Information (if needed) For any additional information requested or required by any of your previously provided answers or as stated within this

RFP please upload the additional documentation here.

Submittal Confirmation* Proposer hereby certifies that all information provided within this proposal is accurate to the best of their knowledge.

Proposer acknowledges that they have examined and carefully studied all Contract Documents and any Addenda and that they have provided any necessary proof of their authority to submit a proposal on behalf of the Company Name stated on the proposal thereby committing the Company to the information contained within.

☐ Please confirm