Mowing _ Landscaping RFP Cemeteries FINAL.pdf

CITY OF DALTON, GEORGIA

REQUEST FOR PROPOSALS

For

PROJECT:

2027-2029 MOWING & LANDSCAPING SERVICES

Three (3) Cemetery Locations

PO BOX 1205

DALTON, GEORGIA 30722

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CITY OF DALTON

REQUEST FOR PROPOSAL

Sealed proposals will be received by City of Dalton for Public Works 2027-2029 MOWING AND LANDSCAPING SERVICES FOR THREE (3) CEMETERY LOCATIONS on Thursday, October 29th until 4:00 PM at the Finance Office located at City Hall - 300 West Waugh Street, Dalton, Georgia 30721. Proposals received will not be open publicly, as this is an RFP. Proposals will be scored at a later date.

PROJECT DESCRIPTION - The work consists of MOWING AND LANDSCAPING SERVICES AT THREE CEMETERIES WITHIN THE CITY OF DALTON. The location of the work will involve mowing and landscaping at the West Hill Cemetery, Oak Hill Cemetery & Old Presbyterian Cemetery. Proposers must submit pricing for each individual site listed on the bid form. The proposals submitted will be for furnishing all necessary supervision, materials, labor and equipment required to satisfactorily complete the specified work for a one-year period beginning January 1, 2027 and ending December 31, 2027 with the option for the City of Dalton to renew on the same terms each year for 2 additional years, unless the proposal specifically states a different price for year 2 and year 3.

The contractor awarded the contract must provide workers’ compensation insurance for all Contractor’s employees and agents and must maintain a policy of insurance in the minimum amount of $1,000,000 to cover any negligent acts committed by the Contractor. Additionally, the contractor must be able to satisfy the requirements of the City’s vendor packet for service providers located on the City’s website www.daltonga.gov on the Finance Department’s Policies and Forms page.

In order to be considered a responsive bidder, the contractor must be in compliance with the Georgia Security and Immigration Compliance Act and shall submit with their bid, a signed and notarized affidavit verifying its compliance with O.C.G.A. §13-10-91, which verifies its participation in the federal work authorization program commonly known as E-Verify.

Copies of the Bid Documents may be obtained at the office of the City of Dalton Public Works Department, 535 Elm Street, Dalton, GA 30722 or on the City’s website at daltonga.gov under the Bids & RFP’s tab, without charge. Contact person will be Jerome Key, Landscape Foreman & Arborist, at 706-278-7077.

A Mandatory pre-proposal meeting is scheduled for 10:00 AM Thursday, October 8, 2026 at the Public Works Office, located at 535 N Elm St – Dalton, GA 30722. Site visits to be performed by proposing contractor.

Any questions pertaining to the proposal documents and specifications should be addressed to Jerome Key, by phone at 706-278-7077 or by email jkey@daltonga.gov. Deadline for receiving questions will be 5:00 PM October 15th. All questions received prior to deadline will be address by October 22nd.

Envelopes containing proposals must be sealed, addressed to: Ms. Cindy Jackson, Finance Director, City of Dalton, and marked as follows: “DO NOT OPEN - Proposal for Mowing and Landscaping Services Dalton Public Works Department”.

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Request for Proposal Timeline

1. Bid Advertisement – September 24, 2026

2. Mandatory Pre-RFP Meeting – October 8, 2026

3. Questions Deadline – October 15, 2026

4. Questions Addressed – October 22, 2026

5. Proposal Due – October 29,2026

Mandatory RFP Documents

1. Company History / Description / Service Area

2. Company Qualifications / List of Assets & Total Number of Employees

3. List of References for Contracts Exceeding $30,000

4. E-verify Affidavit

5. Insurance if not an approved City of Dalton Vendor

6. Completed Bid Form

Request for Proposals – Scoring Criteria

**The following criteria will be utilized by the City of Dalton Public Works Department for Scoring of Proposal Submissions**

1. Overall Completeness of Proposal – 20 points

2. Company Qualifications/Relevant Experience – 30 points

3. Reference & Past Performance – 20 points

4. Price – 30 points

DALTON, GA

BID FORM

MOWING AND LANDSCAPING SERVICES FOR THREE (3) CEMETERY

LOCATIONS WITHIN THE CITY OF DALTON

Item Description: Provide mowing and landscaping services per specifications provided within the RFP Packet, at all three (3) locations within the City of Dalton.

Provide mowing and landscaping services at the following locations within the City of Dalton:

1. West Hill Cemetery & Chapel $__________________

2. Oak Hill Cemetery $__________________

3. Old Presbyterian Cemetery $__________________

Lump Sum Yearly Cost $___________________ Per Calendar Year for 2027, 2028, 2029

Price Increase for Calendar Year 2028 (If proposed): ______________

Price Increase for Calendar Year 2029 (If proposed): ______________

**Price increase will be based off Lump Sum Yearly Cost provided on this bid form for each year. Not a compounding increase year over. If proposer requests a $1 per year increase, proposer would need to put $1 in 2028 and $2 in 2029.**

Bid(s) submitted by (Contractor Name): ___________________________________

Signed by (Company Officer): ____________________________________________

Print Name and Title: ___________________________________________________ ctownsend Text Box Location: West Hill Cemetery & Chapel ctownsend Image

Polygon ctownsend Text Box Location: Oak Hill Cemetery ctownsend Image

Location: Old Presbyterian Cemetery ctownsend Image

Mowing & Landscaping Services at Cemeteries

Bid Specifications

I. West Hill Cemetery

A. Description of services

• The contractor will mow and weed eat all maintained areas (indicated in red on the map) of Dalton’s West Hill Cemetery. This includes ditches, banks, and trim work around all obstructions like tombstones, stone walls, fences, trees, shrubbery, etc.

• The contractor will utilize mowers equipped with mulching decks to minimize grass accumulation on tombstones and monuments. Should grass clippings get on tombstones and monuments, contractor must blow these clippings off the same day in which it occurred.

• The cemetery should be completed on a weekly basis, weather permitting.

The contractor will make every effort to finish West Hill each week before the weekend, as the cemetery receives more visitors at that time. No mowing on

Sunday whatsoever.

• The contractor shall maintain a full staff of a minimum of four workers for completing the work at this location each week.

• Special consideration must be given to the cemetery around the time of the

Easter, Mother’s Day, Father’s Day, Memorial Day, and Fourth of July holiday weeks.

• The contractor’s mowing services are to be provided from March 01 through

November 15 on a weekly basis and twice a month from November 15 through December 15.

• The contractor is responsible for any damage to monuments or other property caused by mowers, weed eaters, or other equipment used by the contractor’s employees.

• No herbicide use is allowed. The contractor may use insecticides for ants, bees, and wasps.

• Debris that inhibits mowing must be gathered up and placed in a designated pick up location.

• The cemetery sexton will serve as the contractor’s on-site contact person.

• The cemetery sexton will provide a list and show the contractor the location of grave sites that are maintained by individuals and are not to be disturbed.

This list is subject to change.

• The contractor is not responsible for tree care at the cemetery. Low hanging limbs and other tree problems will be handled by the Landscaping Division of the Public Works Department. The contractor is asked to report any problems that they notice to the cemetery sexton immediately.

• The contractor shall prune shrubs, plant spring and fall annuals, install mulch

(only ground pine bark) and provide weed control in beds at Cemetery

Chapel.

B. Additional contract requirements

• The contractor will provide three current references

• The contractor will honor special requests from the City of Dalton

• The service provider will bill Dalton Public Works Department monthly for work performed each month.

II. Oak Hill Cemetery

• The contractor will mow and weed eat all maintained areas of Dalton’s Oak Hill Cemetery. This includes ditches, banks, and trim work around all obstructions like tombstones, stone walls, fences, trees, shrubbery, etc. The narrow islands of grass between the sidewalk and both Waugh and Boundary streets must be maintained by the contractor as well. All sidewalks and curbs should be edged and blown off.

• The cemetery should be completed on a weekly basis

• The contractor’s services are to be provided from March 01 through

November 15 on a weekly basis and twice per month from November 15 through December 15 of each calendar year.

• The contractor is responsible for any damage to monuments or other property caused by mowers, weed eaters, or other equipment used by the contractor’s employees.

• No herbicide use is allowed. The contractor may use insecticides for ants, bees, and wasps.

• Debris that inhibits mowing must be gathered up and placed in a designated pick up location.

• The cemetery sexton will serve as the contractor’s on-site contact person.

• The contractor is not responsible for tree care at the cemetery. Low hanging limbs and other tree problems will be handled by the Landscaping Division of the Public Works Department. The contractor is asked to report any problems that they notice to the cemetery sexton.

III. Old Presbyterian Cemetery

• The contractor will mow and weed eat all maintained areas of Dalton’s Old

Presbyterian Cemetery. This includes ditches, banks, and trim work around all obstructions like tombstones, stone walls, fences, trees, shrubbery, etc.

• The cemetery should be completed on a weekly basis.

• The contractor’s services are to be provided from March 01 through

November 15 on a weekly basis and twice per month from November 15 through December 15 of each calendar year.

• The contractor is responsible for any damage to monuments or other property caused by mowers, weed eaters, or other equipment used by the contractor’s employees.

• No herbicide use is allowed. The contractor may use insecticides for ants, bees, and wasps.

• Debris that inhibits mowing must be gathered up and placed in a designated pick up location.

• The cemetery sexton will serve as the contractor’s on-site contact person.

• The contractor is not responsible for tree care at the cemetery. Low hanging limbs and other tree problems will be handled by the Landscaping Division of the Public Works Department. The contractor is asked to report any problems that they notice to the cemetery sexton.

*Any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L.

99-603. As of the effective date of O.C.G.A. § 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration.

STATE OF GEORGIA

WHITFIELD COUNTY

VENDOR AFFIDAVIT AND AGREEMENT (E-Verify)

COMES NOW before me, the undersigned officer duly authorized to administer oaths, the undersigned contractor, who, after being duly sworn, states as follows:

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Dalton, Georgia has registered with and is participating in a federal work authorization program and will continue using the program throughout the contract period in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02.

The undersigned contractor further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to the contract with the City of Dalton, Georgia of which this affidavit is a part, the undersigned contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 through the subcontractor’s execution of the subcontractor affidavit required by Georgia Department of Labor Rule 300-10-1-.08 or a substantially similar subcontractor affidavit. The undersigned contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Dalton, Georgia at the time the subcontractor(s) is retained to perform such service.

FURTHER AFFIANT SAYETH NOT.

BY: Authorized Officer or Agent Date Authorization Date for EEV Program

Contractor Name Employment Eligibility (EEV) #

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

Sworn to and subscribed before me

This day of ____________, 20______

Notary Public

My Commission Expires: ___________________

*MUST BE NOTARIZED

OATH MADE PURSUANT TO O.C.G.A. § 36-91-21(e)

IN PERSON BEFORE ME, an officer authorized to administer oaths appeared

___________________ _____ (Name of Chief Officer) who on oath deposes and says as follows:

I am an officer of ___________________________ (the “Company”) and I am authorized to make this oath on behalf of the Company. I make this oath from my personal knowledge after reasonable inquiry. Neither the Company nor its officers, stockholders or employees have, directly or indirectly, prevented or attempted to prevent, by any means whatsoever, competition in the bidding or proposals for the 2027 Mowing and Landscaping Services Within the City of Dalton (the

“Project”). Neither the Company nor its officers, stockholders or employees have prevented or endeavored to prevent anyone, by any means whatsoever, from making a bid or proposal for the

Project. Neither the Company nor its officers, stockholders or employees have caused or induced another to withdraw a bid or proposal for work on the Project.

This ____ day of ________________, 2026.

Company Officer:

By

Print

Sworn to and subscribed before me, this ___ day of ____________, 2026.

Notary Public

SAMPLE

SERVICES AGREEMENT

THIS AGREEMENT (“Agreement”) is made and entered into this ___ day of ______________, 202__, by and between the City of Dalton, Georgia (the “City”) and _____________ (the “Contractor”).

WHEREAS, the City desires to retain Contractor to provide certain services on the terms and conditions set forth below, and

WHEREAS, Contractor has represented to City that Contractor is qualified and capable of providing said services and desires to provide the services to the City on the terms and conditions set forth below.

NOW THEREFORE, in consideration of the covenants hereinafter set forth, the parties hereto agree as follows:

1. Scope of Services. Contractor shall provide services to the City specified in the City’s Request for Proposal which is included herein by reference and the specifications provided in the Contractor’s proposal attached hereto as Exhibit “A” (hereinafter “Services”).

2. Compensation. The City will pay Contractor as set forth in the pay schedule set forth in Exhibit B attached hereto and incorporated by reference.

3. Term. This Agreement is effective upon the date hereof and will remain in effect for one (1) year (the “Initial Term”); following the expiration of the Initial Term, this Agreement will automatically renew for two (2) successive one (1) year terms (each a “Renewal

Term” and collectively with the Initial Term, the “Term”), unless canceled by the City giving at least sixty (60) days written notice of termination prior to the end of the then current Term.

4. Relationship. Contractor and any employees, agents, or subcontractors engaged by Contractor (collectively “Contractor Parties”), are and shall at all times remain, as to the

City, wholly independent contractors. The City shall have no control over the conduct of

Contractor Parties, or the time, method, or manner of their work, except as herein set forth.

Contractor Parties shall have no power to incur any obligation or liability on behalf of the City or otherwise act on behalf of the City, and they shall not, at any time or in any manner, represent themselves to be agents or employees of the City. Contractor Parties shall pay all required taxes on amounts paid under this Agreement, and Contractor shall indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. Contractor shall also indemnify and hold the City harmless from any failure of Contractor to comply with applicable workers’ compensation laws.

5. Assignment. Contractor may not assign Contractor’s rights or obligations hereunder without the prior written consent of the City.

6. Subcontractors. Contractor shall provide written notice to City of Contractor’s intent to use a subcontractor for any portion of the Services. City shall be entitled to reject any subcontractor it deems not qualified to complete the Services in the City’s sole discretion. Any subcontractor approved for work shall abide by any and all terms of this Agreement.

7. Insurance. Contractor shall obtain and maintain during the term of this

Agreement the following coverages and provide the City with evidence of the same:

(a) General Liability Coverage - General Liability policy with a minimum limit of $1,000,000.00 per occurrence for bodily injury and property damage.

(b) Workers’ Compensation Coverage – Workers’ Compensation policy with the following minimum limits:

(1) Workers’ Compensation statutory limits;

(2) Employer’s Liability:

a. Bodily Injury by Accident - $100,000.00

b. Bodily Injury by Disease - $500,000.00 policy limit

c. Bodily Injury by Disease - $100,000.00 each employee

Contactor shall complete the Workers’ Compensation Insurance Affidavit of the City of Dalton to determine if any exemption to Workers’ Compensation Insurance is applicable.

(c) Auto Liability Coverage – Auto Liability policy with a minimum of $1,000,000.00 limit per occurrence for bodily injury and property damage, if motor vehicle is used in performance of scope of services. Comprehensive form covering all owned, non- owned, and hired vehicles.

8. Indemnification. Contractor shall defend, indemnify, and hold the City, its officials, employees, volunteers, agents and independent contractors (collectively

“Indemnitees”) harmless from any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages or injuries, in law or equity, to property or persons, including wrongful death (collectively “Claims”), in any manner arising out of or incident to any acts or omissions of Contractor Parties in connection with the performance of this Agreement, including without limitation the payment of all consequential damages, attorneys’ fees, and other related costs and expenses, except for such Claims arising out of willful misconduct of the Indemnitees. With respect to any and all such Claims, Contractor shall defend Indemnitees at Contractor’s own cost, expense, and risk and shall pay and satisfy any judgment, award, or decree that may be rendered against Indemnitees. Contractor shall reimburse Indemnitees for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor or Indemnitees. The City shall further have the right to offset against the amount of any fees due to Contractor under this

Agreement any amount due to the City from Contractor as a result of its failure to promptly pay to the City any reimbursement or indemnification arising under any provision of this

Agreement. All duties of Contractor under this paragraph shall survive termination of this

Agreement.

9. Counterparts. This Agreement may be executed in one of more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Signature pages exchanged by email or facsimile shall be deemed originals for all purposes.

10. Notices. Each notice and other communication required or permitted to be given hereunder shall be in writing and shall be sent by certified first-class mail, postage prepaid and return receipt requested, addressed to the parties at the addresses set forth in this paragraph. Any party may change its address for the purpose hereof by giving notice in accordance with the provisions of this paragraph.

Such notice to City shall be mailed to: City of Dalton

ATTN: City Administrator P.O. Box 1205 Dalton, GA 30722-1205

Such notice to Contractor shall be mailed to: _______________________

11. Severability. If any paragraph or provision of this Agreement or the application thereof to any party hereto is held invalid, such invalidity will not affect other provisions or applications of this Agreement which can be given effect without the invalid provision or application and to this end the parties hereto agree that the provisions of this Agreement are and will be severable.

12. Construction. This Agreement was the subject of negotiation between the parties hereto and shall not be construed against either as the drafter thereof. The failure of either party to insist upon strict compliance with any provision of this Agreement or the failure to assert any right such Party may have under this Agreement shall not be deemed to be a waiver of such provision or right or any other provision or right of this Agreement.

13. Entire Agreement. This Agreement constitutes the complete understanding between the parties with respect to the subject matter hereof, and all prior oral or written communication and agreement with respect hereto are superseded. No alteration, amendment or modification of any terms and provisions of this Agreement shall be valid unless made pursuant to an instrument in writing signed by both parties.

14. Third Parties. Nothing in this Agreement, expressed or implied is intended to or shall (i) confer on any person other than the parties hereto, and their respective heirs, legal representatives, successors or assigns, any rights, remedies, obligations or liabilities under or by reason of this Agreement, or (ii) constitute the parties hereto, partners or participants in a joint venture.

15. Remedies Cumulative. All rights, powers, and privileges conferred hereunder upon the parties hereto shall be cumulative, but not restrictive to those given by law.

16. Time is of the Essence. Time is of the essence of this Agreement in each and all of its provisions.

17. Contract Documents: Except to the extent of any direct conflict with the terms of this Agreement, this Agreement shall include the documents attached hereto as Exhibit A and Exhibit B to this Agreement, the advertisement or invitation to sealed competitive proposals, Instructions to proposers, sample forms, the Addenda relating to bidding and proposal requirements, and any other written information provided by the City in anticipation of receiving bids or proposals, if any, except as specifically excluded herein, and the Contractor’s bid or proposal. The terms of this Agreement shall supersede and control over any terms in the above-referenced documents in direct conflict with the terms of this Agreement. The City shall be authorized to rely upon all documents, whether in hard copy or electronic format, provided by Contractor. Any changes to the material terms of any document shall be clearly identified and noted to City.

18. Vendor. Contractor shall register and remain active as a Vendor of the City by completing the City of Dalton Vendor Packet and fully comply with any and all requirements of said Vendor during the term of this Agreement.

19. Attorney Fees. In the event the City must enforce the terms of this Agreement by filing a civil action against Contractor and prevails on said action, then Contractor shall pay an amount equal to fifteen percent (15%) of the contract sum as reasonable attorney fees.

20. Applicable Law and Jurisdiction. The legality, validity, enforceability and interpretation of this Agreement and the relationship of the parties hereunder shall be governed by the laws of the State of Georgia, without giving effect to the principles of conflict of laws.

Any claim, cause of action, suit or demand allegedly arising out of or related to this Agreement, or the relationship of the parties, shall be brought exclusively in the Superior Court of Whitfield County Georgia, and the parties irrevocably consent to the exclusive jurisdiction and venue of such court and waive any objections they may have at any time to such exclusive jurisdiction and venue.

IN WITNESS WHEREOF, the parties have caused the execution of this Agreement on the date and year first above written.

CONTRACTOR:

By:_____________________________

Print Name: ___

Title: ____

CITY: CITY OF DALTON, GEORGIA

By: ____

MAYOR

Attest: _____

CITY CLERK

EXHIBIT A

EXHIBIT B

Contractor’s Bid Price for each year:

Total Sum Contract FY 2027 =

Total Sum Contract FY 2028 =

Total Sum Contract FY 2029 =

Contractor shall submit an invoice to the appropriate City Department at the beginning of each month for work performed the previous month, which will be reviewed for approval by the City’s designees. Payment will be made within 30 days of receipt of each invoice provided that Contractor has completed all of its obligations pursuant to this Agreement for said payment. Payment may be made via electronic funds transfer (EFT).