REQUEST FOR BIDS

Event #12452

Mowing Services for Area 301 Parks and Recreation Department

SECTION 1

OVERVIEW

1. Request for Bids (“RFB” or “Event”): The City of Greensboro (“City”) hereby solicits and invites bids from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFB and provide pricing for a three year contract to provide Mowing Services for the Parks and Recreation Areas 301.

The awarded contracts shall have firm pricing for the purpose of establishing a convenience contract per the terms, conditions, and requirements contained in this RFB. The City of Greensboro may make multiple contract awards with the intent of having service coverage.

Contracts may not be awarded for those areas where the bids exceed the budget.

2. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a contract with the City to provide the product(s) outlined in Section 2 of this RFB. The contract term will be for three (3) mowing seasons. Services shall begin approximately on September 1, 2026 (or upon execution of the contract) and continue through October 31, 2028.

3. Selection Process: After the close of this RFB, Contractor bids will be reviewed and evaluated for responsible and responsive submissions, ensuring that all required documents outlined in the RFB (if required) were submitted. The City will award to the lowest responsive, responsible bidder.

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

All bids, inquiries, or correspondence relating to this RFB, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All bids received are subject to North Carolina Public Records laws found in Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause in this RFB regarding public access to such documents, and any statements or endorsements inconsistent with therewith will be disregarded. All proprietary information disclosed to the City shall be held to 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 RFB. Contractors are required to acknowledge all exceptions to the minimum specifications, terms and conditions in their bids. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

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

• The Contractor must be actively registered with the NC Secretary of State.

6. RFB Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within three business days of the close of the Question and Answer Period; see Item 11: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFB 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 – Bids and Additional Documentation: As a result of this RFB, the City reserves the right to accept or reject any and all bids 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: The Contractor will abide by all the Terms and Conditions posted on 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 RFB must be submitted to the City’s Procurement Services Division via GePS no later than August 20, 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 bids 24 hours prior to the event closing.

11. Submission and Response Schedule:

RFB Issuance August 3, 2026 Questions and Answer Period Closes August 11, 2026 2:00 PM EST Submission Period Ends August 20, 2026 2:00 PM EST Anticipated Award Notification* August 24, 2026 Anticipated Start Date September 2026

*Some awards may require Council approval

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

• Bidder shall be required to provide a mowing plan. Example: 7 hours to mow entire area with four 60“ z-turns, four string trimmers, 1 gator, 1 edger – total of 8 people

• Bidder must provide a list of a minimum of three (3) current or recent contracts of similar size.

• Bidder must have at least two (2) years of experience providing mowing services as listed in RFB.

• Answer all questions on the event.

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

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

15. Small Business Enterprises: 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 to be a certified SBE, 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 WORK

General Description of the Work

The City of Greensboro Parks and Recreation Department is requesting bids for Mowing service.

This work includes routine mowing of vegetation for the City of Greensboro maintained Right of Way. The work shall include furnishing all labor, equipment, materials, and transportation for completion of the work. Prior to submitting a bid, each firm shall familiarize themselves with the full nature of the work to be done. An opportunity will be provided to each firm to allow for any measurements and information that may be necessary for the satisfactory performance of the contract work and the cost thereof.

Specifications

1. PREPARATION: Prior to each mowing, all trash, sticks and other unwanted debris should be removed from mowing area. Limbs can be placed in a pile along the curb for pickup and reported to the inspector for pickup. In the event that excess amounts of litter are found at a location, the ROW Inspector should be notified so that a decision can be made regarding litter removal.

2. MOWING: The grass area is to be mowed weekly from beginning of mowing season to the end of mowing season (estimated time - March 15 to October 31). Mowing cycles should be at least six (6) days apart. Vegetation shall be cut to a height of 3.5 inches. Mowing shall be completed with sharp mower blades to avoid frayed plant tips. Mowers shall only be mowing at a speed that can produce a clean cut to the grass. Blowing of grass clippings into the streets, travel lanes, and landscaped beds is not permitted. Mowers should have deflective chute down while mowing. Also grass should be scattered out if becomes wind rowed during mowing. If an unsatisfactory inspection is made by the inspector the Contractor may be ask to return to complete the mow to ROW standards. All mowing that is not completed in the cycle will be reduced from the contract price. The Contractor may be asked to provide additional mowing upon request from ROW Division Manager or their designee due to special events.

3. CLEANUP & DAMAGE: After mowing, all areas should be left neat and clean. Blowing shall follow environmentally friendly procedures. Debris shall not be blown into storm drains, creeks, ponds, landscape beds, or any other area that could be contaminated by debris. All debris should be blown from streets, curb gutters, trails, and sidewalks. The contractor will be held responsible for any damage created during the course of the mowing operation.

4. EQUIPMENT REQUIREMENTS: The contractor shall have commercial grade equipment in the performance of the contract. The contractor shall have enough commercial grade equipment to complete mowing within one (1) work day. No flail mowers will be allowed on this contract.

5. EQUIPMENT INSPECTION will be required before the award of the contract.

Equipment should be clean (free of weed seed), well-maintained and in good working order. In the event that equipment malfunction does occur, every attempt shall be made to remove equipment in a timely manner. If equipment malfunction results in leakage of lubricants and/or oils, the contractor will be responsible for the immediate containment and clean-up of any lubricants and/or oils.

6. WEATHER LIMITATIONS: Mowing operations are expected to take place weekly (Monday through Friday), unless conditions are too wet or too dry and would cause harm to the landscape. During such times, the mowing contractor and the ROW Inspector should discuss alternative mowing schedules and come to an amicable agreement on the mowing schedule.

Mowing cycles should be at least six (6) days apart. All mowing that is rendered impractical will be reduced from the contract price or addressed with additional mowing times per week as needed.

7. SAFETY: All work should be performed in a manner that is safe to the operators, the occupants and any pedestrians, and meet MUTCD standards for work zone safety and OSHA standards for personal protective gear. The contractor will be required to provide all necessary equipment and items. All Park rules and regulations apply.

8. SCHEDULING: After contract award, a mowing schedule and a process for documentation of work will be established by the Contractor and city staff. If a change of scheduling the new schedule should be presented to the contract inspector within 5 business days.

Landscaping services are requested for the following areas, including Area 301 (E Gate City, S Elm Eugene, W Elmsley, 421)

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City reserves the right to accept any bid deemed to be in the best interest of the 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 bid review and selection process, then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFB dates are subject to change.

Bid Line Information:

Contractor’s bid shall be entered into the line portion of the GePS event per the specifications. Prices are to be submitted under the Lines Tab in GePS for each Area. Prices are to be submitted per mow.

Estimation of mows is 33 mows per season, depending on weather (wet/day). The city may award services separately or collectively.

Mowing Area 301 (29.35 acres) $ ____________________ Price per mow

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFB 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 lowest responsive, responsible Contractor(s).

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting bids 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 RFB.

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

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 bid.

The Contractor shall include the information below in its submission:

1. Letter of Interest: A concise letter of interest that must include the following:

a. Contractor Information The name and address of the Contractor and the states in which Contractor is incorporated and chiefly located.

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 lease and operation of a multi-use recreational facility similar to Bryan Park Soccer Complex.

e. Validity of Bid Statement indicating the bid 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.

f. Mowing Plan:

Provide a mowing plan per area contractor bids on.

g. Referenes:

Provide a list of a minimum of three (3) current or recent contracts of similar size.

No pre-bid meeting will be conducted for this solicitation. Prospective bidders are encouraged to review the maps provided and visit the mowing locations to familiarize themselves with the site and existing conditions prior to submitting a bid.

End of RFB

Attachments: Area 301 Mowing Map