palm beach ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance.pdf

TOWN OF PALM BEACH

ITN No. 2026-043

Phipps Ocean Park Landscape Maintenance

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 1

Purpose The Town of Palm Beach (“Town”) is soliciting competitive negotiations from qualified Landscape Maintenance Contractors (“Contractor”) to provide comprehensive landscape maintenance services at Phipps Ocean Park.

The successful Contractor shall furnish all labor, supervision, equipment, materials, and expertise necessary to meet the service requirements detailed herein.

This project presents a new vision for both native areas and botanical garden type areas.

When the Town awards the contract for these services, the Preservation Foundation of Palm Beach will be conducting seminars with the awarded vendor to ensure that scope is executed with foresight for long-term success.

Process MANDATORY Pre-bid Meeting. Proposals from firms who did not have a representative in attendance at the MANDATORY Pre-bid Meeting shall be deemed not responsive and shall not be considered for award.

MANDATORY Site Visit. Proposals from firms who did not have a representative in attendance at the MANDATORY site visit shall be deemed not responsive and shall not be considered for award.

Contractors will submit proposals and the selection committee will score all responsive proposals.

The Town may invite short-listed firms to participate in oral interviews / presentations.

The Town will hold competitive negotiations with remaining short-listed firms.

The Town will award the firm who will negotiate to provide the best value for the Town. The Town reserves the right to award to the proposer who will best serve the interests of the Town, and to accept or reject any and/or all proposals and to award or not award a contract. The Town will be the sole judge of its best interest.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 2

Contents Background

General Care

Weeding

Irrigation

Tree care and maintenance

Palm care and maintenance

Cabbage Palm (Sabal palmetto)

Silver Palm (Coccothrinax argentata)

Saw Palmetto (Serenoa repens)

Care by area

Dune Face

Around Beach Pavilions

Around Lifeguard Stand

Coastal Strand Windbreak

Around Showers, Beach Pavilions, and Paths

Horizon Plateau planters on east side

Horizon Plateau west side

Coastal Strand Open

Along Paths

Around Schoolyard Garden

Coastal Strand Prickly

Southwest corner

Maritime Hammock

Around Little Red Schoolhouse and Outhouse

Around Outdoor Classroom

Around Playground

Along Paths

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 3

Around Restrooms

Maritime Hammock Edge

Maritime Hammock Buffer

Maritime Hammock/Coastal Berm Surrounding Tennis

Coastal Berm

Mangrove Swamp

Rain Gardens

Wildflower Garden

Racquet Center

A1A Row

Turf Meadow Mix

Turf Grass and Sod

The great lawn

Steps to the Little Red Schoolhouse

The path to the horizon plateau

The horizon plateau

Beach renourishment path

Overflow parking

A1A row

Fire station

Entry Pond

Other

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 4

Background The reconstruction of Phipps Ocean Park includes the installation of 80,000 native plants, including in part, the restoration of five native ecosystems. The care of the foliage at the park will fall into two distinct categories: natural areas with minimal disturbance, and botanical garden-type areas needing consistent, detailed attention. Both areas require expertise for the plant species to thrive and the vision of the landscape plan to be realized.

The ecosystem areas of Phipps Ocean Park will be maintained similar to natural areas, where some plants are permitted to die out, while others re-seed and spread. For the most part, plants will not be trimmed, but rather will be left to grow naturally. Fertilization and pesticide use will be minimal, and will be targeted when used using IPM.

The lawn areas of Phipps Ocean Park will be maintained in a typical manner, with weekly or twice-weekly mowing. Fertilization and pesticide use will be required to keep the grass growing to the expected standard. All landscape maintenance and fertilizer applications must strictly adhere to the Florida Green Industries Best Management Practices (GI-BMP) and be performed by workers holding active certification.

Plantings along A1A row are intended to be of visual interest for the public passing by the park by foot or in vehicles. Plantings within the Racquet Center are intended for visual interest for visitors. The plants in these areas will be trimmed more frequently than in any other area, and special attention will be paid to overall appearance.

Scope of Work The awarded contractor shall provide all personnel, supervision, equipment, vehicles, fuel, and any other landscape maintenance tools necessary to complete the work detailed herein.

The awarded contractor shall provide, at a minimum, a crew of four (4), including one (1) English-speaking working supervisor who will serve as the single point of contact and be capable of speaking and writing reports in English. The basis of award is a crew providing 40 hours of work per week. Any additional hours beyond the weekly 40 may be invoiced using the additional labor line item.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 5

Scheduling The Town anticipates services being performed five days per week. Each morning, the supervisor shall meet with CRC staff to receive the day’s required maintenance tasks. CRC will provide, at least two weeks in advance, a schedule of any upcoming special events or planned activities.

As-needed landscape services All as needed / requested services must be inclusive of all equipment necessary to complete the work being requested.

General Care A consistent team will care for the park. Adjustments to the team will be kept to a minimum.

The awarded contractor will inspect the site and report needs to CRC staff.

All equipment will be cleaned and sanitized off site before entering the park.

Weekly reports of work completed will be provided to CRC staff.

All trash will be removed from all areas of the park daily.

Any pressure washing will be done with water only.

No plants will be trimmed unless specifically listed or otherwise directed.

Any shrubs listed for trimming shall be trimmed to maintain a natural appearance, there will be no hedging.

All trimmings and debris will be transported off site.

No plants will be replaced unless instructed by CRC staff.

Rock walls will be maintained clear of leaves and debris.

No herbicide shall be used without express permission and direction.

All fallen palm fronds will be removed daily.

Ensure pathways remain clear, safe, and visually cohesive.

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Weeding All weeding will be completed by a designated team member who will be trained by CRC staff to identify species to be removed.

Seedlings of native species will be hand-pulled as directed by CRC staff.

All seedlings of non-native species will be hand-pulled weekly.

All invasive species will be removed or treated as directed by CRC staff.

All non-native species will be removed or treated as directed by CRC staff.

Irrigation Wet checks to be performed monthly in all areas. Wet checks to be performed twice monthly on areas in use.

Repairs will be made within two business days of any identified problem, and within one business day for areas serving any turf.

Tree care and maintenance All trees will be inspected twice annually by a certified arborist for overall health and trimming needs, in conjunction with CRC staff.

A certified arborist must supervise all trimming for any specimen with a DBH over 5 inches.

A report of overall health and trimming recommendations must be provided at each inspection.

Palm care and maintenance No spikes are to be used on site for climbing palms.

When using lifts to trim palms, the lift must stay on the paths.

At no time will palms be hurricane cut.

Cabbage Palm (Sabal palmetto) All green palm fronds are to remain on the Sabal palmettos.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 7

Brown fronds are to be removed twice yearly, in October and April, from the following areas only: tennis, parking, and along A1A.

Boots will not be removed from the palms unless they are loose and pose a risk to visitors.

All boots will be cleared of non-native species and Strangler fig (Ficus aurea).

Silver Palm (Coccothrinax argentata) All green palm fronds are to remain on the Coccothrinax argentata.

Brown fronds shall be removed and cut neatly to the trunk when the entire frond and stem are completely brown.

Saw Palmetto (Serenoa repens) All green fronds are to remain on all Serenoa repens unless otherwise directed.

Brown fronds can be removed and cut neatly to the trunk in any area.

Fronds and trunks will be maintained with good horticultural practice, including those which impede into pathways.

Spent flower spikes are to be removed from Serenoa repens by direction of CRC staff in the following areas only: parking, tennis, and along A1A.

Care by area

Dune Face All seagrape will be trimmed 4x yearly to a height of no more than 18 inches. It must also be trimmed laterally to eliminate branches covering other species.

If beach dune sunflower (Helianthus debilis subsp. debilis) grows over the following species, it must be cut back or removed: prickly pear (Opuntia mesacantha subsp. lata), coastal ragweed (Ambrosia hispida), beach star (Cyperus pedunculatus).

Coinvine (Dalbergia ecastaphyllum) will be reduced to five percent annually in June.

Gray nickerbean (Caesalpinia bonduc) will be removed or treated upon identification except in the prickly areas at the north and south ends of the dune.

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Around Beach Pavilions All species will be hand trimmed with good horticultural practice so that they are not touching the pavilions.

Around Lifeguard Stand All species will be hand trimmed using good horticultural practice to maintain a two foot buffer on the sides of the lifeguard stand.

The area seaward of the lifeguard stand will be maintained clear of plant material.

Coastal Strand Windbreak Horizontal cocoplum (Chrysobalanus icaco ‘horizontal’) will be maintained to not exceed four feet in height or impede the growth of neighboring plants.

Seagrape will be trimmed 4x yearly to a height of no more than 24 inches. It must also be trimmed laterally to eliminate branches covering other species. (Seagrape trees shall remain.)

Seagrape trees may be reduced up to 30% annually, at the direction of CRC staff.

Fallen seagrape leaves to be removed by hand weekly.

Around Showers, Beach Pavilions, and Paths All plants will be hand trimmed using good horticultural practice so they are not touching the beach pavilions.

All plants will be hand trimmed using good horticultural practice so they are not encroaching on the paved area of the shower.

All plants will be hand trimmed using good horticultural practice so they are not encroaching on paths.

Horizon Plateau planters on east side All plants will be maintained to a height less than 24 inches, except seagrape trees.

Horizon Plateau west side Shrubs will be hand trimmed by direction from CRC staff.

All trimming of trees and shrubs will be in a manner to maintain a natural look. There will be no hedging.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 9

Coastal Strand Open Spent flowerheads of seaside goldenrod will be cut to the base on one half of the plants.

Fallen leaves to be removed by hand weekly.

Along Paths All plants will be hand trimmed using good horticultural practice, so they are not encroaching on paths.

Around Schoolyard Garden Plants will be hand trimmed using good horticultural practice, so they are not touching the fence of the schoolyard garden.

Coastal Strand Prickly Wild lime (Zanothoxylum fagara) will need to be hand trimmed so it does not impede growth of neighboring plants. Root suckers will be monitored and may need to be removed.

Horizontal cocoplum may need to be trimmed to contain both height and width.

Gray nickerbean to be trimmed with direction, as requested by CRC staff.

Southwest corner Leather fern (Acrostichum species) to be kept to 20 specimens.

Wild lime will be hand trimmed using good horticultural practice off the south property line.

Large seagrape to be maintained to a height of 15 feet and with laterals extending no further than five feet from the trunk.

Maritime Hammock Mulch will be refreshed twice annually on approximately April 1 and November 1 for the first two years with melaleuca mulch. Contractor will be provided advanced notification.

Fallen leaves to remain on ground unless otherwise directed by CRC staff.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 10

Around Little Red Schoolhouse and Outhouse All tree and shrub material will be hand trimmed using good horticultural practice to maintain no less than a 1-foot buffer around the Little Red Schoolhouse and outhouse.

All herbaceous plants will be maintained to not touch the Little Red Schoolhouse or outhouse.

Around Outdoor Classroom All plant material will be hand trimmed using good horticultural practice, so paths and seating areas are clear.

Around Playground Any fallen fruit from plants will be removed from the playground area daily.

Any fallen palm fronds or branches will be removed from the playground area daily.

Mulch in the playground area will be refreshed as needed with approved playground mulch.

Along Paths All plants will be hand trimmed using good horticultural practice, so they are not impeding the use of the paths.

Around Restrooms All trees and shrubs will be hand trimmed using good horticultural practice so there is a 1-foot buffer around the restrooms.

All herbaceous plants will be hand trimmed using good horticultural practice, so they are not touching the restrooms.

Maritime Hammock Edge All seagrapes will be hand trimmed using good horticultural practice to not impede the use of the sidewalks.

Grapes (Vitis species) are to be assessed annually in March for potential reduction.

All wild lime will be hand trimmed using good horticultural practice to not impede the use of the sidewalks.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 11

Maritime Hammock Buffer Plants will be hand trimmed using good horticultural practice, so they do not impede use of the parking area.

All tree and shrub material will be hand trimmed using good horticultural practice to maintain no less than a 1-foot buffer around any buildings.

Beautyberry (Callicarpa americana) will be trimmed to 12 inches from the ground at the beginning of March each year.

Maritime Hammock Buffer at South Edge of Great Lawn All trees and shrubs must be assessed for trimming by direction of CRC staff on February 1 of each year, with trimming completed before February 14.

Two to four shrubs to be replaced after the February dinner dance, with material provided by PFPB.

Other permitted events may require trimming, by direction of the CRC staff, of trees and shrubs in this area.

Maritime Hammock/Coastal Berm Surrounding Tennis Beautyberry will be trimmed to 12 inches from the ground at the beginning of March each year.

Trees and shrubs will be trimmed so they do not overhang tennis courts.

All plants will be maintained so they do not encroach on the paths.

Tennis balls will be removed from planting areas daily.

Coastal Berm Mulch path will be maintained free of plant material.

Weeds and seedlings will be hand pulled from the path.

Mulch on path to be replenished two times annually with approved melaleuca mulch or sand, to be consistent with current path material.

Fallen leaves to remain on ground unless otherwise directed by CRC staff.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 12

Mangrove Swamp Coinvine shall be maintained to stay within the canopy of the mangroves.

Rain Gardens Beautyberry will be trimmed to 12 inches from the ground at the beginning of March each year.

Cocoplum, myrsine, elderberry, pond apple, firebush, crabwood, Simpson stopper, wild coffee, white indigo berry may need to be trimmed annually to reduce their extent. This will be completed at the direction of CRC staff.

Spent flowerheads of seaside goldenrod will be cut to the base on one half of the plants to mitigate the potential for this species to become weedy. This will be completed at the direction of CRC staff.

Pond apple seedlings must be removed from all areas greater than three feet from the lowest point of the rain garden. In narrow rain gardens, pond apple seedlings must be kept at least three feet from the edge of the rain garden.

All plants will be hand trimmed using good horticultural practice, so they do not impede use of the parking areas or pathways.

Fallen leaves to remain on ground unless otherwise directed by CRC staff.

Wildflower Garden Plants will be hand trimmed using good horticultural practice, so they do not impede use of the walking path or overlook.

Fallen leaves to be removed by hand twice weekly.

Racquet Center Silver sea-oxeye daisy (Borrichia frutescens) will be hand trimmed using good horticultural practice one foot away from the sidewalks. (entire stalks)

Seaside goldenrod flower stalks will be cut to remove seeding sections.

All plants will be trimmed using good horticultural practice to maintain clear paths.

All trees will be trimmed under the supervision of a certified arborist to avoid overhang over courts.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 13

The shoe wash will remain free of plant material.

All drainage grates will remain free of plant material.

Cocoplum will be selectively hand trimmed 6-12 times annually to maintain a height of two feet and spread of three feet.

Fallen leaves to be removed by hand three times weekly.

Other maintenance to be performed at the request of the tennis center Parks Supervisor.

A1A Row All plants will be hand trimmed using good horticultural practice to keep the sidewalks clear.

Melaluca mulch will be refreshed as needed.

All beautyberry will be trimmed to 12 inches from the ground the first week of March.

Spent flower heads on goldenrod will be trimmed to the ground.

Scorpion tail and narrowleaf yellow tops will be hand trimmed using good horticulture practice to eight to twelve inches above the ground two to three times annually depending on growth.

Cocoplum will be selectively hand trimmed three times annually to maintain a height of three feet and spread of four feet.

Shrubs around the pump station will be maintained to create a visual barrier.

Shrubs around the electrical equipment will be maintained to create a visual barrier, with a one-foot setback from the equipment.

Fallen leaves to be removed by hand three times weekly.

Turf Meadow Mix Area will be edged weekly with a string trimmer to remain out of lawn.

Area will be hand trimmed as directed by CRC staff to maintain an edge on the non-turf side.

Area will be mowed up to three times annually to a height of four inches, as requested by CRC staff.

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Debris and fallen leaves will be removed daily.

Turf Grass and Sod All clippings will be collected at time of mowing and removed.

All turf (not sod on A1A row) will be aerated one time annually, in June. Dethatching may occur no more frequently than once annually.

All turf replacement will be with Paspalum vaginatum “supreme”.

All sod replacement will be with St. Augustine – Pro Vista.

Fertilization and pesticide expectations to be determined by conditions.

The great lawn Turf will be replaced annually as needed after the February dinner dance.

Turf will be replaced as needed after other events.

Will be mowed with a reel mower weekly from approximately April to October and two to three times monthly from November to March to a height of 0.9 inches.

Will be edged at each mowing with a string trimmer.

Will be cleared of debris daily.

Will be hand weeded once weekly.

Steps to the Little Red Schoolhouse Turf will be replaced as needed resulting from overuse.

Will be mowed with a reel mower weekly from approximately April to October and two to three times monthly from November to March to a height of 0.9 inches.

Will be edged at each mowing with a string trimmer.

Will be cleared of debris daily.

Will be hand weeded once weekly.

The path to the horizon plateau Turf will be replaced as needed resulting from overuse.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 15

Will be mowed with a reel mower weekly from approximately April to October and two to three times monthly from November to March to a height of 0.9 inches.

Will be edged at each mowing with a string trimmer.

Will be cleared of debris daily.

Will be hand weeded once weekly.

The horizon plateau Turf will be replaced as needed after events.

Will be mowed with a reel mower weekly from approximately April to October and two to three times monthly from November to March to a height of 0.9 inches.

Will be edged at each mowing with a string trimmer.

Will be cleared of debris daily.

Will be edged by hand around the sundial.

Will be hand weeded once weekly.

Beach renourishment path Turf to be replaced up to four times annually due to vehicle use.

Will be mowed with a reel or rotary mower once weekly from approximately April to October and twice monthly from November to March to a height of 1.5 inches.

Will be edged at each mowing. Tree roots are not to be cut with the edger.

Will be cleared of debris three times weekly.

Overflow parking Turf to be replaced as needed after events.

Will be mowed with a reel or rotary mower once weekly from approximately April to October and twice monthly from November to March to a height of 1.5 inches.

Will be edged at each mowing with a string trimmer.

Will be cleared of debris daily.

ITN No. 2026-043 Phipps Ocean Park Landscape Maintenance 16

A1A row Sod to be replaced as needed due to vehicle damage.

Will be mowed by a rotary mower once weekly from approximately April to October and twice monthly from November to March to a height of 2 inches.

Will be edged at each mowing with an edger.

Will be cleared of debris daily.

Fire station All plants will be maintained to not impede use of paved area.

All trees and shrubs will be maintained with a one-foot buffer around the building.

All herbaceous plants will be maintained so they do not touch the building.

Beautyberry will be trimmed to 12 inches from the ground at the beginning of March each year.

Fallen leaves to be removed by hand three times weekly.

Entry Pond Rock surround will be kept free of leaves and debris. Debris to be netted daily.

Plants surrounding and in feature to be maintained with good horticulture practice to give a neat and orderly appearance.

Parking Lots

Parking Lots must be blown off each day to ensure the rocks are returned to the parking spaces.

Event Support and Recovery

Advance notice will be provided for special events or planned activities. The contractor shall provide the following support:

Pre-event site preparation

Post-event cleanup and restoration

Turf repair and landscape recovery following high-use activities

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Storm Response and Emergency Services

The contractor shall provide storm response services, including debris removal and site stabilization.

The Town may request separate pricing for emergency response services, utilizing proposed hourly rates.

First Priority Successful contractor shall give “first priority” to the TOWN for all services under this contract during and after a public emergency, disaster, hurricane, wind event, flood or acts of God. Provide a separate hourly rate for post-storm cleanup.

Other Dead plants may be replaced. Preservation Foundation of Palm Beach (PFPB) supplies plant replacements; Contractor provides installation labor. Contractor will be provided advanced notification.

Respond promptly to service requests and deficiencies.

Participate in inspections and evaluations.

Performance Standards, Deficiencies, and Remedies

All work shall meet Town standards.

Deficient work shall be corrected at no cost.

Failure to meet standards may result in:

Withholding payment.

Corrective action.

Contract termination.