RFP 2026-40 Landscaping DTD Final.pdf

REQUEST FOR PROPOSALS #2026-40

FOR

Landscape Maintenance Services

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Tralee Whitley

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: June 16, 2026

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

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SCHEDULE

Request for Proposals Issued……...........................May 14, 2026

Protest of Specifications Deadline...........................May 21, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions...............June 9 , 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. June 16, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, June 16, 2026 (“Closing”), to provide Landscape Maintenance Services. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S- C01010-00016948.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Tralee Whitley at Twhitley@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:Twhitley@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP# 2026-40 Landscape Maintenance Services Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP# 2026-40 Landscape Maintenance Services Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from qualified Contractors to provide Landscape Maintenance Services for various landscaped areas currently maintained by Clackamas County’s Transportation Maintenance Department.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

The Transportation Maintenance Division manages six (6) different zones that have landscaping needs.

The zones are outlined in the Landscaping Contract Zone, attached and hereby incorporated by reference.

The work areas are next to major roadways and will often require traffic control during work times. All work shall be performed in compliance with the State of Oregon and local jurisdiction requirements and industry best management practices.

3.3. SCOPE OF WORK

The Contractor’s work shall include furnishing all materials, tools, supplies, fertilizers, pesticides, post-and pre-emergent labor, equipment, and vehicles necessary to provide landscape maintenance and temporary traffic control in Transportation Maintenance Right of Way (“ROW”) contract areas and maps identified in the Landscaping Contract Zone. The Contractor’s duties include, but are not limited to, tree, shrub, and plant maintenance. Included in the scope of work is providing weed and pest control in landscape areas. All specifications apply except where expressly noted otherwise.

All work shall be performed during daylight hours Monday through Friday, excluding holidays; they shall coordinate with the Transportation Maintenance Supervisor, or designee. No work shall be performed on weekends or the specified holidays without prior approval of the Transportation Maintenance Supervisor, or designee.

The Contractor shall maintain a safe work site for employees and the public. The Contractor’s Employees shall always wear an American National Standards Institute (“ANSI”) class two or better safety vest or garment and all appropriate Personal Protection Equipment (“PPE”) while working in the ROW. High visibility work zone safety apparel shall meet the “acceptable” rating as defined by the evaluation guide in quality guidelines for temporary traffic control devices and features published by the American traffic safety service association.

The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and indicate to the due and lawful protection of the work.

CONTRACTOR COMPLIANCE/EXPECTED OUTCOME

The Contractor shall be considered in compliance with the contract if, after inspection, all of the following have been completed by the Contractor:

• Trees, shrubs, and/or ground covers are pruned in an acceptable and uniform manner, i.e., no improper stubs, ripped or torn bark, uniformly trimmed vegetation, etc.

• Proper pruning to ensure that no damage is made to trees and shrubs

• Weeds and grasses have been treated and removed.

• All sidewalks, pedways, and curbs are free of obstructing vegetation.

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• Maintained a safe work area for employees and the public. Implemented appropriate and approved Traffic Control plans per Manual on Uniform Traffic Control Device (“MUTCD”) guidelines while working in the ROW.

The Contractor shall rake out all landscape areas and bare ground areas per schedule in Section 3.4.7.

Raking out shall include the gathering and removing of all organic material, animal feces and organic material not generated by the contract area. The Contractor shall rake out, retrieve, remove from the site, and properly dispose of all material in accordance with all federal, state, and local laws, ordinances and regulations.

WEEDING

The Contractor shall weed per the schedule in Section 3.4.7 for all contracted areas. All Contracted areas shall be kept free of grasses and weeds including adjacent sidewalks and curbs. If weeding is not performed, Transportation Maintenance may consider the maintenance to be unsatisfactory and the Contractor in non-compliance with the contract. The Contractor shall control all landscaped areas with proper mechanical and chemical application, as necessary. The Contactor’s compliance; per the schedule in Section 9 for weeding and grass removal is mandatory. If necessary the Contractor shall provide additional personnel to meet weeding compliance. This shall be done at the Contractor’s expense.

REPAIRS OR REPLACEMENT OF DAMAGED PLANT MATERIAL

The Contactor shall be responsible for any adverse effects or death of plant materials, due to the application of chemicals, runoff and drift onto adjacent properties. The Contractor, at their own expense, shall make all repairs or replacements of damaged plant material within a two-week period once notified by the Transportation Maintenance Supervisor or designee. The Transportation Maintenance Supervisor or designee will determine the scope of damage and approve all repairs and plant replacements. Title to materials, improvements and other property, required of the Contactor by this contract, shall vest in and become the property of Transportation Maintenance at the time such are furnished by the Contractor and accepted by Transportation Maintenance. Only materials, improvements and property free and clear of liens, claims and encumbrances shall be so furnished by the Contractor.

CHEMICALS AND PESTICIDES

The Contractor and personnel performing the required pest, insect, weed, and disease control services shall have the proper certifications and be licensed by the Oregon Department of Agriculture to perform the required services. County will periodically check with the Department of Agriculture to make sure licenses are valid and active during the Contract period. The Contractor shall submit a daily Pesticide Application Report to the Transportation Maintenance Supervisor or designee within seventy-two

(72) hours of application. The Contractor shall provide a list of all certified applicators, copies of spray licenses, certifications, and up-to-date training certificates. The Contractor shall track all chemicals, herbicides, pesticides, types, brands, quantities, associated applications, ratios for Transportation Maintenance reporting and shall provide information when requested by the Transportation Maintenance Supervisor, or designee.

Contractor is required to provide current product specifications and Safety Data Sheets (“SDS”) prior to scheduling services for all chemicals used on Clackamas County grounds, including, but not limited to, fuels, treatments, and cleaners.

PRE-EMERGENT HERBICIDE APPLICATION (SPRING AND FALL APPLICATION)

For the spring and fall application, the Contractor shall ensure all applications shall include all non-turf and open areas per label instructions for long term (12-month) control; one fall application (October 15 – November 15) and one spring application (February 15-March 15). Prior to application, the Contractor shall rake out and weed landscape areas. Landscape areas must be free of weeds and litter. All pre-emergent applications shall be watered-in within fourteen (14) days of pre-emergent application at the Contractor’s expense. The Contractor shall submit to the Transportation Maintenance Supervisor, or designee, the schedule of applications ten (10) workdays prior to application. The Contractor’s failure to

RFP# 2026-40 Landscape Maintenance Services Page 8 submit schedule as prescribed may be grounds for termination of contact. The Contractor shall obtain the approval of the Transportation Maintenance Supervisor, or designee, prior to any application. The Contractor shall prepare a pre-emergent application plan for each seasonal application and submit the pre-emergent application plan to the Transportation Maintenance Supervisor, or designee, for approval prior to the first week in January.

POST-EMERGENT WEED/GRASS CONTROL

The Contractor shall treat all weeds and grasses with an appropriate herbicide before the weeds and grasses reach a height of three to four inches (3” to 4”) and the weeds and grasses must be removed. The Contractor’s post-emergent chemical applications shall include a ultra-violet colored dye in a sufficient amount to be visible for five (5) days after herbicide applications. The Contractor will take care to prevent any discoloring of walls, sidewalks, curbs, and roadways. In the summer the Contractor shall control dicots, monocots, nut sedge and all other weeds by the use of an herbicide, per label instructions where permitted. In the winter the Contractor shall control the weeds in a similar manner (as described above in this section), but the use of a 2-4-D broad leaf herbicide is not permitted. The Contractor shall not use soil sterilants of any type. The Contractor shall control all Noxious Weeds (i.e. knotweed, poison oak, etc.) in contract areas. A written control plan including herbicide being used, application rates, techniques, etc., shall be approved by the Transportation Maintenance Supervisor, or designee, ten (10) workdays prior to implementing the plan.

The Contractor shall control gophers, ground squirrels, bees, wasps and other pests which burrow, crawl, fly, nest or otherwise reside on the work site. The Contractor shall make recommendations of method and shall furnish all chemicals, rodenticides, insecticides, equipment and labor necessary to provide pest control at all Transportation Maintenance designated ROW areas. The Contractor services shall include clean-out and control of all pests. The Contractor shall notify and obtain approval of the Transportation Maintenance Supervisor or designee, of all infestations prior to treatment of any procedures, including chemicals, to be used.

PLANT MATERIAL (TREES, SHRUBS, AND GROUNDCOVERS)

The Contractor shall immediately notify the Transportation Maintenance Supervisor, or designee, of any disease or pest infestation that may result in destruction of plant material. In the event of disease or pest infestation resulting from the Contractor’s improper plant maintenance, the Contractor shall be responsible for all plant material and labor costs required to restore ROW areas to their original condition.

Following Inclement Weather, the Contractor shall inspect all contract areas for tree damage, debris on sidewalks and in maintained areas.

PRUNING AND TRIMMING

The Contractor shall have working knowledge of the American National Pruning Standards (A300) and ISA Tree Pruning Guidelines, and shall adhere to the most recent edition of the American National Standard for Tree Care Operations (Z133.1).

The Contractor’s pruning of all shrubs and ground covers shall be limited to symmetrical shapes. The Contractor shall trim all shrubs to a tapered base so as not to allow accumulation of debris at the base of the shrub. The Contractor shall prune (renovate) herbaceous perennials to the base annually. The Contractor shall trim (renovate) wood perennials to a height of 18-36 inches annually or semi-annually as needed. (Height is based on previous year’s trimmed height, potential sight obstructions, etc. Sage at the end of medians shall be trimmed to a maximum height of six (6) inches due to sight obstruction issues.)

The Contractor’s pruning/trimming shall also include the containment of vegetative growth four inches (4”) to the inside of the curb line and sidewalks.

Transportation Maintenance shall perform all major tree work, including tree removals, crown reductions, and structural corrections.

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The Contractor’s pruning shall be performed in such a way that the plant material does not create a visibility obstruction to vehicular traffic. All site obstructions shall be trimmed within twenty-four (24) hours of notification, and kept trimmed to prevent from reoccurring.

PERFORMANCE STANDARDS, RECURRENCE INTERVAL & MAINTENANCE

SCHEDULES

The Contractor shall provide work schedules for each site to the Transportation Maintenance Supervisor, or designee, within ten (10) working days after the effective date of the contract. The work schedules shall be set on an annual calendar and be submitted monthly, identifying the task and frequency of work.

The schedule shall delineate the time frames for the landscape maintenance functions and normal day-to-day procedures of the Contractor, including Contractor inspection of contracted areas. Transportation Maintenance reserves the right to make suggested changes to the schedule set up by the Contractor. Zone information and Zone Maps are included and attached.

The following documents are included and incorporated within this RFP:

• Landscaping Contract Zones (6 pages)

3.3.1. Work Schedule:

The Contractor shall provide work schedules for each site to the Transportation Maintenance Supervisor, or designee, within ten (10) working days after the effective date of the contract. The work schedules shall be set on an annual calendar and be submitted monthly, identifying the task and frequency of work. The schedule shall delineate the time frames for the landscape maintenance functions and normal day-to-day procedures of the Contractor, including Contractor inspection of contracted areas.

Transportation Maintenance reserves the right to make suggested changes to the schedule set up by the Contractor. Zone information and Zone Maps are included in the Landscaping Contract Zone.

SCHEDULE TABLE:

ACTIVITY PERFORMANCE STANDARD & RECURRENCE

INTERVAL

Policing & cleaning Once every two weeks.

Raking out Once every 30 days.

Weeds/grasses Once every two weeks or as needed to keep areas weed/grass free.

Pre-emergent application Twice per year, Spring and Fall, at the appropriate rate.

Post emergent As needed to keep areas weed free, at the appropriate rate.

Shrub trimming For Spring and Summer once every 30 calendar days.

For Fall and Winter once every 8 weeks.

Sidewalks Once every 30 days.

3.3.2. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2031.

3.3.3. Budget:

The resulting contract from this RFP will begin approximately July 1, 2026 and end June 30, 2031. The maximum budget is not-to-exceed $300,000 per fiscal year, for five (5) years. Fiscal year is defined as July 1 through June 30. By providing this maximum budget information, it is not intended that Proposers propose at the budgeted amount, but instead, provide a professional and competitive proposal. It is the intent of Clackamas County Department of Transportation and Development to award the project for all

RFP# 2026-40 Landscape Maintenance Services Page 10 identified zones in the Landscaping Contract Zone. Should proposals be in excess of departments allowable budget, the County reserves the right to award for only the zones it deems to be in County’s best interest.

3.3.4. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized

The following insurance requirements will be applicable.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Scope of Work 0-45 Fees 0-25

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP# 2026-40 Landscape Maintenance Services Page 12

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count. Pages shall be 8-1/2” x 11” standard sheet size, 11 point font, single-spaced.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Description of the firm.

• Statement showing a minimum of five (5) years of experience providing landscape maintenance and incidental replacement of plantings, and application of landscape pesticides.

• Description of the firm’s ability to meet the requirements in Section 3, Scope of Work.

• Description of what distinguishes your firm from other firms performing a similar service.

5.3. Scope of Work

• Please provide a list of equipment the Contractor is planning to utilize in performing this work. Include vehicles, landscape maintenance equipment, and traffic control equipment applicable to the work including categories, make, model or size and environmental rating if applicable.

• Please provide a list of personal protective equipment (“PPE”) provided to each field position.

• Please provide a copy of your organizations Oregon Landscape Contracting Business License.

• Please provide a current Oregon Department of Agriculture Commercial Pesticide Business and

Operator License for each person assigned to this project.

• Summary detail of field staff that will be assigned to services under this contract and their level of training and experience.

5.4. Fees

Provide the attached Fee Schedule with proposal. Fees should be on a Monthly Basis per Zone (per 1,000 sq. ft.) with a not to exceed fee basis for each Zone as identified in Fee Schedule. List the not-to-exceed amount you propose for the service. Identify any other incidental item or service and the associated fees. Please note hourly or per in the other fees Section. It is the intent of Clackamas County Department of Transportation and Development to award the project for all identified zones in Fee Schedule. Should proposals be in excess of departments allowable budget, the County reserves the right to award for only the zones it deems to be in County’s best interest.

https://bidlocker.us/a/clackamascounty/BidLocker

RFP# 2026-40 Landscape Maintenance Services Page 13

5.5. References

Provide three (3) references from clients your firm has served similar to the County in the past five (5) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client.

Provide the firm name, contact name, address, email, and phone number of the references and the preferred method of contact: email or phone. Evaluation Committee members may contact references at their sole discretion.

5.6. Completed Proposal Certification (see the below form)

RFP# 2026-40 Landscape Maintenance Services Page 14

PROPOSAL CERTIFICATION

RFP #2026-40

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

FEE SCHEDULE

RFP 2026-40Landscape Maintenance for DTD Refer to Landscaping Contract Zone for Detailed Break-down and Maps Price per 1,000 sq ft per Zone, per Month

AREA Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec ANNUAL

TOTAL

Zone 1 - 175,178 sq. ft.

Zone 2 - 310,006 sq. ft.

Zone 3 - 89,395 sq. ft.

Zone 4 - 67,543 sq. ft.

Zone 5 - 144,517 sq. ft.

Zone 6 - 23,958 sq. ft.

TOTAL PER MONTH:

Other Fees: (Please idenitify Item or Service and associated Fees)

Proposer:

(Please print company name)

Name:

(Please print name)

Authorized Signature:

Date

Site Location Map

Zone #1- HWY 212/224

Beg. Maintenance 98TH AVE; mp 0.0

End Maintenance SE 135TH AVE; mp 1.75

Site Information:

Road Name: HWY 212/224 Road Number: N/A Project Number: RM-1015 Map Pg: 36,37,& 38 Beg. MP/Location: 0.0/98th AVE End MP/Location: 1.75/135TH AVE Est. Square Footage= 175,178

Site Description:

Landscaped areas on north and south sides of the highway including the planting strips between curb and sidewalk, behind the sidewalk, and all median areas from 98th AVE to 135TH AVE.

Site Location Map

TASK JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Pre-Emergent 1 1 1 1 Post-Emergent 2 2 2 2 2 2 2 2 Weed/Trim/Prune 2 2 2 2 2 2 2 2 2 Inspect/Rake out 1 1 1 1 1 1 1 1 1 1 1 1 Leaf removal 1 1 1 1

Zone #2-SE Sunnyside Road, SE 122nd Ave, SE 139th Ave

Beg. Maintenance 98TH AVE; mp 0.0

Site Description:

This zone includes three roads; Sunnyside Rd., 122nd Ave., and 139th Ave.

Landscaped areas on both sides of the Sunnyside Rd. including the planting strips between curb and sidewalk, behind the sidewalk, and all median areas from I-205 to 172nd AVE. Landscaped areas on both sides of 122nd Ave., and all planting strips between the curb and the sidewalk, behind the sidewalk, and all median areas. Landscaped areas on both sides of 139th Ave up to the barrier wall and/or retention pond fence, and including the wide area on hillside up to fence and barrier wall.

Site Location Map

Site Location Map

Sunnyside Rd End of Maint.

Sunnyside Rd.

Beg. Of Maint.

I-205; mp 068

122nd Ave Beg. of Maint.

122nd Ave End of Maint.

139th Ave Maint. Area

Site Information:

Road Name: SE Sunnyside RD Road Number: 12154 Project Number: RM-1027, RM-1028, RM-1052

Map Pg: 16,17,27,28, & 65 Beg MP/Location: 0.68/ I-205 End MP/Location:4.75/172nd Ave Est. Square Footage=358,476 Road Name: 122nd Ave Road Number:22794 Project Number: RM-1040 Map Pg: 27 Beg MP/Location:0.0/Sunnyside Rd End MP/Location:0.03/150’ East Est. Square Footage=8,246 Road Name: 139th Ave Road Number: 22585 Map Pg: 28 Beg MP/Location:0.0/Sunnyside Rd End MP/Location:0.05/200’ South Est. Square Footage=9,200

TOTAL EST. SQUARE FOOTAGE=

375,922

TASK JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Pre-Emergent 1 1 1 1

Post-Emergent 2 2 2 2 2 2 2 2

Weed/Trim/Prune 2 2 2 2 2 2 2 2 2

Inspect/Rake out 1 1 1 1 1 1 1 1 1 1 1 1

Leaf removal 1 1 1 1

Zone #3: SE Sunnybrook Blvd.

mp 0.0

Site Information:

Road Name: SE Sunnybrook Blvd.

Road Number: 22450 Project Number: RM-1029 Map Pg: 26 Beg. MP/Location: 0.01/82nd AVE End MP/Location: 1.45/Sunnyside Rd.

Est. Square Footage=89,395

Site Description:

Landscaped areas on both sides of Sunnyside Blvd. including the planting strips between curb and sidewalk, behind the sidewalk, tree wells, and all median areas from 82nd AVE to Sunnyside Rd.

TASK JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Pre-Emergent 1 1 1 1 Post-Emergent 2 2 2 2 2 2 2 2 Weed/Trim/Prune 2 2 2 2 2 2 2 2 2 Inspect/Rake out 1 1 1 1 1 1 1 1 1 1 1 1 Leaf removal 1 1 1 1

Beg. Maintenance 82nd AVE/HWY 213

End Maintenance Sunnyside Rd.

Zone #4: Bob Schumacher Blvd./SE Stevens Rd.

Site Description:

This zone includes the Landscaped areas of two roads, Bob Schumacher Blvd.

and Stevens Rd. Landscaped areas includes the planting strips between curb and sidewalk, behind the sidewalk, tree wells, and all median areas.

TASK JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Pre-Emergent 1 1 1 1

Post-Emergent 2 2 2 2 2 2 2 2

Weed/Trim/Prune 2 2 2 2 2 2 2 2 2

Inspect/Rake out 1 1 1 1 1 1 1 1 1 1 1 1

Leaf removal 1 1 1 1

Site Information:

Road Name: Bob Schumacher Blvd.

Road Number: 12273 Project Number: RM-1038 Map Pg: 16, 6 Beg. MP/Location: 0.00/Otty Rd.

End MP/Location: 1.13/Stevens Rd.

Est. Square Footage=65,807 Road Name: SE Stevens Rd Road Number: 12277 Project Number: RM-1030 Map Pg: 16 Beg.