RFP 2027-02 LMD FINAL.pdf

Request for Proposal #2027-02

Cover Sheet for Request for Proposal

RFP #2027-02

Landscape Right of Way Maintenance

If you are submitting a Response to a Request for Proposal, please utilize our online portal.

https://vendors.planetbids.com/portal/40669/portal-home

CITY OF RENO Date: 10/07/2026 Procurement Division P.O. Box 1900 Request for Proposal No.

Reno, NV 89505 2027-02

(775) 326-6658 THIS IS NOT AN ORDER

(775) 334-2409 fax woodm@reno.gov

INVITATION AND ADVERTISED REQUEST FOR PROPOSAL

Requests for Proposals (“RFP”) submissions will be received until 3:00 p.m. via our online portal on 10/29/2026. Said RFP submissions shall be opened no earlier than 3:05 pm 10/29/2026.

Marcie Wood, Management Analyst - Procurement

The City of Reno is currently accepting electronic proposals for Landscape Right of Way Maintenance. It is the express intent of this RFP solicitation to award to the lowest responsive, responsible Proposer(s) a contract to provide services/equipment to the City of Reno. If the Proposer proposes to provide services/equipment other than as specified in this RFP, a complete and detailed description must be included as part of the RFP submission showing each proposed modification so that City can determine whether such services/equipment conform to performance standards. All deviations from the specified scope of services must be completely described. Attach more sheets and label appropriately if needed. The City of Reno shall determine if any information submitted shall be deemed necessary to the successful completion of the project within “NO SUBSTITUTIONS” category.

This solicitation is made in compliance with Nevada Revised Statute §332. Any appeal and or protest shall comply with NRS §332.068 and the protest requirements stated in this RFP.

Questions regarding the Request for Proposal shall be submitted via the online portal under the Questions Tab.

Per the attached Terms, Conditions, and Requirements

Firm Name

Address

City

State Zip

Telephone Signature

Fax Print Name

E-Mail Print Title

In compliance with this Request for Proposal and subject to all Terms and Conditions thereof, the undersigned offers and agrees, if Proposal is accepted, to furnish any or all of the items or services listed herein at the fees and terms stated.

I also acknowledge receipt of all 36 pages of this Request for Proposal.

Table of Contents Page

Request for Proposal Process and Rules

1. Request for Proposal Schedule

2. Questions/ Clarifications

3. Addendums

4. Exceptions

5. Deadline to Submit Proposals

6. Preparation of Proposals

7. Submission of Proposals

8. Late Submission of Proposals

9. Withdrawal of Proposals

10. Joinder Provision

11. Quantities to be Serviced

12. Specifications

13. Specification Restrictions

14. Exceptions to Specifications

15. References

16. Guarantee/Warranty

17. Tax Exemption

18. Pricing

19. Discount and Payment Terms

20. Billing

21. Evaluation of Submitted Proposals

22. Termination For Cause

23. Termination Without Cause

24. Assignment

General Terms and Conditions

1. Notice of Rights

2. Preparation of Proposals

3. Award of Contract

4. Funding Out Clause

5. Default of Contract

6. Protest by Unsuccessful Proposer

7. Bonds Required

8. Insurance Requirements

Exceptions Disclosure of Principals Attachment A RFP #2027-02 Landscape Right of Way Maintenance Scope and Requirements

REQUEST FOR PROPOSAL PROCESS AND RULES

1. Request for Proposal Schedule

Schedule of Events Date

RFP Released 10/07/2026

Last Day to Submit Questions 10/13/2026 3:00 p.m.

All Addendums to be Posted to reno.gov by 10/15/2026 5:00 p.m.

Proposals Due to City of Reno 10/29/2026 3:00 p.m.

Proposed Award Date by City Council 12/02/2026

Implementation 01/01/2027

The City of Reno reserves the right to modify this schedule at the City’s discretion.

Notification of changes in the Request for Proposal, due date, and deadline for questions will be posted on the City website at reno.gov and our online portal or as otherwise stated herein. Changes in any other anticipated dates will not be released unless deemed necessary at the sole discretion of the City.

Description of Scheduled Events

Deadline For Questions – The deadline for any questions concerning the Request for Proposal is 10/13/2026 at 3:00 p.m. local time. Any questions submitted after the deadline will not be responded to.

All Addendums to be Posted by – All addendums to the Request for Proposal shall be posted to the City’s website at reno.gov and our online portal no later than 5:00 p.m. local time on 10/15/2026. All proposals submitted in response to this Request for Proposal must have all addendums attached and acknowledged. Any proposal that does not include the addendums will be rejected.

Deadline to Submit Proposal to City – The deadline to submit a proposal in response to the Request for Proposal is 10/29/2026 at 3:00 p.m. local time. All proposals received after this deadline shall be disqualified from consideration and thus deemed rejected.

2. Questions/ Clarifications

Questions regarding the Request for Proposal shall be submitted via the online portal under the Questions Tab. Questions should be submitted in accordance with the Request for Proposal Schedule. If any question or response necessitates revision to this solicitation as originally published, such revisions will be made by formal addendum only. If the RFP solicitation includes a contact person for technical information, any oral or written representation made by this or any other person shall not be relied upon unless https://vendors.planetbids.com/portal/40669/portal-home https://vendors.planetbids.com/portal/40669/portal-home https://vendors.planetbids.com/portal/40669/portal-home https://www.reno.gov/ https://www.reno.gov/ subsequently ratified by a written addendum to this Request for Proposal issued by the City. To determine whether any representations made require an addendum to be issued, please contact Marcie Wood, Management Analyst - Procurement, at (775) 326-6658.

It is the City’s intent to allow submitters sufficient time to submit questions and seek clarification on the RFP.

All responses to inquiries will be electronic and will be provided to all prospective submitters who have downloaded the RFP from our online portal based on the Proposal Schedule to ensure that the answers can be sent and received by the prospective submitters for their consideration prior to the date submissions are due.

3. Addendums

All addendums to this Request for Proposal shall be issued by the City of Reno in writing.

Material changes affecting the material, services, or the Proposer’s cost estimate shall have no standing with the City of Reno if not sanctioned by a written addendum.

4. Exceptions

A Proposer who believes the specifications in the Request for Proposal are unnecessarily restrictive or limit competition may indicate such and provide a detailed explanation on the Exceptions page of the RFP documents. All Exceptions will be considered in the RFP evaluation.

The City of Reno will promptly respond in writing to each written objection and, where appropriate, issue all revisions, substitutions, or clarifications via addenda. Objections of technical or contractual requirements shall include the reason for the objections, supported by documented factual information and any proposed changes to the requirements.

5. Deadline to Submit Proposals

All proposals submitted in response to the RFP must be received via our online portal no later than 3:00 p.m., 10/29/2026.

Late proposals shall be disqualified from consideration.

6. Preparation of Proposals

Proposer shall examine all specifications, specific instructions, and terms and conditions of the Request for Proposal. Failure to do so will be at Proposer’s risk.

Any addenda issued shall forthwith become an integral part of the RFP. Proposer shall be required to acknowledge receipt of the same by signing and returning the addenda with the original RFP document.

The person signing the RFP must initial any and all corrections, deletions, or other changes in ink.

In the space provided, a duly authorized representative of the Proposer’s firm shall sign the RFP document.

Proposer shall proofread its proposal carefully for errors prior to submission.

Prices quoted shall be F.O.B. destination within the Reno/Sparks general area and shall be inclusive of all costs and exclusive of Federal and State taxes.

In the event of a difference between a unit price and the extended price, the unit price shall govern.

Technical specifications contained herein shall be considered “optimum.” However, a Proposer deviating from the specifications must specify in the exception section any and all exceptions. Failure to note exceptions shall be construed to mean that no exceptions are being taken by the Proposer, and all terms, conditions, and specifications described and/or specified in this RFP solicitation are being met. Alternative RFP proposals shall be considered, provided said alternative(s) are fully described and explained in detail, and (if appropriate) accompanied by brochures, literature specifications, or a combination thereof.

The City’s decision with respect to proposed equivalents shall be final.

7. Submission of Proposals

Proposer shall sign and return the ENTIRE RFP DOCUMENT.

All proposals must be submitted and received via our online portal no later than 3:00 p.m., 10/29/2026.

The City will only accept submissions via our online portal.

Any additions or deductions to the proposed prices must be shown under the exception section of the RFP in order to be considered. Extraneous numbers, prices, comments, etc.

appearing elsewhere on the RFP form shall have no effect on the prices proposed in the designated locations.

The City of Reno shall provide a copy of the RFP results to those Proposers requesting such.

8. Late Submission of Proposals

Any proposal received after the submission deadline shall be rejected.

9. Withdrawal of Proposals

Any proposal submitted in response to the RFP may be withdrawn by written notice, provided such notice is received prior to the date and time set for opening the RFP submissions.

10. Joinder Provision

In accordance with the provisions of NRS §332.195, other governmental entities (“joinder entities”) may enter into a contract with the successful Proposer resulting from this RFP solicitation with the permission of the successful Proposer. If successful Proposer elects to enter into a contract with any other governmental entity resulting from this RFP solicitation, the City of Reno is not liable for the obligations of such other governmental entity pursuant to NRS §332.195, and the City of Reno shall be held harmless in any and all transactions between the Proposer and other participating governmental entities.

The Proposer shall acknowledge the joinder process and shall acknowledge the City of Reno as the situs of the RFP procedure.

11. Quantities to be Serviced

There shall be no guarantee as to the actual amount of material that is to be delivered during the period of time that this Request for Proposal is in effect.

12. Specifications

Please see the Scope and Requirements Sheet attached hereto as Attachment A.

13. Specification Restrictions

The technical information contained herein shall in no manner be construed as restrictions on the manufacturer, process, or point of origin. References appearing restrictive shall be deemed inadvertent or employed as a descriptive device to delineate the quality or configuration of the requested product or service.

Proposals that deviate from the specifications described in Attachment A herein shall be given consideration in the RFP evaluation process PROVIDED said alternatives are fully described in detail using brochures, specifications, literature, or any combination thereof, accompanying and deemed an integral part of the Proposer’s response.

The City of Reno shall have sole discretion to determine the acceptability of all offerings.

14. Exceptions to Specifications

Utilizing the space provided on the RFP Schedule, Proposers shall note any and all exceptions to the specifications and/or terms and conditions contained herein. Submittal of a specification sheet alone shall not be considered sufficient notification of exceptions.

Failure to note exceptions on the RFP Schedule shall be construed to mean that no exceptions are being taken by the Proposer, and all terms, conditions, and specifications contained this RFP are being met.

The City of Reno reserves the right to accept or reject any and all alternatives or exceptions offered, in its sole discretion, based on the value of said alternatives or exceptions to the City of Reno.

15. References

In the space provided in this RFP, Proposers shall provide verifiable references for Landscape Right of Way Maintenance, RFP # 2027-02 as specified in this Request for Proposal.

For the references listed, please give the following information:

Name of entity Name, phone number and contact person within the above listed organization Type of product/service provided

Failure to provide references may result in a rejection of the Proposer’s RFP submission.

16. Guarantee/Warranty

The successful Proposer shall agree to replace and/or repeat, at no cost to the City of Reno, any product or service purchased as a result of award of this Request for Proposal, if such product/service is deemed unacceptable for any reason as a result of deviations from the specifications contained herein, improper procedures, and/or improper handling by the successful Proposer.

17. Tax Exemption

The City of Reno is a tax exempt public entity and is not generally subject to federal excise, state, or local taxes. The City is specifically limited in its payment of sales tax per NRS §372.325. No additional taxes may be added or “passed through” as a result of any agreement.

18. Pricing

Any proposed pricing that deviates from the prices and/or hourly wages set forth in the specifications attached to this RFP as Attachment A (Scope and Requirements) shall be clearly stated in the Exception Section of the RFP. Pricing shall be inclusive of ALL COSTS such as per diem, travel time, hotel costs and all other expenses relating to the products/services purchased.

Prices shall be exclusive of all Federal and State of Nevada sales, use and/or excise taxes.

19. Discount and Payment Terms

Prompt payment discounts and payment terms shall not be considered in recommending the RFP award if less than twenty (20) days.

The City of Reno’s normal payment terms are “Net 30 days.” If the Proposer wishes to take exception with the terms as stated, an exception must be stated in the Exception Section of the Request for Proposal.

The beginning of the discount and/or payable period will be computed from the date of satisfactory completion of services and/or the date of receipt of a correct invoice by the City of Reno accounts payable department, whichever is later.

20. Billing

The successful Proposer shall invoice the City of Reno and the invoice should be itemized, reflect the purchase order number, and show the name of the authorized individual who placed the order. Original or copy with authorized signature is required.

All original billings should be addressed to:

City of Reno P.O. Box 1900 Reno, NV 89505 Attention: Accounts Payable

A copy of the invoice should also be sent to the ordering department.

21. Evaluation of Submitted Proposals

Proposals submitted in response to the RFP shall be evaluated based on considerations including price, responses to questions posed within the RFP document related to process, references and conformance to specifications, terms and conditions of the Request for Proposal as stated herein. Additional details relating to the selection of a vendor may be contained in Attachment A.

22. Termination For Cause

The City of Reno reserves the right to terminate any resultant Agreement for cause upon thirty (30) days’ written notice, if the successful Proposer fails to perform the work in an acceptable or satisfactory manner or otherwise defaults on the Agreement for whatever reason.

In the event the resultant Agreement is terminated for cause, the City of Reno reserves the right to charge Proposer for any difference between the original RFP price and the cost to procure said product/service from an alternate source. Additionally, the terminated Proposer shall not be considered a responsible Proposer for Landscape Right of Way Maintenance, RFP # 2027-02, and it shall be recommended to the Reno City Council that said Proposer be suspended from doing business with the City of Reno for at least one (1) year after the termination of the subject Agreement.

23. Termination Without Cause

The resultant contract may also be terminated without cause upon thirty (30) days’ written notice by the City of Reno.

24. Assignment

No Assignment of any agreement resulting from an award of this RFP shall be allowed, including the right to receive payment, without the express written permission of the City of Reno.

In the space provided below, Proposer shall provide the name, address, telephone number and contact person of customers for whom it has performed services that are substantially similar to those described in this Request for Proposal. References cannot be a current or former City of Reno employee or a division of the City of Reno.

Name, Address, Phone #, Contact Person

1.

2.

City of Reno Business License Number and Expiration date

Reno Municipal Code, Section 4.04.020 requires that any business operating within the City of Reno is required to possess a valid City of Reno business license. Be advised that upon award of a contract/agreement to perform services for the City of Reno, a current business license must be in your possession before commencing business.

Minority Status: Has this firm been certified as a minority, women-owned or disadvantaged business enterprise by any governmental agency? ____Yes ____No If yes, please specify government agency:

Date of certification:

The above is for information only. The City of Reno encourages minority business participation;

however, no preference shall be given.

Notice to disabled persons: The City of Reno will make reasonable accommodations for disabled persons who wish to submit a proposal in response to the RFP or attend a RFP opening by contacting Marcie Wood prior to the RFP opening date.

Debarment and/or Suspension: As required by Executive Order 12549-- Debarment & Suspension, and implemented at 51 FR 6370, the Proposer certifies that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from transactions with any Federal Department or Agency.

NONDISCRIMINATION. In connection with the performance of work under this Contract, the Contractor shall not discriminate against any employee or applicant for employment because of age, race, creed, religion, color, veteran status, sex, sexual orientation (means having or being perceived as having an orientation for heterosexuality, homosexuality, or bi-sexuality), gender

REFERENCES

identity or gender expression (means a gender-related identity, appearance, expression, or behavior of a person regardless of the person's assigned sex at birth), physical condition, disability, national origin, or any other protected class status applicable under federal, state or local law, rule or regulation. Race includes traits associated with race, including, without limitation, hair texture and protective hairstyles.

Pursuant to NRS §332.065, this [RFP/RFQ/Bid] requires that a written certification be included certifying that the [proposing/bidding] company is not currently engaged in and agrees for the duration of any contract entered into with the City of Reno to not engage in, a boycott of Israel.

Accordingly, the [proposing/bidding] company hereby certifies they are not currently engaged in and agrees not to engage in for the duration of this contract entered into with the City of Reno, a boycott of Israel. ________Yes __________No

Printed Name & Position Signature

GENERAL TERMS AND CONDITIONS

1. Notice of Rights

The City of Reno reserves the right to reject any or all proposals or any part thereof.

The City of Reno reserves the right to waive any minor informalities or irregularities.

The City of Reno reserves the right to require such surety as may be deemed necessary for the protection of the City of Reno, or to ensure the satisfactory performance of a contractor in accordance with the specifications and RFP documents.

The City of Reno reserves the right to withhold award for a period of ninety (90) days from the date of RFP opening.

The City of Reno reserves the right to award, in whole or in part, by item, group of items, or by sections where such action would serve the City's best interest. RFPs identified on the basis of "All or Nothing" will be excluded from this provision.

The City of Reno is a tax exempt public entity and is not subject to federal excise, state, or local taxes. No additional taxes may be added or “passed through.”

2. Preparation of Proposals

Proposals must be submitted in accordance with any document attached to this RFP and made an integral part hereof.

Proposers are expected to examine these documents carefully. Failure to do so will be at the Proposer's risk.

Proposals should be proofread carefully for any errors.

Any irregularities or lack of clarity in any of the RFP documents attached hereto should be brought to the attention of the Management Analyst - Procurement as soon as possible so that corrective addenda may be furnished to all Proposers.

Alterations/deletions must be crossed out and the corrections thereof printed in ink or typewritten adjacent thereto. All corrections must be initialed in ink by each person signing the RFP.

In the case of a difference between written words and figures, the amount stated in written words shall govern.

In the case of a difference between a unit price and the extended price, the unit price shall govern.

All additions, deletions, or exceptions are to be listed on the page marked as such. If there are none, print "NONE" and return the page with the submitted proposal. Failure to return or sign the “Exception Page” will be construed to mean that no exceptions are being taken by the Proposer, and all terms, conditions, and specifications are being met. Any pricing information being offered that deviates from the specifications MUST either be submitted on the RFP document cost sheet (if one is provided) or specifically detailed on the "Exception Page." Pricing information offered in any other area of the RFP package WILL NOT be considered.

Proposers shall note that any alterations made to the language contained in the RFP shall be cause for rejection. If exceptions are taken or alternatives offered, complete descriptions must be included on the “Exception Page” or attached as a separate document clearly marked “Exceptions.”

All prices quoted shall be F.O.B. destination. No additional charges for freight, packaging, handling, etc., shall be allowed.

Proposers are instructed to use the City’s RFP forms, if provided, and complete the requested information fully (i.e., pricing, RFP schedules, specification descriptions, exceptions, disclosure of principals, etc.). Failure to do so may be cause for rejecting a proposal. If additional space is needed, attach additional sheets referencing the appropriate section(s).

3. Award of Contract

A. The City of Reno will award the contract to the Proposer that offers the most advantageous proposal. In addition to price, the City may consider the following criteria in determining the best and most advantageous proposal:

a. The ability, capacity, and skill of the Proposer to perform the contract or provide the service required;

b. Whether the Proposer can perform the contract or provide the service promptly, and within the time specified without delay or interference;

c. The character, integrity, reputation judgment, experience and efficiency of the

Proposer;

d. The quality of performance on previous contract(s);

e. The Proposer’s history of compliance with applicable laws;

f. The financial responsibility of the Proposer to perform the contract or provide the service;

g. The limitations of any license the Proposer may be required to possess;

h. The quality, availability, and adaptability of the product or service;

i. The ability of the Proposer to provide future maintenance and service;

j. The number and scope of conditions attached to the RFP;

k. The life-cycle, maintenance and performance of the equipment or product being offered; and/or

l. Any other basis permitted by law.

B. A purchase order, mailed or otherwise furnished by the Procurement Division to the successful Proposer, is a binding contract without further action by either party.

C. The Procurement Division will notify all unsuccessful Proposers of the RFP results and will return with such notice any surety held for bonding.

D. The resultant contract may not be assigned, transferred or delegated, along with any rights, obligations or duties without prior written consent of the City of Reno.

E. Technical specifications contained herein shall be considered “optimum.” Alternative

RFP proposals that deviate from the specifications set forth in Attachment A shall be considered, provided said alternative(s) are fully described and explained in detail on separate sheets, and (if appropriate) accompanied by brochures, literature specifications or a combination thereof. The City’s decision with respect to proposed equivalents shall be final, and the City reserves the right and privilege to accept or reject any or all proposals offered, based solely on the judgment of City of Reno staff as to the value of the proposals to the City of Reno.

F. The technical information contained herein shall in no manner be construed as restrictions on the manufacturer, process, or point of origin. References appearing restrictive shall be deemed inadvertent or employed as a descriptive device to delineate the quality or configuration of the requested product or service.

G. Any resultant agreement may be extended at the discretion of the City if it is determined to be in the best interest of the City.

H. For purposes of meeting the City’s performance standards, Proposer shall be responsible for exercising the degree of skill and care customarily required by accepted professional practices and procedures within the relevant industry to perform the contract subject to the City’s final approval.

4. Funding Out Clause

In the event the City of Reno fails to obligate requisite funds for the ensuing fiscal year(s) for payment of amounts due on any agreement resulting from this Request for Proposal, necessitating cancellation of the Agreement, the successful Proposer(s) shall agree to hold the City of Reno free from any charge or penalty.

5. Default of Contract

A. In case of default by the contractor (successful Proposer), the City may procure the product(s) or service from other sources and hold the contractor responsible for any excess cost occasioned thereby.

B. If necessity requires the use of materials, supplies, or services not conforming to the specifications, they may be accepted, and payment therefore shall be made at a proper adjustment in price.

C. Default by the Proposer in any manner including failure or refusal to furnish any product or service at the price and/or the time specified in the RFP may be considered cause to commence proceedings against any surety held with the RFP or to assess a penalty equal to five (5) percent of the total RFP price.

6. Protest by Unsuccessful Proposer

A. Proposer may protest a pending RFP award prior to award by the Reno City Council as set forth in NRS §332.068.

B. Proposer must submit a written notice of protest in accordance with the requirements set forth herein to the Management Analyst - Procurement within five (5) business days from the date of the letter notifying Proposer of the City’s intent to award the RFP.

C. The appellant must post a bond with the written notice of protest with a good and solvent surety authorized to do business in the State of Nevada in an amount equal to 25% of the value of the contract with the Procurement Division in order to have their appeal heard by the City Council. Any and all bonds are subject to the approval of the

Reno City Attorney. In the event the appeal is not upheld by the City Council, a claim may be made against the bond in an amount equal to the expenses incurred and other monetary losses suffered by the City because of the unsuccessful appeal.

D. The notice of protest must first be directed jointly to the Finance Director and City

Manager (or their designee), who shall make a determination on the protest as soon as reasonably practicable.

E. If Proposer’s protest is denied by the Finance Director and City Manager (or their designee), Proposer may then request, in writing, that the protest be appealed to the Reno City Council. Any appeal to the Reno City Council must be submitted to the Management Analyst – Procurement within five (5) business days after the date of the letter from the Finance Director/City Manager denying the protest.

F. The above appeal process must be followed sequentially. No appeal or protest of a pending RFP award will be heard or considered by the Reno City Council unless it has first been considered and denied by the Finance Director and City Manager.

G. Claims Against Protest Bonds:

The City shall not make a claim upon any bond or other security unless and until the basis of that claim is considered and approved by the City Council. The City may:

1. Claim its regular staff time and costs in processing, considering and/or defending against an award protest.

2. Claim any necessary extraordinary staff overtime incurred in processing, considering and/or defending against an award protest.

3. Claim the City Attorney’s time and costs in processing, considering and/or defending against an award protest.

4. Claim any resulting fees and costs incurred to any independent contractors, consultants or contracted attorneys utilized in processing, considering and/or defending against an award protest.

5. Claim any lost expenditure savings, lost revenue and other consequential financial damages resulting from the protest’s automatic stay of the award of a contract to a selected solicitation response.

6. Claim any lost gifts, lost grants or other lost government or private financial participation resulting from any delay caused by the protest’s automatic stay of the award of a contract to a selected solicitation response.

G. Protest Bond Risk Inquiry—Procedure:

As soon as possible after an award protester has posted a protest bond or other security, the soliciting City department or agency shall provide a written non-binding estimate of the basis of potential claims unique to the circumstances of the contract award(s) stayed by the protest, without disclosing any RFP information that must remain confidential until an award decision is final. From this estimate, the protester shall be responsible for calculating the risk(s) of proceeding with a protest to a final decision by the City Council. A protester may withdraw a protest in writing at any time prior to a decision of the City Council, but any withdrawal more than seven (7) calendar days after the issue date of the City’s estimate of the basis of potential claims shall, upon

City Council’s approval of the claims, be subject to claims against the bond or other security of the withdrawing protestor prior to its return to the protester. At a minimum the estimate of the basis of potential claims shall include:

1. If relevant, the date the current contract expires.

2. If relevant, the rate per year paid (or revenue earned) on the current expiring contract.

3. If relevant, the cost per year to complete the solicitation’s anticipated work with

City staff, equipment and materials.

4. The date the stayed contract award would have begun in the absence of the protest and its anticipated term.

5. The estimated rate per year to be paid (or revenue earned) on the stayed contract award.

6. The rate per hour to be paid to any relevant independent contractors, consultants or contracted attorneys as a result of the protest.

7. An estimate of any anticipated staff time and costs in processing, considering and/or defending against the protest.

8. An estimate of necessary extraordinary employee overtime salary in processing, considering and/or defending against the protest

9. The rate per hour for City Attorney services and any estimated costs in processing, considering and/or defending against the protest.

10. Disclosure of the amounts of any gifts, grants or other government or private financial participation that might be lost due to the protest.

11. Disclosure of any known seasonal, labor, equipment or materials costs that are materially time-sensitive and might result in financial damages to the City due to the protest.

12. Disclosure of any other anticipated consequential financial damages

7. Bonds Required

The successful Proposer may be required to furnish a performance bond in the amount of one hundred percent (100%) of the contract insuring faithful performance of all terms of this RFP. All bonds shall be subject to the approval of the Reno City Attorney.

8. Insurance Requirements

Successful Proposer(s) shall procure and maintain Comprehensive or Commercial General Liability Insurance (occurrence form) from a carrier licensed to do business in the State of Nevada with a Best rating of A.VII or above. Minimum acceptable policy limits shall be in an amount of not less than two million dollars ($2,000,000.00), combined, single limit, occurrence based policy, in a form satisfactory to the City. A certificate of insurance evidencing said coverage shall be supplied by successful Proposer upon request, naming the City as an Additional Insured under the liability policy. The liability policy shall contain a provision that such policy shall not be cancelled unless at least thirty (30) days prior written notice of cancellation has been received by the City for any reason other than non-payment of premium, and for non-payment of premium, at least ten (10) days prior written notice of cancellation.

Successful Proposer(s) shall, upon request, deliver to City of Reno evidence of worker's compensation insurance as required by the State of Nevada.

EXCEPTIONS

Does the Proposer take exception to any of the terms, conditions, or specifications of this Request for Proposal and attachment thereto? ____Yes ____ No If yes, please indicate the specific nature of the exception or clarification, in the space provided below. Attach additional sheet(s) if necessary.

Firm Name

City

State Zip

Telephone Signature

Fax Print Name

E-Mail Print Title

Proposers Federal Tax ID # (May be requested at a later date)

If further space is required, please attach additional sheets

In compliance with this “Request for Proposal” and subject to all Terms and Conditions thereof, the undersigned offers and agrees, if this bid is accepted to furnish any and all goods and services described herein at the prices, terms and delivery stated

DISCLOSURE OF PRINCIPALS

Please print or type

Company Name Telephone Number with area code

Street Address Fax Number with area code

City, State and Zip Code Federal Tax Identification Number

Names of Officers or Owners of Concern, Partnership, Etc.

Name Official Capacity

Street Address City, State and Zip Code

I/ we hereby certify the Instructions and Terms and Conditions have been read and agree to:

(Print)

Phone

Fax

Representative Print Name

Signature

Vendor acknowledges receipt of all 36 pages of this RFP. Date

This Section Left Intentionally Blank

ATTACHMENT A

RFP #2027-02 LANDSCAPE RIGHT OF WAY MAINTENANCE

SCOPE AND REQUIREMENTS

The selected firm shall assist the Parks and Recreation Department in performing regular and routine Landscape Right of Way Maintenance consistent with the specifications below. Contractor shall be responsible for all labor, equipment, and materials necessary to perform these services at the sites indicated on Exhibit 1.

Responders are strongly encouraged to view the sites on their own prior to the meeting as there will NOT be a guided tour.

1. General Requirements:

1.1 All services provided by the Contractor shall be consistent with quality standards of the grounds maintenance industry.

1.2 Contractor shall confine to the greatest possible extent, all operations, equipment, apparatus and placement of materials to the immediate area of work. Contractor shall comply with all rules and regulations in effect on the work site, including, but not limited to parking, traffic laws, use of walks, security restrictions, hours of allowable entrance and departure.

1.3 Storage of equipment shall be off-site, not on City property. Contractor or their authorized representative must be present to accept delivery of all equipment and/or materials shipments. It shall be the Contractor's responsibility to assume all liability for equipment and material delivered to the job site.

1.4 Contractor shall notify the City verbally or in writing of any defects noted in such surfaces that are to receive their work if such defects may affect normal operations or present a safety concern.

1.5 Contractor shall adhere to the maintenance standards shown in Exhibit 1.

2. Property Damage:

2.1 Wherever any existing property, material, equipment or facility is damaged by the Contractor, the cost of repair or replacement shall be charged to the Contractor.

Items covered by this provision include, but are not limited to curbs, sidewalks, lawns (to include scalped areas), plantings, trees, signs, down spouts, and refuse containers. Contractor shall immediately report any property damage to City.

2.2 The Contractor shall repair, to its original state, any landscape damaged by failure to provide proper and adequate protection, to the satisfaction of the City, or remove and replace with new materials or plantings at the Contractor's expense. Repair work due to damages caused by the Contractor shall be coordinated through, and subject to the approval of the City. Repairs shall be made with like materials in a manner acceptable to the City.

3. Contract Term

3.1 Contract will commence on January 1, 2027, unless otherwise stated in proposal response and agreed to by City.

3.2 Initial contract will be for two years, with two one-year extensions available subject to written request by Contractor not later than July 1 prior to the expiration of the contract.

3.3 Within 10 working days of notice of intent to award, successful responder shall sign and execute a standard service contract with the City of Reno.

4. Pricing

4.1 Proposal pricing shall remain firm for duration of the initial contract period.

4.2 In conjunction with a written request to extend the contract term pursuant to Section 3.2, above, Contractor may request an increase in the base cost not greater than the percentage increase in the Consumer Price Index for All Urban Consumers in Pacific Cities, West, “C”, as published by the US Department of Labor Bureau of Labor Statistics, for the most recent 12-month period at time of request.

5. Work Times and Schedules

5.1 All work shall take place between the hours of 7:00 a.m. and 5:00 p.m., Monday through Friday. Contractor may work on City scheduled holidays with prior notice to City. The City recognizes the following holidays: New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Nevada Day, Veteran’s Day, Thanksgiving Day, Family Day (day after Thanksgiving), and Christmas Day.

5.2 Contractor shall provide the following work schedules, separate for each site.

5.2.1 Typical weekly work schedule for all regular and routine tasks prior to starting date of contract and resubmit within three days of any permanent changes.

Schedule should show day of week work is planned.

5.2.2 Monthly schedule of seasonal work prior to the 1st day of the month in which the work is planned. Work tasks may be shown by day or week of month.

6. Billing, Reports and Payments

6.1 Payment for Landscaped Right of Way Maintenance shall be monthly following the month in which service was performed. Contractor shall submit an invoice to the City not later than the 15th day of the month following the month service was performed.

6.2 Each area must be listed separately for tracking purposes but invoiced on a single bill for payment.

7. Site Inspections by City

7.1 City will inspect each area once per month for compliance with standards.

Contractor will not be notified in advance. Inspections shall be scored on a Pass/Fail basis.

7.2 Inspection results and corrective action required will be reported to Contractor via email within three business days. Contractor will return the notice to City within 10 business days describing corrective actions taken.

7.3 Any inspection resulting in a Failing grade will result in a 10% reduction in the reimbursement amount for that month for the subject area. Consecutive failing grades on monthly inspections for the same area will incur an additional 10% reduction for each month resulting in a failed inspection report.

7.4 If three or more monthly inspections result in a Failing grade for any month, the total combined penalty for that month will be multiplied by the number of failing inspections, up to a maximum of 75% of the total billing for all areas for that month.

7.5 Any inspection resulting in a Failing rating in the final two months of a contract period, unless an extension has been requested and approved, shall result in a 50% penalty for the failing area for that month; if three or more areas have failing inspections, no payment will be made for those areas for that month. This section supersedes the preceding section 7.4 for maximum penalties. Upon request by Contractor, City will provide notice at least three but not more than seven workdays in advance of an inspection during this period.

Landscaped Right-of-Way Maintenance

BID DOCUMENT

Instructions:

1. This document must be completed and submitted for the bid to be considered.

2. Entire Bid Price for each district separately. Failure to price each district separately shall be deemed non-responsive.

3. Show total of Items 1 through 9 on Item 10. This is your base bid.

Item Unit Square Feet

Quantity Bid Price Per Year

1.

Bagpipe Circle, Bagpipe & Silver Lake Blvd Landscaped area Natural area (detention basin) Backflows

104,347

42,185

2.

Grand Summit, Rainbow Ridge & Grand Summit Dr Landscaped area

8,245

3.

Northgate Unit 18

82,021

4.

Northgate Unit 19 – LaSalle Heights

40,605

5.

Northgate Unit 21

33,426

6.

Royal Sage Unit 5, Kings Row & Royal Sage St Landscaped area Natural area

9,941

133,807

7.

Silverado Ranch Estates Units 6&7, W 7th & Montego St

21.873

8.

Silverado Ranch Estates Unit 11, Robb & Las Brisas

51,099

9.

Turtle Creek II, Silver Lake Blvd

69,974

10. Bid Total

Landscaped Right-of-Way Maintenance

BID DOCUMENT – SUPPLEMENT WORK

Instructions:

1. This document must be completed and submitted for the bid to be considered.

2. Entire Hourly Rate for work for the Supplemental Maintenance Standards. This rate includes all personnel and equipment used for completion of the work as directed by City.

3. This rate excludes cost of all new or replacement plants, trees and irrigation system supplies for supplemental work. City reserves the right to provide these items.

Item Description Hourly Rate

11. Plant Maintenance $

12. Plant Replacement $

13. Tree Replacement $

14. Irrigation - Repairs $

Maintenance Standards Landscape Maintenance Districts

The following maintenance standards, adopted by the City of Reno Parks Division, shall apply to all public rights of way in approved landscape maintenance districts.

This work shall be included in Contractor’s Base Bid.

Task

Description

Frequency

Season

Shrub Pruning

Prune1 shrub beds to achieve or maintain a natural form specific to the species.

Prune out all deadwood. Remove pruning debris from site.

Prune to provide clearance along all streets, curbs and sidewalks.

Annual or as necessary for sidewalk and traffic clearance.

Winter, Spring or Fall, depending on species

Plant Care Prune, remove and dispose of any dead plant material.

As needed.

Spring or fall

Trees

Prune1 deadwood and suckers.

Trees shall be pruned for 8’ clearance above sidewalks.

Remove all stakes & ties after one year.

Prune new trees after one year for proper shape and health; replace dead trees.

As needed or as required for visibility or sight clearance

As necessary

Irrigation - Start up

Re-install backflows. System start up, check for leaks and proper operation and begin programming.

Annual

All systems on by April 15th unless otherwise directed by City based on weather

Irrigation – Test Backflows

Test and repair backflow prevention devices pursuant to TMWA requirements. Provide copy of completed test certificate to City.

Annual

After startup; provide report copies to TMWA and City not later than June 30

Irrigation - Repairs Repair breaks within 24 hours of notification.

As needed During irrigation season

Irrigation - Controllers Adjust controller to proper schedule as determined by plant needs or City.

As needed During irrigation season

Irrigation - Operation Monitor and adjust system for proper operation.

Once every two weeks

Submit irrigation schedule to City.

During irrigation season

Irrigation - Valves & Boxes Repair valves, wires and solenoids and boxes; maintain visible box lids, replace or raise when necessary.

As needed During irrigation season

Irrigation - Drip Systems

Inspect lines, fittings and emitters and repair as necessary; inspect line placement and adjust as necessary;

inspect and clean filter and pressure regulator.

Monthly During irrigation season

Irrigation - Shut Down

Shut off water service; winterize all backflows, lines and fixtures. Remove all backflow devices and return to City for winter storage.

Annual

Oct 1-15 each year, unless otherwise directed by City based on weather

Pest Control

Identify and control pests through chemical, biological or mechanical

Inspect monthly; treat as necessary.

Year round means.

Weed control

Remove weeds chemically2, mechanically, or manually. Remove all weed debris from site and properly dispose; do not leave weed debris on site overnight.

Any weeds greater than 6” tall shall be removed manually or mechanically.

Remove volunteer plants (e.g. rabbit brush, sage brush, tree & shrub suckers) and dispose all of debris. Planned native vegetation may remain.

No restricted use pesticides shall be used.

Remove and properly dispose of noxious weeds.

Inspect weekly; remove as needed.

Year round

Clean up

Remove leaves and debris from planter areas

Sweep/blow sand, rocks and other debris from sidewalks

As needed throughout the year.

Year round

Litter, Trash & Debris Pick up all litter, trash and other debris;

dispose of properly

Weekly. Year round

Fence Lines

Maintain 6’ clear zone adjacent to residential wood and see-through fences (Bagpipe, Lasalle Heights, Royal Sage, Turtle Creek). Remove all vegetation more than 6” high except living, desired, trees, shrubs, and grass. Weedeat/spray cheatgrass as needed.

As needed. Year round

Natural Areas

Litter/trash/debris removal

Apply pre-emergent for spring weed germination

Remove weeds over 12” three times annually

Weekly.

Annual.

As needed.

Year round

Jan/Feb

May/Aug/Oct

Snow removal Remove snow from sidewalks within 48 hours after snow event when snow level exceeds 2 inches.

As needed. As necessary

Accident and Vandalism Cleanup

Clean up from vehicle accidents, including repair of irrigation systems, removal and replacement of plant stock, general cleanup and debris removal.

Report any vehicular damage or vandalism to City of Reno.

As needed. As necessary

1All pruning and planting shall be consistent with ANSI Z-133 standards. Tree pruning shall be directly supervised by an arborist or tree worker certified by the International Society of Arboriculture.

2 No restricted use chemicals shall be used in weed control. Glyphosate products may be used for post emergent weed control.

Contractor may use pre-emergent herbicides with prior notification and approval by City.

Maintenance Standards Landscape Maintenance Districts

Supplemental Work

The following maintenance standards, adopted by the City of Reno Parks Division, shall apply to all public rights of way in approved landscape maintenance districts. This work shall be included in Contractor’s Bid on an hourly rate for time & materials. This work shall only be done at direction of City.

Plant Maintenance

Corrective pruning1 to shrubs to thin trunk stems and branches; remove “mature” rabbit brush conflicting with formal plantings.

As directed by City During Dormancy

Plant Replacement Replace1 dead/missing plants with same or approved substitute.

As directed by City Spring or fall

Tree Replacement

Replace1 dead/missing trees with same or approved substitute.

Planting shall be supervised by a certified arborist, tree care worker or certified landscape technician. Tree Permit required.

As directed by City Fall

Irrigation - Repairs Upgrade/install new drip systems. As directed by City As necessary 1All pruning and planting shall be consistent with ANSI Z-133 standards. Tree pruning shall be directly supervised by an arborist or tree worker certified by the International Society of Arboriculture.