RFP-26-15880-JG_Solicitation.pdf

RFP-26-15880-JG Due Date & Time: Tuesday, June 2, 2026 at 2:00 PM Local Time

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741 Phone: (407) 742-0900 Fax: (407) 742-0901

Title: Mowing and Landscaping Services for Small Machine Area II

Page 1 of 43 Rev. 10.2025

To: All Prospective Proposers From: Jovany Galarza, Procurement Analyst III Subject: Solicitation Number: RFP-26-15880-JG, Mowing and Landscaping Services for Small Machine Area II Date: Tuesday, June 2, 2026, at 2:00 PM Local Time

Dear Potential Proposer:

Osceola County Government, an Equal Employment Opportunity (EEO) employer, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFP) document. The successful proposer(s) must demonstrate by his/her qualifications, experience, availability, approach and work plan that he/she will best serve the overall needs of Osceola County.

If you are interested in preparing a response to this RFP, please read requirements carefully and complete the proposal in the manner as set forth in this RFP document. Your response is considered a binding offer to perform in the manner described in the proposal response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive proposal process, the stipulations set forth herein are fully binding on the proposer to the extent that you confirm acceptance by your signature on Attachment “F”.

There will be no pre-proposal conference held for this project. Questions regarding this solicitation must be received in writing at the address above no later than Tuesday, May 19, 2026 at 12:00 PM Local Time. Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to the Osceola County VendorLink site;

https://vendorlink.osceola.org. You may also access VendorLink by using the link located on the Procurement Services section page of www.osceola.org.

All proposers are advised that under chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

Osceola County welcomes your response to this RFP document. Proposals should be prepared in accordance with the RFP instructions and will be evaluated by Osceola County as stated in the evaluation section of this document. Osceola County reserves the right to waive any formalities, to reject any or all proposals or to re-advertise for proposals for these services. Osceola County may withdraw all or part of this RFP at any time to protect the interests of the County. All proposers are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification.

Thank you for your interest in doing business with Osceola County.

Procurement Services Office

Request for Proposals Osceola County Board of County Commissioners

Procurement Services Office 1 Courthouse Square, Suite 3401 Kissimmee, Florida 34741

Phone (407) 742-0900 Fax (407) 742-0901 https://vendorlink.osceola.org/ http://www.osceola.org/

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 2 of 43 Rev. 10.2025

TABLE OF CONTENTS

SECTION TITLE PAGE NO.

I Overview of Project 3 II Scope of Services and Technical Requirements 4 III General Instructions 10 IV Proposal Schedule 12 V Proposal Response, Criteria, and Evaluation Point Values 13

VI

VII

Evaluation Process General Terms and Conditions

ATTACHMENT TITLE PAGE NO.

A Statement of “No Proposal Submittal” 24 B Insurance Requirements 25 C Public Entity Crimes Statement 27 D Conflict of Interest Statement 29 E Drug-Free Workplace Certification 30 F Price Proposal and Acceptance of Proposal Terms and Conditions 31 G Proposed Schedule of Subcontractor Participation 33 H Addendum Acknowledgment 34 I Articles of Incorporation / Corporate Documents 35 J Reserved 36 K IRS W-9 Form 37 L Contractor Certification Scrutinized Companies 38 M Solicitation Response Identification Label 39 N Exhibit A-Small Machine Mowing Area II Road List 40

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 3 of 43 Rev. 10.2025

Section I. Overview of Project.

A. Intent.

1. It is the intent of this solicitation to engage one or more qualified contractors to perform small machine mowing and landscaping services for Area 2.

B. Background.

1. Osceola County, Florida was created in 1887. Osceola County is a 1,506 square mile area that serves as the south/central boundary of the Central Florida Region and the Greater Metropolitan Area. The City of Kissimmee, the County Seat, is 18 miles due south of Orlando. Osceola’s other incorporated City, Saint Cloud, is 9 miles east of Kissimmee, and approximately 45 miles west of the City of Melbourne on the Atlantic Coast.

2. An urban and urbanizing area in the northwest quadrant of the County dominates Osceola County’s geography. This area is adjoining to Polk and Orange County and includes most of Osceola’s population. It includes the incorporated areas of Kissimmee and Saint Cloud, the unincorporated communities of Poinciana and Buenaventura Lakes, and incorporated subdivisions ranging from Narcoossee in the northeast to Campbell City and Intercession City in the southwest to Deer Run and the Saint Cloud Manor areas in the south.

C. Term of Agreement.

It is anticipated an Agreement will be awarded for an initial three (3) year term to begin upon approval and execution by the County; with the opportunity for additional one (1) year or (2) year renewal periods when in the best interest of the County.

Total contract length, including all renewals should not exceed five (5) years. The decision to renew or extend the contract shall be at the discretion of the County. The successful proposer(s) shall be required to review the small machine mowing and landscaping services for Area 2 with the County on a semi-annual basis.

D. Minimum Requirements.

Licenses/Certifications/Equipment:

1. Pesticide/Herbicide Applicators License

2. MOT Certification for Maintenance of Traffic Control

3. Three (3) Commercial type lawn mowers with a minimum deck size of 48 inch.

4. Three (3) Commercial type string trimmers (Weed Eaters).

5. Three (3) Commercial type edgers.

6. Two (2) Commercial type backpack blowers.

7. Mowers must be equipped with a can or bucket to collect trash. Operators must carry grabbers and trash bags to store the trash in until it can be removed from the job site.

Equipment may be inspected prior to awarding the bid.

The proposer must provide proof of the above minimum qualification by furnishing copies of letters, certificates, etcetera (as applicable); which clearly document said qualifications. Failure to provide said documentation with your proposal will be grounds for deeming your proposal unresponsive and removing it from further consideration. This is a non-negotiable item.

E. RFP and/or Performance and Payment Bond.

An RFP/Performance and Payment Bond is not required for this project.

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 4 of 43 Rev. 10.2025

Section II. Scope of Services and Technical Requirements.

A. Scope of Services.

Provide all supervision, labor, equipment, materials and fuel to perform mowing maintenance as indicated in this scope of work. Please note: Proposer must submit pricing for all items and lots in Attachment “F”. Failure to do so will render your proposal non-responsive and will not be considered for award. ATTACHMENT “F” FEE SCHEDULE MUST BE INCLUDED AS A SEPARATE, SEALED ENVELOPE FROM THE PROPOSAL. DO NOT INCLUDE WITH THE ENTIRE PROPOSAL PACKAGE.

1. Boundaries: Small Machine Mowing Area 2 service boundaries are located in the central most section of Osceola County ranging from Brown Chappel Road in St. Cloud west to Bass Road in Kissimmee.

2. Description: The work in this section consists of mowing, edging, blowing, string trimming, or hand mowing, cleaning of inlets and outlets of retention / detention areas and drainage systems, crack weed spraying, and trimming of encroaching brush or low hanging limbs, etc. for County owned parcels of land, vacant lots, roadsides and right of ways.

3. Mowing Quality Control Inspector: The Successful Proposer must provide individuals who will be responsible for the performance of the work. The names of the employees who will act for the Successful Bidder when they are unavailable must be designated in writing. The Quality Control Inspector will be responsible for notifying the County when work begins and ends during a cycle. The Quality Control Inspector will be responsible for ensuring that all services are performed properly and meet specifications prior to leaving the job site and requesting a final inspection from the County. The Quality Control Inspector will also submit a signed checklist documenting that each service has been completed and approved by the Quality Control Inspector and is ready for County Inspection. The checklist must be submitted with the final invoice. The County will provide a checklist for the contractor to make copies of and use.

4. Financial Consequences: The County will do a one-time inspection of the areas at no charge to verify completion of a cycle. If a second inspection is required, the County will assess a one hundred ($100) dollar fee to the Successful Proposer.

The one hundred ($100) dollar fee will be assessed for every re-inspection after the first inspection. The fee is assessed to offset the additional County labor costs and vehicle usage required for unnecessary inspections and the fee will be deducted from the final invoice.

5. Authority: The Quality Control Inspector must have full authority to act for the Successful Proposer on all matters relating to daily operation of this contract.

6. Availability: The Quality Control Inspector must be available during normal business hours within 2 hours to meet with County personnel to discuss problem areas.

7. Qualified Technicians: The Successful Proposer is held responsible for providing fully qualified craftsmen/technicians/workers to perform the tasks necessary in grounds maintenance/mowing services.

8. Successful Proposer Personnel Appearance: The Successful Proposer personnel must present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the company name or by wearing appropriate badges, which contain the company and employee name.

9. Vehicle Operators Licenses: The Successful Proposer will ensure that all vehicle operators have a valid Florida operator’s license for the type of vehicle being driven, prior to starting work.

10. Quality Control Plan and Checklist: The Successful Proposer must establish and maintain a quality control plan to ensure the

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 5 of 43 Rev. 10.2025 requirements of the contract are provided as specified. The County will provide a Quality Control Checklist, the checklist must be completed and signed by the Quality Control Inspector and accompany the invoice for payment.

11. Standards of Service: The standards of service provided by the Successful Proposer must be equal to Osceola County standards and those normally expected of a competent firm engaged in the grounds maintenance/mowing services business.

12. Hours of Work: Work may be performed by the Successful Proposer between the hours of 7:00 a.m. and 6:00 p.m., Monday through Saturday. No work may be performed before sunrise or after sundown without advance written permission from the County. No work may be performed on Sundays or on holidays recognized by the Osceola County Board of County Commissioners.

13. Mowing: All grass must be cut to a uniform height of 4 inches +/- one half inch. All areas that cannot be mowed using a large mower will be mowed with a small power mower, however, in areas determined to be totally inaccessible to any type of mower, weed eaters, grass or string trimmer, or brush cutters will be used to cut these areas in accordance to the specifications of this contract. Vendors will take every opportunity and any and all precautions to prevent scalping or shaving the grass covered areas while mowing any of these areas. All grass clippings will be removed from all sidewalk areas by use of a power blower prior to leaving the work site. Areas marked as Entire Right of Way will be mowed from Right of Way line to Right of Way Line. Areas listing sidewalk only will be mowed 5ft on both sides of the sidewalk. Areas marked with locate flags or right of way stakes will need to be mowed as close to the locate flags and stakes as possible but without damaging the locate flag or stakes.

14. Uniformity: Mowing areas of different widths must be connected with smooth flowing curve transitions. All cuttings must be performed in such a manner to result in a stand of mowed grass or vegetation cut uniformly at a nominal four-inch height and with no streaks. The accumulation or the piling of cuttings will not be permitted.

15. Right of Way: Areas that are listed as Entire Right of Way the Successful Proposer will make every attempt to mow from right of way line to right of way line. Right of way is usually defined as all areas between fence line to fence line. Backsides of right of ways are generally defined as backside of sidewalk or backsides of telephone poles. Successful Proposer shall determine limits prior to beginning any work.

16. Edging: Edging encompasses the removal of all weeds, sand, vegetation, debris and plant material by the Successful Proposer from all edges including but not limited to the following: sidewalks, paved approaches, drainage structures and curbs, to maintain these areas in an attractive and manicured condition. Edging encompasses the removal of growth mechanically and manually. Note: Areas specified for edging will not be treated with herbicide. Edging must accompany mowing.

a. The edging of sidewalks, paved approaches, and curbs must create a distinct void, approximately one half (1/2) inch horizontally between the structure and the turf. String trimmers should not be used in edging. Edging also includes the removal of all sand and debris from the areas designated to be edged.

b. Upon completion of edging by the Successful Proposer, no growth, sand or debris should touch any of the structures designated for edging. All sand and debris must be removed, by the Successful Proposer, from the areas designated for edging. The cost of edging and removal and disposal of debris must be included in the contract cycle cost.

17. Inlet and Outlet Structures: Inlet and outlet structures, for the purposes of this document, are defined as, but not limited to, drainage pipes, culverts, control structures, energy dissipaters, sloughs, spill ways, canals, flues, flumes, or any other drainage systems specifically designed to force water flow into a retention/detention area and to drain water from it. Inlets must be kept free of sand and vegetation at all times.

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 6 of 43 Rev. 10.2025

18. Weed, String, and Grass Trimmers and Brush and Blade Cutters: Weed, grass, and brush trimmers are to be used to cut in areas totally inaccessible to mowing equipment. Inaccessible areas include, but are not limited to, inlet and outlet structures, base of walls and fencing, tree rings, irrigation heads and systems, curbs, walkways, lighting and light poles, telephone switch boxes and poles, power transformers, and signs in order to meet with the requirements of this contract. However, no shaving or scalping of the grass surface is allowed. Trimming must accompany mowing.

19. Encroaching or Low Hanging Brush: Brush or tree limbs that are encroaching the sidewalk and or handrails must be cut back away from the sidewalk or handrail. All low hanging brushes or branches must be cut up to a height of 10ft over all sidewalks or pathways located within this contract.

20. For Crack Weed Control Only: The Herbicide Treatment will be only for the treatment of all expansion joints and cracks located on sidewalks, curbs, concrete medians and paved approaches. There will be no spraying of fence lines, walls, or retention pond areas without consent from the project manager.

a. The County Contact Person will determine areas approved for herbicide treatment. All herbicides used will be Round Up or equivalent, applied in conformance with the manufacturer’s instructions. The cost of the application of herbicide to these areas must be included in the weekly contract cost.

b. Upon completion of herbicide treatment by the Successful Proposer, no growth must remain on any of the areas designated to be treated.

c. All dead vegetation must be removed from all areas sprayed, including sidewalk expansion joints, curbs, gutters, and concrete medians, etc. The cost of the removal and disposal of all vegetation must be included in the contract cost.

21. Herbicide Limitation of Operation: The Successful Proposer must abide by all rules, laws, ordinances and statutes of the State and County having jurisdiction pertaining to the handling, storage and application of herbicides. The Successful Proposer at his/her expense will replace plants, grass and trees damaged by the improper use of herbicides. Replacements will be the same size and type of those damaged.

22. Herbicide Quality: If at any time the herbicide treatment is not in accordance with the specifications, the services will be performed again at no additional cost to the County.

23. Peak Season: Peak season for concern and in reference to this document is to be considered March 1 through October 31, with off-peak times to be considered November 1 through February 28.

24. Retention Areas: All retention areas must be mowed from fence lines to water’s edge. Mowing will include 10ft pass around the outside of the retention pond fence and string trimming the entire fence line to keep it free from vegetation. All inlet and outlet structures are to be trimmed and kept free of vegetation. Trash that has collected in or at the water’s edge will be the responsibility of the Successful Proposer to remove. Retention Ponds are to remain locked at all times. Combinations to the locks will be provided at award of contract.

25. Litter & Debris Removal: Litter and debris must be removed from site each visit. All litter and debris are to be removed prior to and upon completion of all services. Litter and debris removal includes the pickup, removal and disposal from all areas included in contract. Litter and debris must include, by way of example but not limited to bottles, glass, cans, wood, paper scrapes, branches and any and all other materials which will give the property an objectionable appearance. It is understood that the Successful Proposer will remove any litter and debris prior to mowing that can be torn, ripped scattered or further subdivided by the mowers. The cost of litter and debris removal and disposal must be included in the contract price. Mowers must be equipped with a permanently mounted can or bucket to collect trash and operators must carry grabbers and trash bags to store the trash in until it can be removed from the job site. Mowers not meeting this requirement may be asked to

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 7 of 43 Rev. 10.2025 leave the work site.

26. Inability to Maintain: At no time are any areas to be left uncut or unmaintained without the express written authorization of the Osceola County Mowing & Landscaping Services Department. Successful Proposers are expected to notify the Osceola County Mowing & Landscaping Services Department where areas to be maintained are blocked by debris of sufficient size as not to be considered normal trash.

27. Damage Prevention and Responsibility: Care is to be taken at all times to prevent damage to the facilities and structures on the site, both public and private, including, but not limited to: signage, lighting, private and public fencing, sidewalks, curbing, culverts, inlet and outlet structures. Any existing damage is to be reported immediately to the Osceola County Mowing & Landscaping Services Department. Damage attributed to the Successful Proposer, their agents, alternates, or assigns due to wrongful or negligent acts will be repaired or the damaged items replaced at the cost or deducted from the payment due the Successful Proposer.

28. Damage to Retention/Detention and Maintained Areas: Ground cover around areas to be mowed will remain free of damage at all times when maintained by awarded mowing Successful Proposer. In areas where tractors or smaller mowers may damage ground cover by sliding down sloped embankments, becoming submerged on the banks of wet retention / detention areas, by the sheer weight of the equipment on water saturated soil, or by other means that causes the weight of the mowing equipment to leave deep tire or other equipment related impressions in the process of forcing underlying soil or earth materials to become exposed to the surface are unacceptable and will be repaired at the expense of the Successful Proposer.

In cases where the weight of the mowing equipment will damage ground cover, in areas inaccessible to mowing tractors, or in areas where the slope is too steep to operate a mower or similar items of landscaping equipment, grass or brush trimmers are expected to be utilized in order to comply with the specification of the contract. At no time are any areas left uncut or unmaintained without the express written authorization of the Osceola County Mowing & Landscaping Services Department.

Successful Proposers are expected to notify the Osceola County Mowing & Landscaping Services Department when areas to be maintained are blocked by debris of sufficient size as not to be considered normal trash. Every attempt should be made to keep the grass clipping out of the retention pond.

29. Safety: The contractor must exercise proper safety procedures which are in accordance with all state, local, and OSHA regulations or standards. Contractor must provide and ensure the wearing of protective clothing, masks, eye protection, etc, as required by laws, regulations, ordinances and/or manufacturer instructions for materials and equipment. The contractor must take all necessary precautions for the safety of his/her employees on the job and of the general public. Maintenance work must be scheduled to provide the least inconvenience to occupants of the buildings, residences and passers-by. A Type II Safety Vest will be worn by all personnel working within the County’s right of ways.

30. Traffic Flow: The Successful Proposer must maintain a clear, well defined method of traffic control at all times while performing the work, and shall be consistent with current requirements as established in FDOT standard indexes 600-651. The Successful Proposer will not be allowed to block pedestrian’s walkways, park benches, or impede the flow of vehicular traffic. Service vehicles shall be parked as far away from the roadway as possible.

a. The County will require that the Contractor place Advanced Warning Signs on both sides of the roadway during mowing operations. Mowing Ahead Signs must be used.

b. Work zones should be (2) miles or less, zones exceeding (2) miles shall place a Shoulder Work Sign (W21-5) every 1 mile.

c. Mowers must be equipped with high intensity rotating, flashing, oscillating or strobe lights.

31. Quantity: Areas to be maintained have been determined by the County. Pricing is not to be based on acreage mowed for this part, but on the designated areas as a unit, irrespective of actual acreage.

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 8 of 43 Rev. 10.2025

32. Mowing Cycle: The County will determine when to begin each mowing cycle. The total number and the timing of the cycles will depend upon the growth of the vegetation during the season. The mowing cycles for each area are to include but are not limited to mowing, edging, trimming, blowing, and trash pickup. The County reserves the right to increase or decrease the number of mowing cycles if deemed in the best interest of the County.

33. Cycle Timing: The Successful Proposer must complete one cutting cycle within twelve (12) working days, weather permitting, as determined by the County. Failure to complete a cycle/cycles within the specified time period could result in termination of the contract.

34. Equipment: All equipment must be approved by the County before it is placed in service, with safety devices properly maintained at all times the equipment is in use. If the County determines that equipment is deficient in safety devices, the Successful Proposer must be notified immediately and should remove the equipment from service until the deficiency is corrected to the satisfaction of the County. Equipment which damages the pavement or turf in any way, must not be used.

The Successful Proposer will be responsible for the maintenance of all their own equipment. The County is not responsible for damage to, or as a result of use from, any and all mowing and maintenance equipment, vehicles, or other equipment the Successful Proposer uses to get to or from the job site, or uses or is required, due to common labor practices, to use to perform any part of this contract or his or her obligation to or with the County in this specific matter. The County requires the Successful Proposer to provide his or her own equipment as the County will not loan, lend, rent, or provide to the Successful Proposer any equipment the Successful Proposer was or should reasonably be expected to provide to perform the specifics of this contract. The Successful Proposer should base his or her prices on the reasonable expectation that the County will not provide personnel, equipment, or vehicles to or for the Successful Proposer’s use to perform the scope of this contract.

35. Liability for Injury or Damage: Inspection and approval of the Successful Proposer’s equipment by the County will not relieve the Successful Proposer of responsibility or liability for injury to persons or damage to property caused by operation of the equipment.

36. Condition and Maintenance: The equipment used must be in good repair and be maintained so as to produce a clean, sharp cut and uniform distribution of cuttings at all times. The changing of all lubricating fluids must be done off site.

37. Equipment Type and Quantity: The Successful Proposer must furnish equipment of a type and quantity to perform the work satisfactorily within the time specified herein. This equipment as a minimum would include a heavy-duty riding mower, heavy duty walking mower for pond bank and slopes and commercial grade weed eaters with both string and blade. Mowers must be adequate for mowing around ponds and drainage easements. If, in the opinion of the County, the Successful Proposer has insufficient equipment on the job to satisfactorily complete the work within the required time, the Successful Proposer must provide additional equipment as directed by the County.

38. Method of Operation: The Successful Proposer must not begin any cutting cycle until authorized by the county, in writing, to do so. The Successful Proposer will notify the County when a cycle is started and completed or when the work is interrupted due to weather, breakdowns, etc. Each cutting cycle must be completed in its entirety prior to beginning another cycle.

Approval to begin the next cycle will only be given once all deficiencies are completed.

a. The work specified in this bid represents the type of services to be accomplished. The areas and limits of work are all non-paved sections of right-of-way, County property and easements. Any discrepancies or disagreements concerning quantities and limits of work must be mutually resolved prior to beginning work in any area of question.

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 9 of 43 Rev. 10.2025

b. During the first cycle of service for all work areas, the contractor will be responsible for bringing all areas specified in the contract up to maintenance standard. The County will allow 30 days for the trimming of all encroaching brushes near or above sidewalks. All work areas will be considered by the County in an “as is” condition. No additional compensation will be given to the contractor for bringing the specified areas up to a maintainable level.

39. Work Interruptions/Impediments: When work by County employees, by other Successful Proposers or weather conditions of a temporary nature, prevent the Successful Proposer from cutting any area, and such conditions are eliminated during the period designated for that mowing cycle, the County may require the Successful Proposer to cut these areas as part of the cycle without penalty for exceeding the time allowed. Grassed areas that are normally mowed which are saturated with standing water to the point where, in the opinion of the County, equipment may not be used without excessive damage to the turf, will not be mowed when such conditions exist. These areas must be mowed at subsequent cycles when required by the County.

40. Inspection and Unsatisfactory Work: During periods of mowing operations, the Successful Proposer must consult with the County for inspection and tentative approval of work quality being accomplished before invoice for payment is submitted.

In the event of unsatisfactory work, the Successful Proposer must re-mow those areas without additional compensation so that the total cutting cycle may be completed in a satisfactory manner within the specified time.

41. Bid Items and Items of Payment: The measurement of production and item(s) of payment must be made by unit area on a per mowing cycle or edging cycle basis as follows and as indicated in Sections E41, and E42.

42. Cycles Types:

a. Mowing, Trimming, Blowing, and Trash Removal Cycles (9 times per year)

• 9 – Peak Season – March 1 through October 31

b. Edging, Mowing, Trimming, Blowing, and Trash Removal Cycles (13 times per year) Includes Sidewalks and Curbing

• 9 – Peak Season – March 1 through October 31

• 4 – Off Season – November 1 through February 28

43. Weighted Values of Services: To facilitate service acceptance and to allow specific service addition/deletion or nonpayment for inadequate service, services at each site have been assigned weighted values by Osceola County. Invoices for each site should list the following functions separately, by site:

a. Weighted values will be paid as follows:

1. Mowing 40%

2. Edging 20%

3. String Trimming 20%

4. Trash Removal, debris clean-up, and power blowing 20%

TOTAL VALUE 100%

44. Additional Litter Cycles: Successful Proposer may be required to perform additional litter cycles in the off-peak season if requested by the County.

45. Additional Services: In addition to the basic bid requirements, additional landscape work may be needed from time to time.

Any costs associated with additional work required, beyond the scope of the bid specifications, shall be negotiated

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 10 of 43 Rev. 10.2025 separately through the Mowing & Landscaping Services Department. The County reserves the right to add or delete maintenance areas/locations as necessary.

46. Billing: Invoices submitted for payment must contain company name, contract title/description, cycle number, beginning and ending dates and cycle cost. All invoices are to be submitted to 3850 Old Canoe Creek Road Mowing & Landscaping Services Department, Building M. St Cloud FL 34769. Invoices must be submitted within 30 days of cycle ending.

Section III. General Instructions for Proposal Preparation and Delivery.

A. Requesting the Solicitation Document.

The RFP documents are available on-line at no charge via the Osceola County VendorLink site: https://vendorlink.osceola.org.

Register as a vendor to download the solicitation documents. You may also download the solicitation documents via the link located on the Procurement Services section page of www.osceola.org. Osceola County is not responsible for errors and omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information call the Procurement Services Office at (407) 742-0900. Important: The desire of Osceola County to pursue proposals shall in no way obligate the County to compensate you for your efforts or to execute a contract with your firm.

B. On-Line Service Provider Disclaimer.

VendorLink has no affiliation with Osceola County other than as a service that facilitates communication between the County and its vendors. VendorLink is an independent entity and is not an agent or representative of the County. Communications to VendorLink do not constitute communications to the County.

C. Solicitation Documents from Third Party Providers.

The Osceola County Procurement Services Office and its service provider VendorLink are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third-party source may contain an incomplete set of documents. Proposers using solicitation documents/forms obtained from any other third-party source are advised to contact the Osceola County Procurement Services Office to provide a contact name, mailing address, phone number, fax number, and email address to obtain a complete set of solicitation documents and to enable notification of required addenda. Reproduction of these documents without the express permission of Osceola County is prohibited.

D. Pre-Proposal Conference.

There will be no pre-proposal conference for this project.

IMPORTANT NOTE: It is imperative that all proposers have a clear understanding of the scope of services requirements. As such, the County reserves the right to schedule a mandatory/ non-mandatory pre-proposal conference. Therefore, in the event a mandatory pre-proposal conference is required and/or subsequently scheduled, attendance will be a pre-requisite for submitting a proposal; and proposals will only be accepted from those who are represented at a mandatory pre-proposal conference. Attendance at the pre-proposal conference will be evidenced by the proposer’s/representative’s signature on the attendance roster. In the event of a mandatory pre-proposal conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

E. Interpretation and Questions.

All questions relating to this RFP document must be in writing and hand-delivered or delivered electronically through email or fax to the designated Procurement Services Office Representative no later than Tuesday, May 19, 2026 at 12:00 PM Local

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 11 of 43 Rev. 10.2025

Time. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Procurement Services Office Representative. Any oral communications will not be authoritative and will not be binding on the County. It is the sole responsibility of the proposer to contact the Procurement Services Office prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each proposal. Addenda will be available to all proposers on the Osceola County VendorLink site: https://vendorlink.osceola.org and via the link located on the Procurement Services section page at www.osceola.org.

F. Preparation and Format.

Proposals should be prepared in a clear and concise manner to meet the requirements of the RFP. Emphasis should concentrate on conformance to the RFP instructions, responsiveness to the requirements, as well as completeness and clarity of content.

G. Page Limitation.

Proposal packages shall be limited to not more than 30 PAGES, printed on a single side of paper, with a font no less than twelve (12) point.

Note: Required attachments will not be counted in the 30-page limitation.

H. Completeness.

Proposals shall contain the information as required in this solicitation. Failure to submit all information as requested may result in a lowered evaluation score of the proposal. Proposals that are substantially incomplete or lack key information may be rejected by the County. The following list details the appropriate proposal format:

1. Selection dividers with tabs labeled. Tab “A” through Tab “E”, to identify each required criteria in Section V;

2. All attachments shall be placed under the appropriate tab for that sub-section.

3. Currently valid Certificates of Insurance; and Local Business Tax Receipt (formerly known as Occupational License) shall be placed under Tab “A” of your proposal.

I. Corporate Standing and Authorized Signatory.

The bidder or proposer must demonstrate that the company is in good standing and that the person signing this bid or proposal is authorized on behalf of the bidder or proposer to sign bids, proposals, negotiate and/or sign contracts, agreements, amendments and related documents to which the bidder/proposer will be duly bound. The bidder/proposer must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company. In addition to the aforementioned documents the Bidder/Proposer must include necessary information to verify the individual signing this proposal/bid and or any contract document has been authorized to bind the corporation. Examples include:

1. A copy of your Articles of Incorporation listing the approved signatories of the corporation

2. A copy of a resolution listing the members of staff as authorized signatories for the company.

3. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

J. Proposal Reproduction.

Please submit four (4) copies of the proposal package, one (1) unbound original and three (3) bound copies. The submittal MUST also include a single USB Flash Drive containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software. PLEASE NOTE: ATTACHMENT “F” FEE SCHEDULE MUST BE INCLUDED AS A SEPARATE, SEALED ENVELOPE FROM THE PROPOSAL. DO NOT INCLUDE WITH THE ENTIRE PROPOSAL PACKAGE.

K. Proposal Submittal and Delivery.

Sealed proposals must be received and date stamped in the Osceola County Procurement Services Office by the specified Tuesday, June 2, 2026 at 2:00 PM local time deadline. Proposals received after the stated date and time will not be accepted and will be returned unopened. No exceptions will be made. Proposals shall be submitted and delivered to the below address

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 12 of 43 Rev. 10.2025 in a sealed, opaque envelope or packaging material, plainly marked on the outside with the following:

Osceola County Procurement Services Office 1 Courthouse Square, Suite 3401 Kissimmee, Florida 34741 RE: Solicitation RFP-26-15880-JG Solicitation Title: Mowing and Landscaping Services for Small Machine Area II Date and time proposal is due.

Attention: Jovany Galarza, Procurement Analyst III

For your convenience, Attachment “M” has been provided to properly identify and affix to your RFP response.

L. Improper Identification and Timeliness.

The County is not responsible for the failure of a proposer or the proposer’s agent to submit responses in a timely manner or for a proposal that is not properly addressed or identified. Proposal delivery by electronic means, such as facsimile and e-mail, is not allowed.

M. Public Opening of Proposals.

Proposals will be announced publicly in the Procurement Services Office on the above appointed date and time or as soon thereafter as possible. Only the names of the respondents will be announced. All other information will be subject to Florida’s Open Government Laws to Public Contracting.

N. Withdrawal of Proposals.

Proposals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date.

O. Ownership of Documents.

All documents resulting from this RFP solicitation shall become the sole property of Osceola County.

Section IV. Proposal Schedule.

Tentative Schedule

Task Date

RFP Released to General Public Sunday, May 3, 2026

Deadline for Questions by Interested Parties Tuesday, May 19, 2026, at 2:00 PM

Local Time

Proposal Due Date and Opening Tuesday, June 2, 2026, at 2:00 PM

Local Time

Evaluation and Selection TBD

Presentations, if required N/A

Board of County Commissioners or County Manager’s Approval of Contracts TBD

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 13 of 43 Rev. 10.2025

Section V. Proposal Response, Criteria, and Evaluation Point Values.

Evaluation Criteria

Category Points

A. Firm Qualifications and Experience 35

B. Similar Projects 30

C. Project Approach 20

D. Price Proposal / Fee Schedule (Attachment F) 15

E. Additional Information 0

Total Points 100

A. Firm Qualifications and Experience – Tab “A” (35 Points).

1. Letter of Transmittal. Provide a letter of transmittal, no longer than two (2) pages, signed by an authorized representative of the proposer, including a brief description of your firm’s location, organization structure, and philosophy. (This section is not included in the overall proposal 30-page count.)

2. Individuals and Qualifications. Identify and include qualifications of specific individuals to be assigned to the project (include names, contact information, and resumes) and specify which services the individuals will provide to Osceola County.

3. Sub-Contractors. Proposers must list any sub-contractors that shall be used to accomplish the scope of services on the Proposed Schedule of Subcontractor Participation Form (Attachment “G”). If no subcontractors are going to be used, check the box for Subcontractors will not be utilized for this project at the top of the form.

4. Litigation. Please list any past and/or pending litigation or disputes relating to the work described herein that your firm has been involved in within the last five (5) years. The list shall include each project name and the nature of the litigation.

5. Financial Information. Provide an official letter from the proposer’s financial institution detailing the financial status of the proposer. The letter shall include a contact name, address, phone number, and fax number. The failure to produce financial requirements may be grounds for disqualification of your offer.

6. Insurance Certificates. Provide copies of your current liability and workers’ compensation Certificates of Insurance. The successful offeror will be required to provide Certificate(s) of Insurance evidencing coverage as required in Attachment “B” within five (5) business days of the notification of intent to award. Note: Policies other than Workers’ Compensation shall be issued only by companies authorized to conduct business in the State of Florida, with active certificates of authority issued by the State of Florida, Department of Insurance.

7. Corporate Standing and Authorized Signatories. Proposers must provide a copy of the State Certificate of good standing listing the officers of the company. If the signatory is not one of the officers listed on the State Certificate, the bidder/proposer must complete the Articles of Incorporation / Corporate Documents Form (Attachment “I”) or provide one of the forms of evidence of Signatory Authority listed in Section III, I Corporate Standing and Authorized Signatories.

8. Public Entity Crimes. Proposers must complete the Public Entity Crimes Statement (Attachment “C”) and have it notarized.

9. Conflict of Interest. Proposers must provide disclosure of any potential conflict of interest due to any other clients, contracts, or property interests for this project only. Complete the Conflict of Interest Statement (Attachment “D”) and have it notarized certifying that no member of your firm ownership, management, or staff has a vested interest in any

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 14 of 43 Rev. 10.2025 aspect of this solicitation or any department within the Osceola County Government.

10. Local Business Tax Receipt (formerly Occupational License). Provide a copy of your Local Business Tax Receipt. Osceola

County requires a Local Business Tax Receipt (formerly Occupational License) be held by all its contractors. Please contact the Tax Collector/Local Business Tax Receipt Office directly for information concerning this requirement at (407) 742- 4000. In accordance with section 205.065, Florida Statutes, a current Department of Professional Regulation certificate may be provided in lieu of an Osceola Local Business Tax Receipt, with a copy of the corresponding Occupational License of the home state, county, or city.

11. IRS W-9 Form. Vendors that have not done business with the County or have not provided an updated W-9 Form within the past two (2) years, must complete IRS Form W-9, Request for Taxpayer Identification Number and Certification (Attachment “K”) and submit with the proposal.

B. Similar Projects – Tab “B” (30 Points).

To demonstrate experience and success in conducting similar work, the proposer shall provide a minimum of three (3) references of similar size projects in similar circumstances with appropriate reference information, concentrating only on those projects completed within the last two (2) years or currently underway by the proposer’s firm, as follows:

1. Client name, address, phone, fax number and email address;

2. Description of all services provided;

3. Performance period; and,

4. Total annual amount of contract.

Describe any significant or unique awards received or accomplishments made in previous, similar projects.

NOTE: Please do not include projects completed or currently underway with Osceola County Government.

C. Project Approach – Tab “C” (20 Points).

1. State your firm’s technical approach to the project and the interpretation of the scope of services required.

2. Define the adequacy of resources, including personnel, labor, equipment and supply resources, and other requirements to provide the requested services.

3. Provide a clear statement of the specific services and tasks to be performed. Include information concerning each task and staff committed to accomplish each task.

4. Provide an implementation schedule for proposed services including any management and planning strategies.

5. Provide information regarding any proposed innovative concepts that may enhance the value and quality of the services to be performed.

D. Fee Schedule – Tab “D” (15 Points).

The Price Proposal and Acceptance of Proposal Terms and Conditions Certification, Attachment “F”, shall be completed and included in Tab D. An authorized signatory must sign attesting to knowledge of scope of services, committing to the prices as offered, and acceptance of the terms and conditions. This form must be notarized. As stewards of public funds, the County maintains all adopted budgetary parameters in the performance of its contracts. The ability of the successful proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

PLEASE NOTE: ATTACHMENT “F” FEE SCHEDULE MUST BE INCLUDED AS A SEPARATE, SEALED ENVELOPE FROM THE

PROPOSAL. DO NOT INCLUDE WITH THE ENTIRE PROPOSAL PACKAGE.

1. The Fee Schedule shall be evaluated as follows:

The lowest price receives the maximum points. The lowest price is then divided into, individually, by the other

Advertised Date: Sunday, May 3, 2026, and Thursday May 7, 2026

Procurement Analyst: Jovany Galarza Email: Jovany.Galarza2@osceola.org

Respond to: 1 Courthouse Square, Suite 3401, Kissimmee, Florida 34741

Page 15 of 43 Rev. 10.2025 prices to…