REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

26-PR03

RFP Title:

Parks Maintenance Services

Due Date and Time: July 30, 2026, by 2:00 pm EST

*Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct

Number of Pages: 77

ISSUING DEPARTMENT INFORMATION

Issue Date: July 9, 2026 City of Milton Parks & Recreation Department 2006 Heritage Walk Milton, GA 30004

Phone: 678-242-2500

Website: www.miltonga.gov

INSTRUCTIONS TO OFFERORS

Electronic Submittal: **Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps

If you have not registered as a vendor via BidNet we encourage you to register. There is no cost to join, and you will be notified of any potential bid opportunities with the City of Milton as well as other agencies who are part of the Georgia Purchasing Group.

Mark Envelope/Package:

RFP Number: 26-PR03 Name of Company or Firm Special Instructions:

Deadline for Written Questions

July 20, 2026, by 5:00 PM EST

Submit questions online via the BidNet Direct procurement portal at www.miltonga.gov/finance/bids-rfps

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address: Authorized Offeror Signatory:

(Please print name and sign in ink) Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

http://www.miltonga.gov/ http://www.miltonga.gov/finance/bids-rfps http://www.miltonga.gov/

2 | RFP 26-PR03

TABLE OF CONTENTS

Offeror’s RFP Checklist

Disclosure Form

Proposal Letter

Contractor Affidavit and Agreement (E-Verify)

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Services

Section 4: Offeror Qualifications

Section 5: Cost Proposal

Section 6: Evaluation Criteria

Section 7: Standard Contract Information

Appendix A: Park Maps

Sample Standard Contract

3 | RFP 26-PR03

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton

1. Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at http://www.miltonga.gov/finance/bids-rfps will include all questions asked and answered concerning the

RFP.

5. Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. Check the website for RFP addenda. Before submitting your response, check the City’s website at http://www.miltonga.gov/finance/bids-rfps to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s response.

http://www.miltonga.gov/finance/bids-rfps%20to

4 | RFP 26-PR03

CITY OF MILTON DISCLOSURE FORM

MUST BE RETURNED WITH PROPOSAL

This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees.

Please complete this form and return it as part of your RFP package when it is submitted.

Name of Offeror

Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation:

5 | RFP 26-PR03

RFP# 26-PR03

PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the Request for Proposals (26-PR03), Parks Maintenance Services.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications.

By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature Date

Print/Type Name

Print/Type Company Name Here

6 | RFP 26-PR03

CONTRACTOR AFFIDAVIT AND AGREEMENT

STATE OF GEORGIA

CITY OF MILTON

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

E-Verify Number

Date of Authorization

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Name of Contractor Signature of Authorized Officer or Agent

Parks Maintenance Services Name of Project

City of Milton, Georgia Name of Public Employer

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON

THIS THE DAY OF ,20 .

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

7 | RFP 26-PR03

SCHEDULE OF EVENTS

Task Date

Issue RFP July 9, 2026

Site Visit (recommended, but not mandatory) n/a

Deadline for Questions July 20, 2026, by 5:00 p.m. EST

Answers Posted by the City (Addendum)

On or about, July 23, 2026

Proposals Due By 2:00 p.m. EST on July 30, 2026

Award Contract September 9, 2026 (proposed)

NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.miltonga.gov/finance/bids-rfps ) FOR ADDENDA AND SCHEDULE UPDATES.

8 | RFP 26-PR03

SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Milton is seeking proposals from qualified contractors to provide parks maintenance services through a dedicated staffing, crew, and equipment model. The selected Contractor shall provide qualified personnel, supervision, vehicles, on-site equipment, tools, materials, communication, and routine support necessary to maintain the City's active parks, athletic fields, passive parks, trails, greenspaces, and related outdoor recreation areas.

The scope lists the expected work activities and service standards, but pricing shall be based on the approved crew structure and included equipment rather than individual task pricing, except where specifically identified as supplemental work, pass-through materials, or Task Order work requiring additional staffing or equipment.

Work under this contract will commence on or about October 1, 2026. The term of this Agreement shall be automatically renewed, in accordance with the contract documents, each year for four (4) additional one-year terms. As required by O.C.G.A. § 36-60-13, the contract will terminate and automatically renew each year on October 1, absent the City’s provision of written notice of non-renewal to the vendor at least five (5) days prior to September 30 of the then-applicable year. Title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by the City.

All Offerors must comply with all general and special requirements of the RFP information and instructions enclosed herein.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposals (RFP) is issued until a Contractor is selected, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement except at the direction of Honor Motes, Procurement Manager. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is:

Procurement Office: Honor Motes, Procurement Manager Address: 2006 Heritage Walk, Milton, GA 30004 Telephone Number: 678-242-2507 E-mail Address: honor.motes@miltonga.gov

1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

mailto:honor.motes@miltonga.gov

9 | RFP 26-PR03

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions via the solicitation link on BidNet Direct, the procurement portal on the City’s website, on or before 5:00 PM (EST) on July 20, 2026.

Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

C. City’s Answers.

The City will provide an official written answer to all questions on or about July 23, 2026.

The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside the posting of the RFP at http://www.miltonga.gov/finance/bids-rfps .Offerors must sign and return any addendum with their RFP response.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of State law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Professionals submitting a response to this RFP.

E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non- responsive.

1.3 NON-DISCRIMINATION

All qualified applicants will receive consideration without regard to age, handicap, religion, creed or belief, political affiliation, race, color, sex, or national origin.

http://www.miltonga.gov/finance/bids-rfps

10 | RFP 26-PR03

1.4 SUBMITTING PROPOSALS

Proposals shall be submitted in two (2) separate files, one containing the technical proposal and the other containing the cost proposal. The City will score all technical proposals before evaluating the costs.

Offerors must organize their proposal into sections that follow the following format.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Milton request for proposal cover page (information entered and signed: first page of this document)

2. City of Milton Disclosure form (signed)

3. City of Milton Proposal letter (information entered)

4. Contractor Affidavit and Agreement (eVerify)

5. Technical Proposal:

a. No more than twelve (12) pages

1. Cover page(s), table of contents, tabs, resumes of team members, and required forms do not count toward the page limit

b. Print-friendly, preferred font size 11-point

Each Technical Proposal Shall Contain (more information on each of these is below):

Company Background:

a. Offeror Qualifications – Corporate background and qualifications to perform the services required by this RFP

b. Describe any attributes, special capabilities, or resources available in the company.

c. State whether the company has any pending litigation in the last five (5) years and the outcome of the litigation.

d. Describe any reach-back capabilities that the company may be able to provide and how these resources may be utilized by the City.

e. Describe any training programs provided to employees to ensure adequately trained staff and to ensure continued training of team members

Project Team/Staffing Plan:

a. Project staffing proposals. Include resumes of key project personnel, i.e.

project managers and team leaders

b. Describe the company’s approach to fill staff positions during vacation, illness, attrition, etc…

c. Weekend staffing approach

Equipment List – include a list of equipment available for use on this project:

a. Vehicle inventory

b. Equipment dedicated to this contract

c. Equipment available within 5 calendar days

d. Backup equipment available during breakdowns

11 | RFP 26-PR03

Operational Deployment Plan:

a. Describe the Offeror's understanding of the City's maintenance philosophy and explain how the proposed staffing model, equipment, and operational approach will meet the expectations outlined in this Request for Proposals.

b. Provide a sample weekly deployment schedule showing how the Working Foreman, Active Crew, Passive Crew, Floater, and weekend staff would typically be assigned throughout the City's park system.

Related Projects and References:

a. Describe at least three (3) municipal for similarly sized park maintenance contracts completed within the past five (5) years. Include owner/client contact email address, contract value, duration, staffing level, and scope of services.

6. Pricing (See Section 5.0)

7. Applicable Addenda Acknowledgement Forms (if necessary)

Team member resumes may be included in an Appendix that will not count toward the page limit.

B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

C. Electronic Submittal Required and Deadline for Receipt of Proposals.

Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov/finance/bids-rfps by 2:00 PM on July 30, 2026.

Proposals will be opened at approximately 2:30 p.m. and names of Firms will be announced. *Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to ensure proposals are submitted via the BidNet Direct procurement portal by the designated time. Late proposals will not be accepted.

1.5 OFFEROR'S CERTIFICATION

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

12 | RFP 26-PR03

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Milton and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company financial information requested by the City of Milton to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

13 | RFP 26-PR03

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets. Please contact Honor Motes, Procurement Manager, for additional information.

Information separated out under this process will be available for review only by the procurement office, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of nonresponsive.

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation to determine the highest scoring

Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposals and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

14 | RFP 26-PR03

E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product

Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical and contractual aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision.

Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Request for Documents Notice.

Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer may issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place.

I. Contract Negotiation.

The procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

J. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

15 | RFP 26-PR03

2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Milton to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this

RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss an RFP submittal for any purpose to answer questions or to provide clarification,

6. Award a portion of this RFP or not award any portion of this RFP if it is in the best interest of the City not to proceed with contract execution;

or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

SECTION 3: SCOPE OF SERVICES

A. Parks, Facilities, Greenspaces, and Athletic Sites Covered The Contractor shall provide service at the following sites as directed by the City. The City may add, remove, rename, reclassify, or modify locations during the contract term.

Bell Memorial Park 15245 Bell Park Drive Active athletic park with baseball/softball fields, artificial turf fields, playground, walking trails, parking, plazas, concessions, restrooms, and common areas.

Trail lengths:

• ½ mile natural surface

• ½ mile paved

Legacy Park 170 Cox Road Active athletic facility with artificial turf rectangular fields, parking, landscape areas, restrooms, and common areas.

Milton City Park and Preserve - Active Area

1785 Dinsmore Road 7 acres of active recreation area including community center exterior areas, tennis courts, pool exterior, parking, landscaped areas, and outdoor amenities.

Friendship Community Park 12785 Birmingham Highway Community park with open areas, trails, rentable areas, athletic/open field support as directed, and outdoor amenities.

Trail Length: 0.17 mile paved loop

Broadwell Pavilion 12615 Broadwell Road Picnic pavilion, playground, restroom area, green space, event areas, hardscapes, and landscape areas.

Bethwell Community Center 2595 Hopewell Road Community facility with playground, rentable space, and exterior outdoor areas.

Community Place / City Hall 2006 Heritage Walk Porter service only. No facilities, building, or landscape maintenance is included unless separately directed by the City.

16 | RFP 26-PR03

Freedom Park 13000 Deerfield Parkway Park with outdoor workout equipment, walking trails, memorial features, landscaping, and hardscape areas.

Trail length: 0.1 mile paved surface

Birmingham Park 750 Hickory Flat Road Passive park with walking/equestrian trails, trailheads, natural areas, meadows, parking, and future restroom planned for 2027.

Trail length: 6 miles natural surface

Providence Park 13440 Providence Park Drive Passive park with walking trails, natural areas, trailhead, fishing pier, restroom, parking, and related outdoor infrastructure.

Trail Lengths:

• 0.5 mile paved surface

• 1 mile natural surface

Lakhapani Preserve 990 Lackey Road Passive preserve with walking trails, natural areas, fencing/gates, trailhead, and related amenities.

Trail length: 1.5 miles of natural surface

Milton City Park and Preserve - Passive Preserve

1785 Dinsmore Road Passive preserve with natural areas, walking trails, ponds, fishing pier, wooded areas, and trail infrastructure.

Trail lengths:

• 2.2 mile crushed stone surface

• 0.3 mile paved surface

Freemanville-Birmingham Greenspace 15660 Freemanville Road Greenspace and natural area with meadow, fencing, signage, and general greenspace maintenance needs.

Mayfield Park 1000 Mayfield Road Park with picnic pavilion, walking trails, pond/lake edge areas, fishing pier, and passive amenities.

Trail lengths:

• ~0.1 mile natural surface

• 0.2 mile sidewalk connection trail Hopewell Middle School Field 13060 Cogburn Road IGA athletic field/baseball field area maintained as directed, including field preparation, mowing, turf care, and trash removal.

Northwestern Middle School Field 12805 Birmingham Road IGA athletic field area maintained as directed, including mowing, turf care, trash removal, and field support.

Birmingham United Methodist Church Baseball Field

15770 Birmingham Highway Rented baseball field maintained as directed, including field preparation, mowing, turf care, trash removal, and game support.

Deerfield Active Park (Future) Deerfield Parkway Future active park listed for Offeror awareness and future planning only. Expected amenities include four turf baseball fields, two turf rectangular fields, an all-inclusive playground, pickleball courts, parking/common areas, and other amenities. Future service will be negotiated by contract change order.

Hopewell Greenspace 13480 & 13580 Hopewell Road 40 acres of residential land that is maintained.

Requires meadow maintenance, brush hogging, trail or frontage cleanup, trash removal, fencing/signage support, and general maintenance as directed.

Bethany Bend 2485 Bethany Bend 7 acres of residential land that is earmarked for a future park. This property is visited for routine maintenance 2x per month and requires brush hogging.

Kennedy Property 14620 Freemanville Road Located in the back of Milton City Park & Preserve, this property requires brush hogging and maintenance around the storage garage located on-site.

17 | RFP 26-PR03

Other City Greenspace Properties

• Cooper Sandy

• Hamby Road

• Webb Road

• Arnold Mill

Various / as directed Undeveloped or limited-access greenspace properties may require meadow maintenance, brush hogging, trail or frontage cleanup, trash removal, fencing/signage support, and general maintenance as directed.

Wood Road and Philips Circle Trails Trailhead, trash and animal waste station cleanup required.

B. Required Staffing Model The base annual price shall include the dedicated staffing model below. All positions shall be fully burdened and include wages, taxes, benefits, uniforms, training, transportation, communication, back-office support, supervision, and normal operating costs.

Position Qty. Role Working Foreman 1 100% dedicated to City parks. Leads all parks work, coordinates crews, assigns the floater, communicates with City staff, and works in the field.

Active Parks Crew Lead 1 Dedicated lead for active parks, athletic fields, field preparation, active park operations, and weekend activity support.

Active Parks Technicians 3 Technician-level crew members assigned to active parks, athletic field preparation, turf care, restroom support, trash porter service, and general maintenance.

Passive Parks Crew Lead 1 Dedicated lead for passive parks, trails, preserves, greenspaces, trailheads, passive restrooms, and natural areas.

Passive Parks Technician 1 Technician-level crew member assigned to trail work, vegetation control, meadow work, restroom support, trash service, and passive park maintenance.

Floater / General Parks Technician 1 Technician-level crew member assigned by the foreman based on seasonal demand, events, weather, emergencies, workload, and City priorities.

• Weekend crew coverage shall be included in the base annual price. During active athletic seasons (Sec. 10.3), the Contractor shall provide appropriate weekend staffing to support scheduled recreation activities, athletic field preparation, trash porter service, restroom cleaning, and general park needs.

• Saturday coverage during active seasons shall typically require two to three staff members, depending on the recreation schedule, field use, rentals, tournaments, and City direction.

• Sunday coverage during active seasons shall typically require one to two staff members, depending on scheduled activities and park needs.

• Outside of active athletic seasons, weekend coverage shall focus on routine park support, including trash porter service, restroom cleaning, site checks, litter removal, and other general maintenance needs as directed by the City.

• Provide park maintenance support for various athletic tournaments and city-sponsored community events, including site preparation, operational assistance, and post-event restoration, with work performed during regular, evening, weekend and holiday hours as needed. These staffing services shall be considered additional services outside the base maintenance contract and shall be billed at the hourly rates submitted in the Contractor's fee schedule.

• Base positions are dedicated to the City during scheduled work hours and shall not be routinely reassigned to other accounts without City approval.

• The Contractor shall maintain the approved staffing level and provide qualified substitutes for vacation, illness, turnover, vacancies, or other absences at no additional cost to the City.

18 | RFP 26-PR03

• The Working Foreman and City staff will handle routine quality control, prioritization, and work coordination.

• The Contractor shall submit a proposed weekly staffing schedule showing how the foreman, active crew, passive crew, floater, and weekend coverage will be deployed. When the schedule is altered, a new schedule shall be proposed to the City via email for approval.

C. Minimum Employee Qualifications

• Working Foreman: Minimum five years of parks, grounds, athletic field, or landscape maintenance experience, with at least two years supervising field crews. Must be able to operate required equipment, communicate with City staff, document work, and work in the field.

• Crew Leads: Minimum three years of related field experience and demonstrated ability to lead daily work, operate equipment, identify safety concerns, document work, and direct technicians.

• Active Parks Technicians: Experience with mowing, trimming, athletic field preparation, field lining, trash service, porter service, landscape maintenance, and general park maintenance. Athletic field experience is preferred.

• Passive Parks / Trails Technicians: Experience with trail work, vegetation management, mowing, brush hogging, equipment operation, drainage cleanup, natural area maintenance, and general park maintenance.

• All personnel shall wear identifiable uniforms, use appropriate PPE, follow OSHA and applicable safety requirements, and conduct themselves professionally while working in public parks.

D. Pricing Structure

• Base Annual Crew and Equipment Price: one annual price for the required staffing model, required vehicles, on-site/shared equipment, weekend coverage, chemicals, fertilizer, pre-emergent treatment of all turf and landscaped flower beds/islands, routine maintenance, trash porter service, restroom service, annual pressure washing, and general park support.

• Supplemental Employee Rates: annual fully burdened rate and hourly fully burdened rate for Working Foreman, Active Parks Crew Lead, Passive Parks Crew Lead, Active Parks Technician, Passive Parks / Trails Technician, Floater / General Parks Technician, and Tournament/Event Support.

• Supplemental Equipment and Material Rates: rates for large equipment, equipment beyond the included equipment list, pass-through materials, and approved supplemental work when requested by the City.

• Future Park Additions: Deerfield Active Park is listed for bidder awareness. Staffing and equipment additions for Deerfield will be negotiated through a future change order or contract amendment.

Chemicals, fertilizer, and pre-emergent treatment for mulched beds shall be included in the base annual price.

All other materials, including mulch, aggregate, field materials, restroom supplies, EWF mulch, sod, infield materials, and repair materials, shall be pass-through unless otherwise stated.

E. General Maintenance Included in Base Price The base annual price shall include all routine and general park maintenance that can reasonably be completed by the approved parks maintenance team using the staffing, vehicles, tools, and equipment included in this contract. If the contracted parks team and included equipment can safely and reasonably complete the work, the work shall be considered part of the base contract and shall not require a separate Task Order.

This includes, but is not limited to, repairs, general upkeep, grading, trail repairs, drainage cleanup, gravel touch-up, storm debris cleanup, minor fence repair and gate adjustments, sign adjustments, playground surface leveling, field repairs, erosion correction, pressure washing, landscape repairs, pruning and felling of trees and bushes and other City-directed maintenance needs within the park system.

The use of included on-site equipment, including mowers, aerators, brush hogs, pressure washers, skid steers, utility vehicles, trucks, trailers, trail equipment, landscape equipment, and similar equipment, shall not by itself make the work supplemental or require a separate Task Order.

19 | RFP 26-PR03

F. Task Order Work A Task Order shall generally be reserved for intensive work that cannot reasonably be completed by the approved parks maintenance team using the staffing and equipment included in the base contract. Task Orders may be used for significant park improvements or repairs that the City determines is outside the normal maintenance capacity of the contracted parks team, requiring additional staffing and equipment to complete the work.

The City shall have sole discretion to determine whether an assignment is routine maintenance included in the base annual price or major work requiring a separate Task Order. Task Orders shall be quoted and approved by City Staff prior to completion. Quotes shall include a written description of work, estimated labor, materials, equipment, subcontractor costs, schedule, and total cost.

G. Work Orders, Priorities, and Reporting The Contractor shall use the City-approved work order, communication, and reporting process. The Contractor shall provide voice, text, and email communication for the foreman, crew leads, and essential crew members; submit weekly activity reports; and notify City staff of completed work, delays, hazards, closures, unsafe conditions, or items requiring City direction.

Priority Expected Response / Completion Priority 1 - Emergency Respond immediately, not to exceed two hours. Continue until complete, terminated, or downgraded.

Priority 2 - Urgent Complete within 24 hours.

Priority 3 - Time-Sensitive Complete within three business days.

Priority 4 - Standard Complete within three to five business days.

Priority 5 - Planned Complete within five to twenty calendar days or as scheduled by the City.

Priority 6 - Seasonal / Programmed Schedule to maximize staffing, materials, weather, park use, and efficiency, as approved by the City.

H. Required Vehicles and Equipment The Contractor shall provide and maintain all vehicles, trailers, tools, attachments, safety equipment, communication devices, and operating resources needed to complete the work. Equipment may be shared between crews, provided shared use does not delay routine service, scheduled work, emergency response, or City-directed assignments. Equipment failure shall not excuse incomplete work; backup or replacement equipment shall be provided at no additional cost to the City. The equipment listed below is the minimum required. Additional may be provided at Contractor's expense.

Vehicles and Trailers:

• One (1) Truck assigned to the Active Parks Foreman.

• Two (2) trucks assigned to the Active Parks Crew.

• One (1) truck assigned to the Passive Parks Crew.

• Provided trucks must be capable of towing equipment by trailer or moving equipment by box truck support.

• Utility trailers for mowers, field equipment, trail equipment, tools, materials, and debris.

• Enclosed trailer or box truck support for secure transport of tools and small equipment is preferred but not required.

• Dump/material trailer as needed.

Utility Vehicles:

• Two (2) Kubota UTV, John Deere Gator, Toro Workman, or approved equivalent.

20 | RFP 26-PR03

Mowing and Turf Equipment:

• Four (4) Zero-turn mowers.

• Push/walk-behind mowers.

• Reel mowers for athletic turf.

• Mulching mowers with full mulch kits for Bermudagrass and Zoysia park turf.

• Brush hog / rotary cutter.

Athletic Field Equipment:

• John Deere 1200A Bunker and Field Rake, or approved equivalent.

• Field drags, nail drag, finish drag mat, and steel mat drag.

• Infield groomer, box blade, grading attachment, hand tampers, and plate tampers.

• Line chalkers, paint striping machines, string lines, measuring tapes, field templates, and layout tools.

• Base plug tools, base anchor tools, mound repair tools, and home plate repair tools.

• Turf magnet or debris sweeper and infill leveling tools.

• Artificial turf groomer, turf sweeper, turf brush/broom attachment, provided by the City.

Aeration and Renovation Equipment:

• Core aerator suitable for athletic fields.

• Walk-behind aerator for smaller or confined areas.

• Access to topdresser for sand, soil, or approved amendments.

• Turf drag mat for incorporating topdressing material.

• Access to sod cutter, roller, soil preparation tools, and material spreader.

Landscape, Trail, and Grounds Equipment:

• Backpack blowers and walk-behind blowers.

• Edgers, string trimmers, hedge trimmers, pole saws, chainsaws, pruning saws, loppers, and hand pruners.

• Backpack sprayers, spot-treatment sprayers, fertilizer spreaders, broadcast spreaders, drop spreaders, and pre-emergent application equipment.

• Trail tools including hoes, rakes, shovels, Pulaski tools, McLeod tools, tamping tools, mattocks, pry bars, wheelbarrows.

• Skid steer with bucket, forks, grapple/brush attachment, and auger or post attachment as needed.

• Hand tamps, drainage tools, culvert cleaning tools, gravel spreading tools, pressure washer, and portable water support as needed.

Large Equipment Available Within Five Days:

• Mini excavator.

• Front-end loader.

• Dump truck.

• Additional skid steer or specialized attachments.

• Larger brush-clearing, compaction, or material-hauling equipment as needed.

Safety and Communication Equipment:

• Cell phones or communication devices for foreman, crew leads, and essential crew members.

• The Contractor may propose and utilize a work order management system to support communication, tracking, and coordination of maintenance activities. If implemented, the system shall allow City staff appropriate access to view, submit, and monitor work orders, service requests, and job status updates in real time or near real time. The provision and use of such a system is not a required deliverable under this RFP and will be considered a value-added component subject to discussion and mutual agreement between the City and the Contractor.

• First aid kits, personal protective equipment (PPE), high-visibility uniforms or vests, eye protection, hearing protection, gloves, chainsaw chaps, and related safety gear.

21 | RFP 26-PR03

• Cones, barricades, caution tape, temporary signs, trail closure signs, spill kits, fire extinguishers as applicable, and SDS information for chemicals/materials.

I. Active Parks, Athletic Fields, and Field Preparation The Active Parks Crew shall maintain active parks, athletic fields, playgrounds, parking areas, restrooms, hardscapes, landscapes, common areas, and related amenities in a safe, clean, playable, and presentable condition.

Mowing and Turf Standards:

• Active athletic fields, including City fields, IGA fields, and rented fields, shall be cut two times per week during the active growing/use season or as directed by the City.

• All other maintained grass areas shall be cut once per week during the active growing season or as directed by the City.

• Warm-season Bermudagrass and cool-season Ryegrass athletic turf shall generally be maintained at a height of 1 inch to 2 inches unless field conditions or City direction require adjustment.

• Non-athletic park facility turf areas containing Bermudagrass or Zoysia shall be maintained using a mulching mower equipped with a full mulch kit. Side discharge mowing shall not be used in these areas unless approved by the City.

• Mower blades shall be kept sharp. Mowing shall provide a clean, consistent cut without clumping, scalping, rutting, or excessive visible clippings.

• Prior to mowing, fields shall be checked for trash, sticks, stones, and debris. Visible clippings and thatch shall be removed from athletic field areas as needed.

• String trimming, edging, blowing, and cleanup around posts, benches, trash containers, walls, fence lines, dugouts, plazas, and parking areas shall be completed as part of routine mowing operations.

• Provide routine chemical and fertilizer applications for athletic turf and maintained park turf as part of the base annual price, including pre-emergent weed control, post-emergent treatments, fertilizer, insect control, fungicide, lime, and other turf care consistent with best practices.

Athletic Turf Care:

• Provide routine chemical and fertilizer applications for athletic turf and maintained park turf as part of the base annual price, including pre-emergent weed control, post-emergent treatments, fertilizer, insect control, fungicide, lime, and other turf care consistent with best practices.

• Conduct soil testing on each athletic field at least once per year and adjust the turf program based on results and City direction.

• Treat athletic fields for fire ants once per year in the Spring and as needed during warmer months.

• Perform athletic field aeration typically three to four times per summer at the City's request.

Aerations shall be scheduled during active turf growth and shall generally be spaced at least three weeks apart.

• Perform topdressing, mat dragging, field leveling, sod repair, and soil preparation as directed by the City. Labor and equipment shall be included; sod, sand, soil, and other materials shall be pass-through items unless otherwise stated. Material costs should not include sales tax as the City is exempt from such tax.

• Sod bare or damaged areas on athletic fields as directed. New sod shall be installed with proper soil preparation, starter fertilizer, and watering support.

• Activate and inspect irrigation systems in March; evaluate and adjust systems in May, July, and September; and winterize systems in November. Labor for routine checks and repairs during normal work hours is included; repair materials are pass-through. Material costs should not include sales tax as the City is exempt from such tax.

22 | RFP 26-PR03

Baseball and Softball Field Preparation:

• Prepare baseball and softball fields for scheduled games, practices, rentals, tournaments, and special events based on City direction and weekly schedules.

• Field preparation includes dragging, grooming, watering as needed, leveling, filling low areas, repairing mound and home plate areas, maintaining base paths, installing or adjusting bases, addressing lips and edges, and maintaining infield material.

• Fields shall be chalked, painted, or lined as scheduled. Lines shall be neat, straight where intended, properly measured, and appropriate for the field layout and age group.

• At Birmingham United Methodist Church Baseball Field and Hopewell Middle School Baseball Field, preparation may be required three to five times per week on weekdays and one to three times per week on weekends during active use periods.

• Inspect outfield turf for holes, unsafe areas, debris, standing water, or other hazards and correct or report issues before play.

• Blow out dugouts, inspect gate latches and doors, identify fence issues, and maintain player areas in a clean and safe condition.

• TYPICAL…