REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

26-PW02

RFP Title:

Facilities Landscaping & 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: 53

ISSUING DEPARTMENT INFORMATION

Issue Date: July 9, 2026 City of Milton Public Works 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-PW02 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

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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

Sample Standard Contract

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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

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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:

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RFP# 26-PW02

PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the Request for Proposals (26-PW02), Facilities Landscaping & 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

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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

Facilities Landscaping & 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:

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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.

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SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Milton is accepting sealed proposals from qualified firms to provide Facilities Landscaping & Maintenance Services.

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.

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 mailto:honor.motes@miltonga.gov

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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.

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 five (5) 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 http://www.miltonga.gov/finance/bids-rfps

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

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

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

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

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

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

b. Project Team:

i. Project staffing proposals. Include resumes of key project personnel, i.e. project managers and team leaders

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

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

d. Related Projects and References

i. Describe at least three (3) similar projects with references (and contact information) and the degree of involvement of the team.

6. Pricing (See Section 5.0)

7. Applicable Addenda Acknowledgement Forms (if necessary)

8. 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.

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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.

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

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conditions have been met:

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

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.

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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.

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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 – FACILITIES LANDSCAPING

A. General Requirements:

Contractor shall furnish all horticultural supervision, labor, material, equipment, and transportation required to maintain the landscape throughout the contract period.

The facilities covered under this contract include the following:

Facility Number Facility Location Size

1 City Hall 2006 Heritage Walk 2.5 ac 2 Thomas S. Byrd House 15690 Hopewell Rd 2 ac 3 Fire Station 41 12670 Arnold Mill Rd 1 ac 4 Fire Station 42 15240 Thompson Rd 1 ac 5 Fire Station 43 750 Hickory Flat Rd 2.5 ac

6 Public Safety Complex (Fire Station 44 & Police HQ) 13690 Hwy 9 3.67 ac

7 Fire Station 45 (in development)

SE Corner Lot at Birmingham Hwy & Providence Rd 2.09 ac

8 McConnell House 13705 Arnold Mill Rd 1.85 ac

9 Liberty Grove Pocket Park Birmingham Hwy & Liberty Grove Rd 1.5 ac

Facility Locations

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Facility Locations Map

1. Provide and furnish all labor and equipment required or inferred from Specifications to complete the Work.

2. All work performed shall be in accordance with the City of Milton Standards. The Contractor will adhere to all current State and Federal construction safety regulations, including OSHA regulations. The Contractor will conform to MUTCD and the State of Georgia Department of Transportation standards for traffic control. The Contractor must maintain a safe work zone for their employees, pedestrians, and vehicular transportation.

All work shall be inspected and approved by the City of Milton.

3. All debris removed in the execution of any work order or project shall be properly disposed of in accordance with all applicable local, state, and federal regulations. If any question arises about disposal, it will be the Contractor’s responsibility to notify the City for instructions. Scattering or wasting debris on City property or edge of wood lines will not be permitted without prior approval.

4. The Contractor will notify the City representative of any rotation of crew members a minimum of one (1) week prior to any rotation. The rotation of certified staff with non-certified staff will not be permitted. Key staff members, as identified in the contract documents, may only be replaced as outlined in those documents. The City reserves the right to require the replacement of any team member that the City determines does not

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meet the minimum educational, training, or experience standards expected by the industry or by their actions and demeanor have failed to display the character and professionalism required by the City.

5. The Project Manager shall be available, as reasonably required, to be on-site during necessary times. Such times shall be discussed between the Project Manager and the City, but the final required times will be at the City’s discretion.

6. In the event that the designated Project Manager terminates employment with the

Contractor or is requested by the City to be removed from the role of Project Manager, the position shall be assumed by an individual with equivalent qualifications, experience, and knowledge. Such replacement shall require the City’s prior approval.

7. The Contractor shall not replace the approved Project Manager without written approval of the City, which approval will not be unreasonably withheld.

8. The Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury, or loss to all employees on the work site and other persons including, but not limited to, the general public who may be affected thereby.

9. Contractor will be responsible for replacing any flowers/shrubbery/trees damaged or killed by mowers, edgers, trimmers, or pesticide applications.

10. Contractor will keep all mower blades sharp and in good condition at all times during mowing. The grass blades shall be cut sharply and cleanly. Turf shall be cut so that no ridges remain in the finished cut. The direction of the mowing shall be alternated to minimize ruts and matting.

B. Turf Maintenance:

1. Turf Mowing Lawns shall be mowed at the appropriate height to keep a neat appearance. Considering the topography, the Contractor is required to use the proper mowing equipment to provide a high-quality cut and minimize the occurrence of unnecessary scalping due to uneven terrain. Excessive clippings are to be collected and removed from the job site at the end of each visit. Clippings are not to be left overnight for removal the following day.

The use of bagging attachments is permitted but not required. Permanent fixtures in turf areas are to be trimmed with weed eaters to avoid unsightly growth at the base. Care is to be taken at all times when operating around fixtures to prevent damage to them.

2. Turf Edging Edging and trimming along curbs, walks, bed edges, and tree rings shall be done to keep a neat appearance. All hard edges shall be mechanically edged twice per month during the growing season. Mow strips shall be treated with a non-selective herbicide as needed.

Turf along curbs and sidewalks that cannot be addressed with routine edging operations due to broken curbs or uneven boarders are to be treated chemically and/or physically

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removed with a spade. Edging that cannot be addressed during regular visits, due to vehicle obstructions, is to be discussed with the City to achieve a solution.

3. Turf Fertilization & Weed Control Well-balanced fertilizer shall be used to maintain a healthy green color and shall be applied based upon Contractor’s knowledge and needs of the area. All lawn areas shall be treated with crabgrass prevention and broadleaf weed control products as necessary.

4. Trash and Debris Removal During routine maintenance visits, the Contractor is responsible for removing trash and debris from the property. Contractor may utilize dumpsters located at City facilities, only after explicit City approval.

5. Aerating Aerating turf is required a minimum of once per year. Use equipment with hollow tines that removes a soil core. Aeration activities shall be scheduled to coincide with active growth period of the turf species, avoid hot weather conditions, and avoid peak time of crabgrass and other seed germination.

6. Landscape Services Curbs, sidewalks, parking lots, etc. are to be cleaned with mechanical blowers and/or brooms to maintain a neat appearance. Heavy accumulations of sand, gravel, leaves, etc. are to be removed with a shovel and brooms if blowers provide unsatisfactory results.

C. Tree and Shrub Maintenance:

1. All plant and tree material are to be pruned in a manner to provide a neat, natural appearance. Limbs that obstruct buildings, walkways, or vehicular traffic shall be removed.

Shearing and selective pruning techniques are left to the discretion of the Contractor. Any significant tree limbing shall be reviewed with the City arborist prior to completion.

2. Shrubs shall be pruned to retain their natural shape, to promote bloom, and to meet accepted horticultural practices.

3. Growth shall be kept from encroaching on signs, walkways, driveways, and ventilation units.

4. All formal hedges shall be sheared regularly to maintain desired shape and height.

5. Ornamental flowering trees are to be pruned at the proper time of year to encourage maximum flower production.

6. Dead or damaged portions of plants shall be removed whenever possible.

7. All plant material will be fertilized with a balanced slow-release fertilizer in the dormant season and supplemental throughout the year as necessary to maintain vigorous healthy plant material.

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8. Contractor shall monitor trees and shrubs for signs of disease and insect infestations. If plants are affected, appropriate recommendations for treatment shall be submitted to the City.

When insect and/or disease problems are detected, legally approved chemicals are to be used to treat the problem.

9. Deep cut selective pruning and hard cutbacks will be performed on plant material during the winter months for corrective and restorative purposes. City shall be informed before any drastic cutbacks are performed.

10. All mulched shrub beds, maintained natural areas, and walking paths are to be treated with pre-emergence and post-emergence chemicals to control weeds. Weeds more than 2” tall are to be removed by hands and disposed of. Weeds less than 2” tall are to be treated with legally approved post-emergence herbicides.

11. All pruning debris is the responsibility of the Contractor. No debris may be disposed of onsite without the expressed permission of the City.

D. Ground Cover and Beds:

1. Open ground between plants shall be kept weed-free using mechanical or chemical methods. All plant material shall be free of insect and disease. At all times, public and environmental safety is to be considered when applying pesticides.

2. The Contractor is responsible for monitoring the water needs of all turf and seasonal color beds and coordinating the appropriate irrigation settings.

3. It is the responsibility of the Contractor to arrange for and oversee watering of the planters and unirrigated beds.

4. Litter shall be removed as color is generally in a focal area.

5. Color beds and containers shall not be void of plant material at any time. Should any plant material need to be replaced due to any type of damage, a proposal for replacement shall be submitted and approved by the City prior to replacement. The City agrees to be financially responsible to replace plant materials on a timely basis.

E. Landscape Services:

1. Groundcovers shall be fertilized, with a complete fertilizer, as appropriate and recommended by the Contractor.

2. Litter and debris shall be removed during maintenance visits in order to ensure a neat appearance.

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3. Soil shall be cultivated periodically to promote adequate aeration and to counteract the effects of soil compaction. Soil surfaces shall be raked smooth to maintain a neat appearance.

4. Vines shall be trimmed neatly against supporting structures and kept within bounds.

5. Groundcovers shall be kept trimmed within curbs and along walkways. They shall not be allowed to grow into or through shrubs or other plantings.

6. Sign faces and windows shall be kept clear of encroaching growth.

7. Spent or dead blooms, including stems, declining foliage and plant debris shall be removed to encourage continued blooming and maintain a neat appearance. Plants shall be fertilized with either a balanced liquid or bloom-inducing fertilizer to promote lushness and colorful displays.

8. Plants and groundcover shall be monitored for the presence of ants/anthills, insects, and diseases and shall be treated accordingly. An Integrated Pest Management (IPM) strategy, emphasizing least toxic choices, preventative cultural practices, and most effective and cost-effective results shall be implemented.

F. Mulching:

1. Contractor shall maintain a minimum of 3” of course organic mulch at all times over bare soil areas surrounding shrubs. The Contractor shall notify the City when mulching is required (typically done in Spring and Fall). Mulching and pine straw are to be completed as a task order after approval by a City representative.

2. Mulch shall be applied so that it is below grade (curb, edging, etc.) by half an inch. Some additional grading preparation and grading of areas adjacent to sidewalks or edging, etc.

may be required to keep the finish grade of the mulch at an appropriate level.

G. Irrigation Services:

1. Contractor shall provide expertise and all labor to water all areas as required.

2. Contractor shall regularly inspect, test, and ensure proper time clock operations. This includes monitoring the irrigation system to ensure that watering times are properly set, using the least amount of water necessary throughout the year. The controllers shall be programmed according to seasonal requirements and to ensure that all sprinkler heads are adjusted properly to maximize effective use of water on landscaping and to minimize overflow of water onto sidewalks, driveways, streets, and buildings.

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3. In March, the irrigation system shall be turned on and evaluated for proper system function.

There will be a check for leaks throughout the system. Each spray head will be checked for proper function, including the spray pattern, shut off upon cycle completion, and full retraction at the end of the watering cycle. The rain gauge will be checked to make sure it is connected, programmed into the controller, and functioning properly.

4. In November, the irrigation system shall be shut down and winterized. The water shall be turned off at the water meter and the RPZ, and lines shall be drained.

5. The labor for repairs performed during normal work hours will be included in this scope of work. The materials required will be separately invoiced.

H. Other Services:

1. Spring clean-up shall be performed as follows and should be included in the pricing. Spring cleanup shall include, but not limited to, leaf removal from all beds, turning over flower beds as appropriate, remove winter wrapping, and remove any sand and gravel from beds and lawns.

2. Fall clean-up shall be performed as follows and should be included in the pricing. Fall clean-up shall be in late Fall after all leaves have fallen from the trees in the area. Work shall include, but not be limited to, leaf removal from all areas of the property, removal of all dead annual plantings, cut back perennial plantings appropriately, wrap trees to prevent sunscald, covering of beds necessary to protect plants, etc.

I. Additional Services:

1. New and unforeseen work will be classified as extra work when determined by the City that such work is not covered by the specifications. Upon notification that extra work will be required, the Contractor shall submit an itemized, written cost proposal for such work to the City. The City shall retain the right to reject such cost proposal and perform the work with the City workers or other contractors. Should the proposal be acceptable to the City, the Contractor shall be advised in writing and upon receipt of this written notification, shall begin the work within ten (10) working days or as agreed to between the Contractor and the City.

2. The Contractor shall do such extra work in accordance with the agreement for extra work and with the provisions of these specifications and shall furnish all labor, materials, and equipment. Payment for extra work shall be agreed to by the Contractor and the City.

Compensation for material will be the responsibility of the City; however, the Contractor must provide invoice copies to be compensated for material at all times. Material costs should not include sales tax as the City is exempt from such tax.

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3. The Contractor should be able to provide landscape design recommendations for new plantings. Cost will be charged on an hourly rate basis as requested by the City.

J. Fire Station #45 (in Development):

1. Fire Station #45 is currently in the design/development stage. The proposed fire station sits on a two (2) acre parcel. The initial site plan and concept is shown below. *Note that the images show concepts and are not finalized plans and a final concept or plans have not been finalized. Construction timeline is still to be determined.

2. Routine service and landscaping of this property will not begin until after construction is largely complete and notice from the City is given to the Contractor.

Fire Station #45 – Proposed Site Plan

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Fire Station #45 – Initial Concept Image

SECTION 4: OFFEROR PROPOSALS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Firms interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

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SECTION 5: COST PROPOSAL

MUST BE RETURNED WITH PROPOSAL ~ IN A SEPARATE FILE

RFP 26-PW02: Cost Proposal ~ Page 1 of 3

Costs should include all labor, materials, and equipment necessary to provide the item listed.

Facility Location Size Annualized Cost ($)

City Hall 2006 Heritage Walk 2.5 ac

Thomas S. Byrd House 15690 Hopewell Rd 2 ac

Fire Station 41 12670 Arnold Mill Rd 1 ac

Fire Station 42 15240 Thompson Rd 1 ac

Fire Station 43 750 Hickory Flat Rd 2.5 ac

Public Safety Complex (Fire Station 44 & Police

HQ)

13690 Hwy 9 3.67 ac

Fire Station 45 (*to begin after construction)

SE Corner Lot at Birmingham Hwy & Providence Rd 2.09 ac

McConnell House 13705 Arnold Mill Rd 1.85 ac

Liberty Grove Pocket Park Birmingham Hwy & Liberty Grove Rd 1.5 ac

(Supplemental Costs on the Following Page)

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SECTION 5: COST PROPOSAL

RFP 26-PW02: Cost Proposal ~ Page 2 of 3

Supplemental Costs:

Crew costs should also include all labor, vehicles, and equipment necessary to provide standard services outlined in this scope.

Manpower rates should be burdened rates that include all non-direct costs including taxes, benefits, back-office support, project management, communication, transportation, training, equipment, etc…

Item Cost Unit

General Maintenance Two-Person Crew per Hour

Landscape Design and Planning Per Hour

Stump Grinding Per Hour

Hardwood Mulch (Installed) CY

Long Leaf Pine Straw (Installed) Bale

Hardscape Pressure Washing Per Hour

Seasonal Color for Flower Beds Quote provided at the City’s request.

Typically done in Winter & Spring.

Additional plantings & enhancements Quote provided at the City’s request

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RFP 26-PW02: Cost Proposal ~ Page 3 of 3

The Offeror’s cost proposal shall be signed by an authorized agent of the company. All pages of the Cost Proposal must be returned with the proposal. There is no maximum page limit to Section 5.

The undersigned Offeror, having familiarized themselves with the work required by the RFP, the bid documents, the site where the work is to be performed, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this bid for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP and the bid documents to be performed or furnished by bidder for the total contract price below:

Year 1 Cost Year 2 Cost

Year 3 Cost Year 4 Cost Year 5 Cost

Print Total Cost for Five Years: $ _____________________________________________________

Print Total Cost for Five Year in Words: ______________________________________________

Print/Type Company Name and Address:

Authorized Signature ___________________________________ Date____________________

Print/Type Name and Title ________________________________________________________

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SECTION 6: EVALUATION CRITERIA

6.0 EVALUATION CRITERIA

The evaluation committee will review and evaluate the proposals according to the following criteria:

• A selection team for the City will initially evaluate and score all submittals received.

• Proposals not meeting the minimum requirements and those who are non-responsive will not be considered.

• Cost Proposals will be reviewed after the technical review process.

Proposal Evaluation Criteria:

• Work Plan ~ 30 pts.

Staffing Plan Team Member Resumes Available Equipment Response capabilities

• Company History and Capability ~ 30 pts.

Experience with similar projects Company Stability Training Plans Safety Plans

• Related Projects and References ~ 20 pts.

Results of reference checks (Contractors’ reputation) Level, quality and type of client technical assistance provided

• Cost Proposal 20 pts.

Must be submitted in a separate file from technical proposal (Cost will be added after the completion of the evaluation of the technical proposals)

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Interviews and Program Demonstration The City reserves the right to award the contract to the highest-ranking firm based on technical merits only; however, short-listed Offerors may also be invited to make a face-to-face presentation to the City. Web based presentations may also be permitted. During this presentation the Offeror can provide additional detail regarding their proposal submission and organizational qualities. A question and answer will follow the presentation.

Final Ranking and Negotiations

Upon completion of the interviews and demonstrations, if required, the review committee will rank the short-listed proposals based on a combination of the evaluation scores and presentations. The top-ranked proposal will be recommended for contract award, pending successful negotiations. At this stage, the City may conduct any final discussions, negotiations, or proposal revisions with the top-ranking company(s).

SECTION 7: STANDARD CONTRACT INFORMATION

7.0 STANDARD CONTRACT

The City’s standard contract is attached to this document as Appendix A. Offeror should notify the City of any terms within the standard contract that preclude them from responding to the RFP. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring Offeror at the time of contract negotiation.

7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract, attached as Appendix A, contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring Offeror. The contract language contained in Appendix A does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 SUBCONTRACTOR

The highest scoring Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposals. The City reserves the right to approve all sub-contractors. The Contractor shall be responsible to the City for the acts and omissions of all sub-contractor or agents and of persons directly or indirectly employed by such sub-contractor, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within

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this document, or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.3 GENERAL INSURANCE REQUIREMENTS

See sample contract.

7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

The Contractor is required to supply the City of Milton with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. The proof of insurance/exemption must be received by the City of Milton within ten (10) working days of the Request for Documents Notice and must be kept current for the entire term of the contract.

CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE…