RFP#202525_Citywide_Landscape_Maintenance_Services.pdf

RFP# 202525 Page 1

REQUEST FOR PROPOSALS

FOR

RFP#202525 CITYWIDE LANDSCAPE MAINTENANCE

SERVICES

RFP# 202525

Submittal Due Date:

Tuesday, July 15, 2025 at 2:00 pm, EST

Non-Mandatory Pre-Submittal Meeting:

Wednesday, June 25, 2025, EST

ISSUED BY:

Procurement & Contract Services Department

450 SE 6th Avenue Homestead, FL 33030

Date Issued: Friday, June 13, 2025

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofhomestead https://secure.procurenow.com/portal/%7bproject.government.code%7d

RFP# 202525 Page 2

TABLE OF CONTENTS

1. INTRODUCTION

2. DUE DATE

3. SCOPE OF SERVICES

4. MINIMUM QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

5. METHOD OF AWARD AND CONTRACT TERM

6. GENERAL PROVISIONS

7. INFORMATION REQUIRED OF PROPOSER

8. SUBMISSION OF PROPOSAL

9. INSURANCE REQUIREMENTS

10. QUESTIONS REGARDING SPECIFICATIONS OR PROCESS

11. OTHER MATTERS

12. TERMS & CONDITIONS OF AGREEMENT

13. PROPOSAL EVALUATION COMMITTEE & PROCEDURES FOR REVIEW OF

PROPOSALS

14. EVALUATION/AWARD CRITERIA

15. FEDERAL PROVISIONS

16. DOCUMENT UPLOAD

Attachments:

A - Group I-Landscape Maintenance of City Facilities-Locations

B - GROUP II-Landscape Maintenance of Right-of-Way and Medians - Locations

C - GROUP III-Landscape Maintenance of Alleyways and Railroads-Locations

D - GROUP IV-Landscape Maintenance of CRA Owned Properties-Locations

E - WEEKLY INSPECTION REPORT FORM

RFP# 202525 Page 3

1. INTRODUCTION

1.1. Summary

The City of Homestead is seeking proposals from qualified and experienced firms (Contractors) to provide citywide landscaping, arborist, irrigation maintenance and other related services as outlined in this Request for Proposals (RFP) solicitation for all city properties, parks, alleyways, and roadways maintained by the City.

Proposers shall be well versed in all aspects of FEMA documentation, reimbursement and project management. The guidelines under 2 CFR 200, Title 23, and 23 CFR shall apply to this contract in order to be eligible for reimbursement under the Public Assistance Program. In compliance with

2 C.F.R. § 200.321 the City shall take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprise and labor surplus area firms are used when possible.

1.2. Contact Information

Lilia Jaimes-Renteria, CPPB, NIGP-CPP

Buyer II

100 Civic Court

Homestead, FL 33030

Department: Parks, Recreation, & Open Spaces

1.3. Timeline

Release Project Date: June 13, 2025

RFP# 202525 Page 4

Pre-Proposal Meeting (Non-Mandatory): June 25, 2025, 10:00am

Agenda

A NON-MANDATORY Pre-Proposal meeting will be held on the date and time listed above in the Procurement & Contract

Services Department conference room located at 450 SE 6th Avenue, Homestead, Florida 33030. At that conference all work will be discussed and all questions answered. No questions will be answered verbally except at the pre-proposal conference. You may submit questions via the Questions & Answer tab.

Virtual Option:

https://cityofhomestead.webex.com/cityofho mestead/j.php?MTID=mc866167403d46702

1c6b0c2b693b46de

Question Submission Deadline: July 8, 2025, 5:00pm

Proposal Submission Deadline: July 15, 2025, 2:00pm

JOIN THE VIRTUAL RFP OPENING:

https://cityofhomestead.webex.com/cityofho mestead/j.php?MTID=mdcbe327e5795e827

0dafc095e7cc1d41

Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

Committee of the Whole: Tentative: August 2025

Council Meeting: Tentative: August 2025

2. DUE DATE

A. Proposals may be received up to but not later than Tuesday, July 15, 2025 at 2:00 pm via the City e-Procurement Portal located at https://procurement.opengov.com/portal/cityofhomestead. The City e-Procurement Portal

Clock is the official clock for the determination of all deadline dates and times. Without https://government-project.s3.amazonaws.com/161175/73edc5d6-7e71-4ed3-ab2c-18e52ea83f01_202525-RFP_Meeting_Agenda.pdf https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mc866167403d467021c6b0c2b693b46de https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mc866167403d467021c6b0c2b693b46de https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mc866167403d467021c6b0c2b693b46de https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mdcbe327e5795e8270dafc095e7cc1d41 https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mdcbe327e5795e8270dafc095e7cc1d41 https://cityofhomestead.webex.com/cityofhomestead/j.php?MTID=mdcbe327e5795e8270dafc095e7cc1d41 https://procurement.opengov.com/portal/cityofhomestead

RFP# 202525 Page 5 exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Homestead strongly recommends completing your response well ahead of the deadline.

B. Proposals received after the closing time and date, for any reason whatsoever, will not be considered. Any disputes regarding timely receipt of proposals shall be decided in the favor of the City of Homestead. Proposers shall assume full responsibility for timely submission at the location designated for receipt of proposals. The City of Homestead cannot be responsible for proposals received after opening time and encourages early submission.

Proposals received by the City after the time specified for receipt will not be considered.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the

Portal. Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

C. All information required by this Request for Proposal must be supplied to constitute an acceptable proposal.

3. SCOPE OF SERVICES

3.1. GENERAL:

The successful Proposer(s) shall provide all supplies, materials, equipment, machinery, tools, personnel, supervision, labor, transportation, permits, inspection, and any other items or services related to the scope of services and all other necessary incidentals required to fully maintain the

City properties and grounds to a superior level using the highest and best maintenance practices in the industry.

The successful Proposer(s) shall be responsible for the citywide landscape maintenance services, including but not limited to, weeding, vegetation mowing, trimming, debris pickup and any other function that may be required to properly maintain the areas of responsibility.

The City of Homestead is requesting proposals to be submitted per group individually per the following sections:

RFP# 202525 Page 6

Group I Landscape Maintenance of City Properties

Group II Landscape Maintenance of Medians and Right of Ways

Group III Landscape Maintenance of Alleyways & Railroads

Group IV Landscape Maintenance of CRA Owned Properties

Group V Irrigation Maintenance Services

Group VI Daily Porter Services

3.2. SCOPE OF SERVICES:

The scope of services shall include, but is not limited to: mowing, trimming, weeding, and edging of all landscaped areas, including turf areas, medians, right-of-way, flower beds, shrub beds, and ground cover beds; fertilizing, herbicide treatment, mulching, blowing sidewalks, and roads as needed and removal of all litter and landscape debris, such as fallen branches or palm fronds while on site.

The City of Homestead expects all services necessary to be provided per location. For instance, if there is a tree on the location, the city expects that tree trimming be provided as necessary for the species of tree and to maintain a safe height clearance.

Requirements set forth Under Section for all Groups.

3.3. MOWING-GENERAL:

Mowing shall be performed in a manner that ensures a smooth surface appearance without scalping or leaving any “missed” uncut grass.

• Rotary mowers will be used on St. Augustine grass;

• Reel mowers with rollers;

• Rotary mowers or flair mowers will be used on Bahia grass;

• All mowing shall be done with finish mowers unless otherwise specified.

All mowers must be adjustable and adjusted to the proper cutting height and level for the kind of grass and current condition of turf (on average 3" cut is expected on most locations). Mower blade height adjustment is to be measured from a level floor surface to the parallel and level plane of the mower blade.

All mower blades shall be sharp enough to cut, rather than tear grass blades.

All litter and debris shall be removed from turf and shrub beds before mowing to avoid shredding and/or damage to persons or property by propelled rocks, cans, etc.

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Mowing shall be done carefully so as not to “bark” trees or shrubs, intrude into ground cover beds, damage sodded berms, or cause damage to sprinkler heads, valves, manifolds, irrigation timers, gates, fences, curbs or other facilities. Should any of the above listed damage occur, the Contractor will be held financially responsible for the replacement or repair. Vehicular damage of any type will be the responsibility of the Contractor for repair or replacement.

Grass clippings or debris caused by mowing will be removed from the adjacent walks, drives, gutters and curbs or surfaces on the same day as turf is mowed.

Grass clippings or debris shall be removed in such a way as to not cause drift into roadways or adjacent properties. Any and all grass clippings accumulated on freshly cut grass areas following mowing shall be vacuumed or raked up as a part of the mowing tasks. Visible thatch piles or lines will not be permitted.

Mowing will not be done when weather or conditions will result in damaged turf.

3.4. MOWING FREQUENCIES:

Citywide Properties:

• May 1st through September 30th: Properties will be mowed three (3) times per month (once every 10-12 days).

• October 1st through April 30th: twice (2) per month (once every 14 days).

Alleyways:

• May 1st through September 30th: will be mowed on a monthly basis and twice per month on the summer months.

Mowing frequencies may be increased or decreased due to climatic factors or as determined by the

City’s Parks, Recreation & Open Spaces Director or designee. Also refer to "Locations" listed for detailed mowing schedules.

3.5. WEED-EATING:

Weed-eating shall be performed during, or immediately following mowing. Weed-eating may be accomplished by hand, hand powered shears or rotary nylon “fish line” cutting machines. Weed-eating should leave grass at the same height as the mowed, adjacent turf. Trimmings from weed-eating must be removed from and around all obstacles in the turf, such as posts, trees, walls and cement medians. Particular attention will be given to trimming around sprinkler heads and other irrigation system fixtures to assure their proper operation.

Frequencies shall be the same as mowing noted in Section 3.4.

3.6. EDGING:

Edging is required with each mowing. Mechanical edging (vertical trimming) of all turf edges abutting sidewalks, flush paved surfaces including all road curbs, drives, etc., will be done during or immediately following mowing. Turf edging at shrub beds, flower beds, ground cover beds, RFP# 202525 Page 8 hedges and/or tree rings, where edging rather than trimming is directed, shall be edged with a manual or mechanical edger to a neat vertical and uniform line.

Dirt and debris produced by edging or trimming will be removed completely from the site.

Turf will be mechanically edged around all tree rings in lawn areas as directed by the Parks and

Recreation Director or designee. Turf will be mechanically edged approximately ten inches (10”) out from the drip line of shrubs and hedges.

Frequencies shall be the same as mowing noted in Section 3.4.

3.7. WEED CONTROL:

Weeds are to be removed from turf areas as part of turf care operations. Weeds are to be manually or chemically removed from shrubs, hedges, ground cover and/or flower beds and tree rings during each mow cycle.

Weeds are to be removed from walkways, pavers, curb and gutter expansion joints, along fence lines and cement noses of concrete medians with each mowing.

Contractor will use weed and feed products for killing weeds in all grass areas as needed.

Contractor will use glyphosate based herbicide (i.e., Round-Up) when spraying gutters, cement medians, pavers and other paved areas.

Frequencies shall be the same as mowing noted in Section 3.4.

3.8. SHRUB AND HEDGE:

• Shrub and Hedge Care: Maintain shrubs in a healthy, growing, correct color condition and in the shape and area specified or specifically directed by the Parks and Recreation

Director or designee.

“Maintenance trimming” shall consist of the removal of dead and/or broken branches, suckers and/or spouts, branches that protrude over walkways and/or grow through fences and/or obscure roadway visibility. Shrubs and hedges shall be trimmed wider at the base and narrower at the top. Shrubs must appear orderly and neat at all times.

All trimming will be accomplished in accordance with standard practices using mechanical hedge trimmers. Machetes will not be permitted for any operation.

All shrubs and hedges adjacent to roadway surfaces must be trimmed and maintained at a height not to exceed thirty inches (30”) from roadway surfaces.

• Hedge Trimming: If required by the City, any hedges that are to be maintained in a geometric form may be sheared by manual or mechanical hedge shears to the shape and size specified in landscape plans or at the direction of the Parks and Recreation Director or designee. Saidlandscape plans will be made available at time of request. Remove and dispose of all cuttings and clippings, off site, the same day trimming was performed.

RFP# 202525 Page 9

Upon request of the City, invoices shall include dump tickets or other proof that vegetation and other debris has been disposed of properly

• Frequencies for shrub and hedge trimming: shall be twice per month from May 1st to

September 30th and once per month the rest of the year. Frequencies may be adjusted on an as needed basis.

3.9. TREE AND PALMS PRUNNING:

Contractor and/or sub-contractor must be I.S.A. (International Society of Arboriculture) certified to perform all tree/palm maintenance.

National Arborist Association Standard Class II selective pruning shall be used rather than

“heading back” or “hat racking.” All suckers and low hanging branches/fronds shall be pruned on a monthly basis or as needed. Trees must have eight feet (8’) of clear trunk at all times in keeping with state, county and City traffic engineering requirements. Palms shall be pruned to remove inflorescence (flowering or fruiting stalks), dead fronds and/or old “boots.” At no time are tree spikes to be used in pruning operations on either trees or palms. Flowering trees are to be pruned only after their bloom cycles are complete.

NOTE: All tree and palm debris, limbs and fronds will be picked up and disposed of on the day pruning is performed.

Upon request of the City, invoices shall include dump tickets or other proof that vegetation and other debris has been disposed of properly.

Frequencies:

• Trees: shall be pruned once (1) per year, in May, just prior to hurricane season, or as authorized by the Parks, Recreation and Open Spaces Director or designee.

• Palms: shall be pruned twice (2) per year, in May and November, or as authorized by the

Parks, Recreation and Open Spaces Director or designee. Exceptions to this schedule include immediate removal of damaged, dead or diseased limbs.

3.10. TREE REPLACEMENT:

Removal of damaged trees and/or tree replacements shall be completed in accordance with current industry standards and City Code. New trees shall be maintained and guaranteed for a one year period. Any tree that has been replaced and dies within the guarantee period will be replaced by the successful Proposer at no cost to the City, no later than 30 days after notification by the City.

Please provide pricing for replacing the following trees:

Tree Height in feet

Royal Palm 16-18

RFP# 202525 Page 10

Royal Palm 18-22

Montogomery Palm 10-12

Montogomery Palm 12-16

Foxtail Palm 6-10

Foxtail Palm 10-12

Foxtail Palm 12-16

Foxtail Palm 16-20

Christmas Palm 6-8

Christmas Palm 9-12

Oaks 15-

20 (3 inch trunk at chest level)

Ptychosperma Elegans Triple 6'gw

Senna Surrantensis 6' & 3'

Bulnesia Arborea 6' & 3'

Veitchia Montgomeryana 8' gw

Crape Myrtle 8' tall

3.11. LITTER AND DEBRIS CONTROL:

The Contractor will be expected, as part of his routine maintenance, to police the areas under his contractual maintenance. This will include removing any litter or fallen leaves and branches, replacing washed out mulch back into planters and help clean-up any debris or soil which might accidentally accumulate in the respective contractual maintenance area (entire location including parking lots). The PRACTICE OF BLOWING cuttings, clippings or mowing debris into the streets or public areas will not be permitted.

Litter and debris control is to be completed prior to each mowing. Litter and debris shall be completely removed from all gutter and curb areas as a standard requirement for debris control.

RFP# 202525 Page 11

Litter to be removed includes all paper, glass, trash and any undesirable material or debris, including unauthorized paper signs, which have blown or been deposited onto the sites. Palm fronds, tree limbs and leaves shall also be removed. Dead animals will be reported to the City representative for removal.

Litter removal from turf areas and plant beds and designated right-of-way areas shall be complete prior to each mowing operation on the same day.

Litter shall be removed entirely from the sites and disposed of in accordance with City Ordinances.

No dumping on City property shall be permitted.

3.12. CHEMICAL PEST CONTROL:

Turf Insecticide Program on St. Augustine, Bahia, Zoysia, and Bermuda turf shall receive corrective applications of insecticide as required to maintain turf in a healthy condition. Contractor shall submit a list to Parks, Recreation and Open Spaces Director of proposed pesticides and designated uses for City approval prior to use. Contractor shall be responsible for scheduling all pesticide application with City personnel prior to application. Contractor will furnish all pesticides used. The City reserves the right to exclude turf control programs for this RFP and award as separate contract to vendor of City’s choice.

As per governing laws and regulations regarding application of chemicals, be reminded that notification in the form of signage must be placed in a visible location following delivery and/or application of chemical treatment.

3.13. SHRUB, GROUND COVER, AND TREE INSECT CONTROL:

All insect control shall be by identification and diagnosis; corrective programs will be applied on an as needed basis, i.e., palms diagnosed with “frizzy top”. When insect infestations are noted, Contractor shall provide corrective pesticide applications immediately. Failure to do so shall make the Contractor financially responsible for replacement materials.

Ant treatments shall be provided on an as needed monthly basis, and the Contractor shall respond within twenty-four (24) hours upon request by the City. Contractor shall provide labor, equipment and pesticides for application.

Royal Palm treatments shall be twice (2) a year, in February and August or as directed, preventative disease control applications of foliar fungicide, insecticide and fertilizer shall be made by

Contractor.

3.14. DISEASE CONTROL:

All disease control treatments in turf and shrub areas will be identified and diagnosed by the

Contractor or at the direction of the City.

3.15. GENERAL USE OF CHEMICAL:

All work involving the use of chemicals shall be in compliance with all federal, state and local laws and shall be accomplished by a Florida Certified Pesticide Applicator. A current Florida

Certified Pesticide Applicator License copy must be submitted to the City with your RFP response.

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A listing of proposed chemicals to include commercial name, application rates and type of usage shall be submitted to the Parks, Recreation and Open Spaces Director or designee for approval at the beginning of the contract. All proposed chemicals must be approved by the Florida Department of Agriculture. No work shall begin until written approval of chemical use has been obtained from the Parks, Recreation and Open Spaces Director or designee. Contractor must provide material safety sheets for all proposed chemicals.

Chemicals will only be applied by persons possessing a current Florida Certified Pesticide

Applicators license. Application shall be in strict accordance with all governing laws and regulations.

Records will be kept and retained, as prescribed by law for the use of all pesticide operations including, but not limited to, dates, times, methods of applications, chemical formulations, applicators’ names and weather conditions. Copies of all records will be submitted to the Parks, Recreation and Open Spaces Director or designee upon completion of each application.

Chemicals shall be applied when air currents are still, using methods for the prevention of chemical drift onto adjacent properties and the prevention of any toxic exposure to all persons and animals.

Any and all soil, sod, and/or plants contaminated by chemical misuse will immediately be removed and replaced at the Contractor’s expense.

As per governing laws and regulations regarding application of chemicals, be reminded that notification in the form of signage must be placed in a visible location following delivery and/or application of chemical treatment.

3.16. MULCH:

Shredded mulch shall be added to all planting beds and tree rings three (3) times per year in

November, March, and July. Mulch shall be applied to a thickness of three inches (3”) and in accordance with industry standards. Any old mulch that is visible shall be removed to ensure a uniform look of freshly mulched beds.

Beds will be cleared of all weed before new mulch is applied. Mulch must not contain stems, branches and/or trunks as this may cause damage to plant materials. Mulch must be kept clear of valve boxes, water meter boxes and any other irrigation components. Mulch will be provided by the Contractor. Note: "Mocha’ mulch shall be specified.

3.17. FERTILIZATION:

• Turf Fertilization: Contractor shall supply labor, equipment and materials for fertilizing all turf areas two (2) times per year as directed by Parks, Recreation and Open Spaces

Director or designee. City reserves the right to exclude the ‘Turf Fertilization’ program from this bid and award to a separate vendor of the City’s choice.

• Palm Tree Fertilization: Contractor shall supply labor, equipment and materials for fertilizing all palm trees two (2) times per year as directed by the Parks, Recreation and

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Open Spaces Director or designee, with the exception of Foxtail Palms which shall be four

(4) times per year (i.e. quarterly).

Contractor must submit fertilization schedules and proposed chemicals prior to application.

3.18. FLOWER BEDS:

All flower beds within the designated downtown area will be replaced by the Contractor at the beginning of the summer and winter seasons with plant material that will provide seasonal color.

Contractor will ensure flower beds receive sufficient water, fertilizer, mulch, pest and weed control so as to remain in a healthy state throughout the year. Any damaged or missing plant materials will be replaced by the Contractor within 24 hours of notice or City notification. The Contractor will submit a flower bed replanting plan for approval by the Parks, Recreation and Open Spaces

Director or designee at least thirty (30) days prior to plan implementation.

3.19. DAMAGE REPAIR:

Damage to landscape materials due to any cause (except hurricanes) shall be immediately corrected by Contractor. This includes up righted and staking any fallen or leaning trees and palms, removal of dead or damaged material, and minor grading and replacement of sod displaced by vehicles. Any pits left from tree removal shall be filled with good sod and sod laid to match existing grade. Contractor must contact the Parks, Recreation and Open Spaces Director or designee within

24 hours of such repair. The City requires this work to be done on a “no charge” basis as a part of this contract.

Replacement of any damaged landscaping plant material along roadways shall be completed upon notification and approval from the City and on a ‘per plant’ cost as specified in this RFP.

The Contractor must submit monthly reports of fill-ins, including photographic evidence, when requesting payment for those items.

3.20. SCHEDULING:

Contractor shall provide each month’s maintenance schedule no later than the last week of the preceding month. The City must be notified a minimum of five (5) days in advance of any change in schedule. The City reserves the right to adjust Contractor’s maintenance schedule to accommodate special events and/or activities.

The maintenance schedules shall denote all tasks to be performed, including annual, bi-annual, quarterly and monthly work. All work will be inspected following scheduled maintenance. The cost of any task not performed or performed incompletely will be deducted from the invoice from which it is billed. Contractor will be provided with inspection reports upon request.

3.21. GENERAL:

No public park maintenance shall be performed on weekends or during holidays unless requested in writing and approved by the Parks, Recreation and Open Spaces Department Director or designee.

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Special attention shall be given to specified areas prior to national holidays and holiday weekends to ensure that the City is at its best during these times. Contractor will verify that all required maintenance has been properly performed no more than two days in advance of holidays and holiday weekends. Special event sites may require specific days of the week for maintenance – and Contractor agrees to comply accordingly.

Contractor must make a written request and receive approval prior to the following: changing any landscape feature(s); make plant/material purchases and/or the performance of any work by sub-contractors. Insurance coverage must be supplied for all sub-contractors prior to work performance.

Contractor shall supply each employee with a uniform shirt to be worn during working hours.

Contractor’s employees’ clothing must be neat and clean.

Contractor shall adhere to all State and Federal DOT regulations for roadway operations, which include but are not limited to the proper use and placements of cones, barricades, signage and the wearing of safety vests. Contractors are required to follow the “State of Florida Manual on Traffic

Control and Safe Practices.” Contractors are responsible for providing all safety gear, equipment and traffic control devices for maintenance personnel. Contractor will comply with all conditions in the “Department of Transportation Turf and Landscape Maintenance Memorandum of

Agreement with the City of Homestead”.

Contractor shall exercise extreme care to safeguard all existing facilities, site amenities, irrigation systems, vehicles, etc. on or around the job site. Damage to public and/or private property shall be the responsibility of the Contractor and shall be repaired and/or replaced at no additional cost to the City.

3.22. PERFORMANCE STANDARDS:

Delays shall not be tolerated and may result in contract cancellation.

Should services be delayed beyond the time deemed by the City to be detrimental, it is understood and agreed that the same type of service may be provided by another vendor as stipulated herein and all costs incurred on behalf of the City will be charged to the awarded vendor and deducted from any payment otherwise due and payable.

Contractor’s failure to complete any work or repairs damaged by maintenance operation or due to

Contractor’s neglect in performing these specifications will result in the successful vendor paying any and all costs associated with the work performed by a secondary vendor. Contractor shall be notified prior to the performance of work by a secondary vendor.

3.23. CONTRACTOR'S REPRESENTATIVE:

Contractor must submit with their proposal the contact information (name, address and phone numbers) of person(s) to be contacted for placing an order and coordination of services. Contact information for regular hours, after hours, weekends and holidays must be included.

Management:

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• The Contractor shall designate a “City Maintenance Manager” who shall be responsible for all the Work to be performed by the Contractor under the Contract.

• The City Maintenance Manager shall serve as the point of contact between the Contractor and the City.

• The City Maintenance Manager shall be reachable seven (7) days per week, twenty-four hours a day.

• The City Maintenance Manager shall be on property at least five (5) days per week, two

(2) hours per day during the hours of operation of the Park or at the request of the City’s

Representative.

• The City Maintenance Manager shall meet with the City’s Representative on a weekly basis, at a mutually determined schedule, to discuss park-related matters, work requests received and completed, and any contract issues.

• The On-site Supervisor must be able to speak and understand English. Staff working together must be able to communicate with one another. Staff is encouraged to be bilingual. Staff shall not smoke in the Parks and alcohol is prohibited.

3.24. CORRECTION OF DEFECTIVE WORK:

Contractor shall correct work rejected by the City or known by the Contractor to be defective or failing to conform to the RFP document.

The City shall provide the Contractor with written notice regarding defective or rejected work.

Written notice of defective work includes, but is not limited to, emails and memorandums.

Defective work that poses a hazard to vehicular traffic or pedestrians, including but not limited to, obstructed sightlines at intersections, overgrown hedge, etc., shall be deemed an emergency; and shall be corrected by the Contractor within three (3) hours of notification. Initial notification of a hazard may be made verbally (e.g. telephone), but shall be memorialized in writing (e.g. email or memorandum).

All other defective work shall be addressed within 48 hours after notice from the City.

The Contractor shall commence with corrective action to ensure the Work is not defective or rejected.

If the Contractor fails to correct defective Work as required or persistently fails to carry out the

Work in accordance with the Contract Documents, the City, by written order may stop the Work, or any portion thereof, until the cause for such order has been eliminated.

If the Contractor defaults or neglects to carry out the Work in accordance with the Contract

Documents within the stipulated time period after receipt of written notice from the City to commence and continue correction of such default or neglect, the City may give a second written

RFP# 202525 Page 16 notice to the Contractor. If within three (3) days following receipt of the second notice, the

Contractor fails to correct such default or neglect with diligence and promptness, the City may correct such deficiencies. In such case, an appropriate Change Order shall be issued deducting from payments then or thereafter due the Contractor costs of correcting such deficiencies. If the payments then or thereafter due to the Contractor are not sufficient to cover the amount of the deduction, the Contractor shall pay the difference to the City.

If the Contractor fails to correct a hazardous condition within three hours of initial notification, the

City may, at its discretion, have the work performed and the cost incurred by the City, inclusive of labor and materials, shall be deducted from the next pay application.

Within thirty (30) days of the City’s receipt of a properly submitted and correct invoice, the City shall make payment to the Contractor.

The City shall have no obligation to pay or to be responsible in any way for payment to a

Subcontractor of the Contractor except as may otherwise be required by law.

3.25. REQUIRED EQUIPMENT:

Contractor must have sufficient numbers of mower, edger’s, hedgers, weed-eaters, sprayers, bush hogs, etc. to handle work load. Equipment must include at least one 50-foot (50’) bucket truck for tree trimming and the equipment/machinery for the production of various shapes and colors of landscape borders. Please submit an equipment list with your proposal.

Proposer must demonstrate ability to maintain all equipment in working conditions and shall provide a listing of back-up equipment available in the case of downed equipment. Lack of or broken equipment will not permit a delay in the services or frequencies that must be provided.

3.26. WEEKLY LANDSCAPE REPORT:

The successful proposer will be required to complete a Weekly Inspection Report (see attached form in Attachment) and leave it with a designated person or a designated location on a weekly basis. PAYMENT WILL BE BASED UPON RECEIPT OF SAID REPORT. The Contractor shall submit a weekly detailed report as to the actual hours spent performing the task, rest breaks, down time, travel, etc., Non-productive time i.e., poor planning, equipment breakdown, bad weather, etc., shall be at the vendor’s expense.

3.27. MOT REQUIREMENTS:

The successful proposer and all personnel performing maintenance of traffic (M.O.T.) activities shall possess valid and verifiable certificates of training as per the most current State of Florida standards and regulations. These requirements include but are not limited to the definition of different types of training that may be offered, i.e., Maintenance of Traffic Intermediate, Flagging

Traffic, Placement of Work Zone Traffic Control Devices, etc.

When mowing in traffic arterial medians, personnel are required to wear safety vests. Proper safety signage, such as “Men Working Ahead”, cones, flagmen or other warning devices should be used to alert motorists of work in the area. All signs shall be temporary and must be in

RFP# 202525 Page 17 accordance with the Florida Department of Transportation’s Manual on Uniform Traffic Control

Devices and Safe Practices. OSHA standards shall be utilized where applicable.

3.28. PROJECT LOCATIONS:

All work under this contract will take place within the City of Homestead limits.

3.29. RESPONSE TIME:

Under normal circumstances the City will give the successful Contractor one (1) week notice when services are required, however, for emergency requests or failure to complete regularly scheduled maintenance, on-call service, response time of the successful Contractor shall not exceed two (2) hours from the time the call is placed by the City.

Failure to respond to a service call within the specified time will result in the successful Contractor paying any and all costs associated with the repairs performed by a secondary vendor. Also see

Liquidated Damages, Section 3.30.

3.30. LIQUIDATED DAMAGES:

As Task Orders are identified substantial completion times will be mutually agreed upon between the successful contractor and the City. Liquidated damages of an amount equivalent to 1.25 multiplied by the contracted price per day, as calculated by the City, will be deducted per location not serviced in any given month until location is properly completed. This is imposed as liquidated damages, not as penalty, in recognition of the difficulty in ascertaining actual damages, and will be deducted from the contract sum for each calendar day elapsing beyond the specified time for completion for each Task Order.

3.31. BUSINESS OPERATIONS:

City Hours of Operation: Unless otherwise directed by the Parks, Recreation and Open Spaces

Director; or his designee, the successful Contractor(s) shall insure that services as required are scheduled with the Director or designee of the City between the hours of 7:00 AM and 7:00 PM;

Monday through Friday, any exceptions must have prior approval by the City.

Inclement Weather Conditions: Upon approval by the Director or designee of the City, the

Contractor may cease operations of services during inclement weather conditions.

Observed Holidays: Proposer’s employees furnished under this Contract will observe holidays as observed by the City. Proposer’s employees will not work under this Contract on such holidays and no payment will be made by the City to Proposer for such holidays.

New Year's Day Martin Luther King Day President's Day Memorial Day

Juneteenth Day Independence Day Labor Day Veteran's Day

Thanksgiving Day Thanksgiving Day After Christmas

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3.32. ADDITIONS/DELETIONS OF LOCATIONS/SERVICES:

Although this Solicitation identifies specific locations to be serviced and maintained, it is hereby agreed and understood that any new location and/or service may be added/deleted to/from this contract at the option of the City, at a negotiated price.

3.33. INVOICING THE CITY:

Contractor shall submit a monthly invoice the first of each month, itemizing all work performed the previous month. The cost of any task not performed or performed incompletely will be deducted from the invoice from which it is billed. The invoice must reflect the following: Purchase

Order number; date and locations of work performed.

3.34. PROPOSAL BOND:

All Proposals must be accompanied by a Proposal Bond in the amount of 5% of the total Proposed

Cost submitted, to be in the form of a Cashier’s Check (which shall be tantamount to a Bid Bond) made payable to the City of Homestead; a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935. The bond of all unsuccessful Proposers will be returned after Proposal award. The Proposer shall not withdraw their Proposal and/or Bond after RFP Opening for the period stipulated as the Proposal guaranty period. Proposers will give these assurances that all bids offered will be held open and are not revocable for lack of consideration during the time stipulated herein.

Attorneys-in-fact, who sign the Bid Bond, Performance Bond and Payment Bond, must file with such Bonds, certified copies of their current power of attorney to sign such Bonds. All Bonds must be countersigned by an agent of the Surety licensed in the State of Florida, with a copy of the agent’s current identification card, as issued by the State of Florida Insurance Commissioner, attached thereto.

3.35. PAYMENT & PERFORMANCE BOND:

If a group item being bid exceeds $200,000, the City requires 100% Payment and Performance

Bond which may be in the form of a Cashier’s Check, made payable to the City of Homestead.

(Please note that cashier’s checks will be deposited into an escrow account for the term of the bid);

a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935; or an Irrevocable Letter of Credit. If the latter is chosen, it must be written on a bank located in Miami-Dade County, be in the amount of the contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Homestead. The City, to draw on same, would merely have to give written notice to the bank with a copy to the successful contractor.

3.36. ADDITIONAL WORK:

In the event additional work requested is not covered in the bid line items then Contractor will be asked to supply a proposal task order with scope of work details, pricing, schedules and deliverables. It is solely at the discretion of the City to determine if the pricing received is considered fair and reasonable, and the City reserves the right to seek other means or methods to complete the work needed.

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3.37. HOURLY RATE:

The hourly rate quoted shall include full compensation for labor, equipment use, travel time, and any other cost to the Proposer. This rate is assumed to be at straight time for all labor, except as otherwise noted.

Hourly labor rates are specified as follows:

• Hourly Labor Rate I: Hourly rate for straight time repairs, i.e., from 8:00 A.M. to 5:00

P.M., Monday through Friday (rate is to include labor and travel, parts are not included).

• Hourly Labor Rate II: Hourly rate for overtime repairs, i.e., before 8:00 A.M. or after 5:00

P.M., or on weekends or holidays, (rate to include labor and travel, parts not included).

3.38. MATERIALS-PERCENTAGE OF ABOVE COST:

RFP for parts and supplies shall be submitted on a percentage above vendor cost. Evidence of said costs shall be submitted with invoice, for each repair or service call. Proof of costs shall be printed, properly identified and dated as to issuance and effectiveness.

3.39. GROUP V: IRRIGATION MAINTENANCE SERVICES:

The successful proposer shall inspect and ensure that all irrigation systems are in proper working order and timers are properly set on a monthly basis.

It shall be the Contractor’s responsibility to perform an initial site inspection to document the conditions of each site in preparation of the proposal

Inspections and Repair - The entire system shall be turned on and inspected once per month. Any malfunction or need for replacements or repair, for any cause, shall be immediately reported to the

City and repaired by the Contractor as part of this contract. If the malfunction or leak cannot be repaired immediately, the affected zone shall be shut down and repaired the next day. The City will be informed when repairs will take more than one day. All replacement materials shall be equal to or better than those that were originally installed as determined by the City. The Contractor will immediately respond to the site and remedy any complaints of leaks or malfunctioning of the irrigation system. Said response will be provided 24 hours per day 7 days per week. It will be the responsibility of the contractor to do a wet check of their maintenance sites to maintain the existing irrigation in working order. If the Contractor reports significant damage to existing equipment, additional services may be requested for repair.

The inspections shall cover but not be limited to: Checking for leaks, dry spots, broken pipes, correct spray patterns, head clogging and retracting, and prevention of over spray onto paved areas.

The Contractor shall at all times comply with all water use restrictions imposed by any government agency with jurisdiction in the matter.

The successful Proposer shall be required to repair and/or maintain existing irrigation systems and must have a qualified irrigation technician on staff. Please submit pricing (based on monthly services) for system maintenance and repair.

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HOURLY RATE: This section pertains to irrigation repair work only and other additional work if requested by the City, only if not otherwise covered by the total costs and itemized costs which are provided.

The hourly rate quoted shall include full compensation for labor, equipment use, travel time, and any other cost to the proposer. This rate is assumed to be at straight time for all labor, except as otherwise noted.

Hourly labor rates are specified as follows:

• Hourly Labor Rate I — Hourly rate for straight time repairs, i.e., from 8:00 A.M. to 5:00

P.M., Monday through Friday (rate is to include labor and travel, parts are not included).

• Hourly Labor Rate II — Hourly rate for overtime repairs, i.e., before 8:00 A.M. or after

5:00 P.M., or on weekends or holidays, (rate to include labor and travel, parts not included).

MATERIALS — PERCENTAGE ABOVE VENDOR COST: Bids for parts and supplies shall be submitted on a percentage above vendor cost. Evidence of said costs shall be submitted with invoice, for each repair or service call. Proof of costs shall be printed, properly identified and dated as to issuance and effectiveness.

3.40. GROUP VI: DAILY PORTER SERVICES

A daily porter for a groundskeeper is responsible for maintaining the cleanliness and upkeep of

City's main corridors for Group II locations.

Services include but not limited to:

• Litter, debris, branches and fallen palm fronds removal from rights-of-way.

4. MINIMUM QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

4.1. MINIMUM QUALIFICATIONS AND EXPERIENCE REQUIREMENTS:

This RFP shall be awarded only to a responsive and responsible proposer, qualified to provide the work specified. The proposer should submit the following information with their proposal response package to be considered responsive in order for the City to fully evaluate the firm’s qualifications.

Failure to fully submit the requested information may result in the proposal response being considered non-responsive.

A. Contractor must be a responsible firm that has been in continuous existence and has provided continuous services for the relevant requirements contained herein for at least five (5) years. Less than the minimum required experience will eliminate that proposer from further consideration in the competitive process.

B. Contractor shall provide an assigned Supervisor (to the City account) with a minimum of three (3) years’ experience in similar work and provide details of their qualifications. This assigned Supervisor will be responsible for overseeing all work performed.

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C. Contractor shall insure that all work is performed by fully qualified, experienced personnel, directly employed by the Contractor.

D. Contractor must possess and submit the following licenses and or certifications:

o Pest Control Operator – Lawn and Ornamental Pest Control License (in Florida) with three (3) years’ experience.

o Limited Commercial Fertilizer Applicator Certificate (Fertilizer Certification)

(LCFAC) License.

o Arborist certification, certified by the National Arborist Association, minimum three

(3) years’ experience o Commercial Herbicide and Pesticide applicators license

During this RFP process, any intentional omissions, alterations, or false representations will be grounds for rejection of any proposal.

Any person, individual, corporation, entity or affiliate who has been placed on the convicted bidder or vendor list following conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public works project, may not submit a response on a lease of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted bidder/vendor list.

4.2. ADDITIONAL QUALIFICATIONS:

The Contractor, at a minimum, is preferred, to be a member, in good standing, of one of the following organizations (related affiliations may be acceptable):

A. Florida Nurserymen & Growers Association (FNGA)

B. Florida Sod Growers Association (FSGA)

C. Tree Care Industry Association (TCIA)

D. International Society of Arboriculture (ISA)

E. Professional Lawncare Network (PLANET)

5. METHOD OF AWARD AND CONTRACT TERM

5.1. METHOD OF AWARD

Multiple Award- Proposers should not submit all-or-nothing Proposals, as each group will be tabulated on an individual basis. Proposer must bid on all items in a Group to qualify for award of

RFP# 202525 Page 22 that group and will be awarded on an all or nothing basis by group, except as otherwise stated.

Each Group specified on the Price Form could be awarded on an individual basis and must be capable of standing alone and not be dependent on award of other groups listed and/or the entire

Contract.

Award will be made by Group based on the evaluation criteria and who is deemed responsive, responsible and holding the necessary licenses, certifications and experience. Determination of low bid amount will be made using the total base annual bid amount by Group and additional miscellaneous contract items. The City reserves the right to award each group in this RFP individually, either to the same Vendor or to different Vendors if the City determines that it is in the best interest of the City. It is the City’s desire to award each group to a different vendor, and it is not anticipated that any one vendor will be selected to be awarded multiple groups.

The City reserves the right to award this contract to one or multiple vendors if it is deemed to be in the best interests of the City.

5.2. CONTRACT TERMS

At all times during the term of the contract, the successful Contractor shall act as an independent

Contractor and at no time shall be considered an agent or partner of the City.

A. Contract Period: This contract shall be awarded for an initial term of three (3) years subsequent to approval by the City Council. The term of this contract shall be from

October 1, 2025 through September 30, 2028. The contract may be renewed for two (2) additional one-year periods provided both the successful proposer and the City agree and all terms and conditions remain the same. Any contract or amendment resulting from this solicitation shall be subject to fund availability and mutual written agreement between the

City and the successful proposer. Extension of the contract for additional thirty (30) day…