NUMBER

RFP # 26-PW-02

Ridgewood Avenue Medians

Landscape Maintenance Services

Mary Mearsheimer, Procurement Agent

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LEGAL NOTICE

Notice is hereby given that the City of Holly Hill is accepting sealed proposals from qualified firms to provide Ridgewood Avenue Medians Landscape Maintenance Services for the City of Holly Hill.

Proposals will be received until October 14, 2026, at 2:00 p.m. at:

City of Holly Hill City Clerk’s Office 1065 Ridgewood Avenue Holly Hill, Florida 32117

RFP #26-PW-02

“RIDGEWOOD AVENUE MEDIANS LANDSCAPE MAINTENANCE SERVICES”

Services to be provided shall include, but are not limited to, landscape maintenance of the medians along Ridgewood Avenue from Mason Street to Calle Grande Street, including all lawn areas, shrubs, groundcover, and related landscaped areas. The Contractor shall provide all labor, supervision, equipment, tools, and other resources necessary to perform the required services, including mowing, edging, trimming, pruning, weed control, pest control, irrigation inspection and maintenance, fertilization, mulching, tree trimming, and debris cleanup, as further described in the Scope of Work.

A non-mandatory pre-bid conference will be held on September 23, 2026, at 2:00 p.m. in the Commission Chamber, located at City Hall, 1065 Ridgewood Avenue, Holly Hill, Florida 32117.

Questions regarding this RFP must be submitted in writing to Mary Mearsheimer @mmearsheimer@hollyhillfl.org no later than October 5, 2026, at 5:00 p.m. Questions shall be submitted to the City in accordance with the instructions contained in this RFP. Responses to questions and any addenda issued by the City will be posted through VendorLink. Only written responses and addenda issued by the City shall be considered official.

Proposers must submit two (2) total copies of the Proposal: one (1) original and one (1) electronic copy in PDF format on a USB flash drive. Proposals must be delivered to the City Clerk’s Office in a sealed envelope or package plainly marked on the outside:

RFP #26-PW-02

RIDGEWOOD AVENUE MEDIANS LANDSCAPE MAINTENANCE SERVICES

PROPOSAL ENCLOSED

Proposals received after the stated deadline may not be considered.

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TABLE OF CONTENTS

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PROPOSAL DECLARATION, AUTHORIZATION

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CONTRACTUAL SERVICES AGREEMENT 33-36

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1) INTRODUCTION / OVERVIEW

A) Purpose / Objective The City of Holly Hill (“City”) has issued this Request for Proposal (“RFP”) for the purpose of obtaining proposals from qualified and properly licensed firms to provide Ridgewood Avenue Medians Landscape Maintenance Services in accordance with all specifications, requirements, terms, conditions, and attachments contained in this RFP.

The successful proposer shall meet or exceed all requirements, terms, conditions, and specifications established by the City and shall hereinafter be referred to as the “Contractor.”

The term of the Agreement shall be for a period of three (3) years, commencing January 1, 2027, and ending December 31, 2029. The City Manager may, at his/her sole discretion, renew the Agreement for up to two (2) additional one-year periods on the same terms and conditions, subject to satisfactory performance by the Contractor and compliance with the terms and conditions of the Contract.

The Contract shall become effective upon approval by the City Commission, execution by all required parties. Landscape maintenance services shall commence on January 1, 2027.

All prices quoted shall remain firm for the initial three (3) year term of the Agreement. No price increases, fuel surcharges, service fees, or other additional charges shall be permitted during the initial term except for additional services specifically authorized by the City in accordance with the Contract.

For any approved renewal period, pricing may be adjusted annually by an amount not to exceed the percentage change in the Consumer Price Index for All Urban Consumers (CPI-U), South Region, All Items, as published by the U.S. Bureau of Labor Statistics. The Contractor shall submit any requested price adjustment in writing no later than April 15 preceding the City fiscal year in which the adjustment is requested.

An award, if made, will be made to the responsive and responsible proposer whose proposal is determined to be most advantageous to the City, based solely upon the evaluation criteria and factors established in this RFP.

B) Background

The City of Holly Hill is a municipality located in Volusia County, Florida.The City is seeking a qualified landscape maintenance contractor to provide ongoing maintenance services for the landscaped medians located along Ridgewood Avenue from Mason Street to Calle Grande Street. The required services and performance standards are described in detail in the Scope of Work contained in this RFP.

C) Inquiries All questions or requests for clarification regarding this RFP shall be submitted in writing to:mmearsheimer@hollyhillfl.org or through VendorLink.

Questions must be received no later than October 5, 2026, at 5:00 p.m.

Responses to questions, clarifications, revisions, and any addenda issued by the City will be posted through VendorLink. Only written responses and addenda formally issued by the City shall be considered official and binding.

Proposers are responsible for monitoring VendorLink for any addenda, notices, clarifications, or other information issued regarding this solicitation.

D) Method of Source Selection Proposals will be reviewed to determine whether each submission is responsive to the requirements of this RFP. The City reserves the right to reject any proposal determined to be non-responsive.

Responsive proposals will be evaluated and scored by an Evaluation Committee in accordance with the evaluation criteria established in this RFP. The Evaluation Committee will make a recommendation to the City. The final award, if any, shall be made by the City Commission.

The City may request clarification of information contained in a proposal as necessary to complete the evaluation. Failure to provide required information or respond to a request for clarification may result in a proposal being deemed non-responsive or may adversely affect its evaluation.7

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E) Pre-Bid Conference A non-mandatory pre-bid conference will be held on September 23, 2026, at 2:00 p.m. in the Commission Chamber, City Hall, 1065 Ridgewood Avenue, Holly Hill, Florida 32117.

Attendance is not required; however, proposers are encouraged to attend in order to become familiar with the project requirements and existing site conditions.

F) Projected Timetable: The anticipated schedule for this solicitation is provided below. The City reserves the right to revise the schedule as necessary during the RFP process.

2) GENERAL DESCRIPTION OF SPECIFICATIONS / SCOPE OF WORK

The City of Holly Hill is seeking proposals from qualified contractors to maintain the landscaped medians along Ridgewood Avenue from Mason Street to Calle Grande Street, including all lawn areas, shrubs, trees, groundcover, planting beds, irrigation components, and related landscaped areas.

The Contractor shall provide all labor, supervision, equipment, tools, materials, transportation, and other resources necessary to perform the work described in this RFP. Unless otherwise specifically stated, all costs associated with the required services shall be included in the Contract price.

SUPERVISION

The Contractor shall designate a supervisor or foreman with full authority to act on behalf of the Contractor, oversee all work performed under this Contract, and be available to the City upon request.

FERTILIZATION – PAY ITEM 099

The Contractor shall apply granular fertilizer to turf, shrubs, and trees twice annually, generally during February–March and August–September.

Fertilization shall be performed in a manner that promotes healthy and vigorous turf, trees, shrubs, and other plant material, enhances the overall appearance of the landscaped areas, and supports resistance to disease and drought conditions. All fertilizer, labor, equipment, application costs, and related expenses shall be included in the Contract price.

MULCHING – PAY ITEM 100

Mulch shall be maintained in all planting beds throughout the year. Existing mulch shall be turned or refreshed on a regular basis as necessary to maintain a neat and well-maintained appearance.

New mulch shall be installed once annually, generally during February–March.

All mulch, labor, equipment, installation, and related costs shall be included in the Contract price.

MOWING – PAY ITEM 101

Grass areas shall be mowed on a weekly basis during the growing season, May 15 through October 15.

During the off-season, October 16 through May 14, mowing shall be performed approximately every ten (10) days to two (2) weeks, as dictated by weather and turf growth conditions.

Turf clippings may remain on the turf to return nutrients to the soil; however, no visible accumulations of clippings shall remain after mowing is completed. Bagging of turf clippings is not required unless necessary to achieve a clean and acceptable finished appearance.

Mowing height shall be maintained at no less than 2½ inches and no more than 3½ inches.

Event Date

Issue RFP Notice September 9, 2026

Non-Mandatory Pre-Proposal Conference September 23, 2026 – 2:00 p.m.

Last Date for Receipt of Written Questions October 5, 2026 – 5:00 p.m.

Proposal Opening Date October 14, 2026 – 2:00 p.m.

Evaluation Committee Meeting October 21, 2026 – 2:00 p.m.

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All labor, equipment, and related costs associated with mowing shall be included in the Contract price.

EDGING AND TRIMMING – PAY ITEM 102

All planting beds, annual beds, sidewalk crossings, curbs, and other landscaped edges shall be edged or trimmed each time the grass is mowed.

All labor, equipment, and related costs associated with edging and trimming shall be included in the Contract price.

HEDGING AND PRUNING – PAY ITEM 103

All shrubbery shall be pruned or hedged as necessary throughout the year to maintain a healthy, neat, and attractive appearance.

Major pruning or thinning shall generally be performed in the spring in preparation for the growing season. Light pruning or hedging shall be performed throughout the growing season as necessary to maintain the desired shape and appearance of shrubbery.

All labor, equipment, and related costs associated with hedging and pruning shall be included in the Contract price.

TREE TRIMMING – PAY ITEM 104

Trimming of the 115 Date Palms once annually in late summer after seeding and remove all "hangers" throughout the year and booting every 2 years. These operations will be done at night with proper lane closures in December/January each year to properly prune the 86 Crape Myrtle Standards with a lift as required. These costs are to be included in the contract price. All labor, equipment, lifts, traffic control, cleanup, and related costs associated with tree trimming shall be included in the Contract price.

PEST CONTROL – PAY ITEM 105

The Contractor shall provide lawn treatment of the medians every other month using insecticide, herbicide, and fungicide, as needed, to maintain healthy St. Augustine grass.

All labor, materials, chemicals, equipment, application, and related costs associated with pest control shall be included in the Contract price.

IRRIGATION – PAY ITEM 106

The irrigation components covered under this Contract include:

• Pay Item 106A: Hunter Spray Nozzle

• Pay Item 106B: Hunter 6-inch Pop-Up PRS 30 Spray Head

• Pay Item 106C: Hunter ICV 1.5-inch Filter Electric Solenoid Valve

• Pay Item 106D: Rain Bird TBOS Controller with Latching Solenoid

The Contractor shall perform an irrigation inspection every two (2) months, for a total of six (6) inspections per year.

The Contractor shall repair, at no additional cost to the City, any damage to the irrigation system caused by the Contractor or resulting from the Contractor’s work.

Service calls and repairs required for irrigation system damage or deficiencies not caused by the Contractor shall be invoiced in accordance with the applicable unit prices established in the Proposal Pricing Form. Any irrigation repair for which the Contractor intends to charge the City must receive prior authorization from the City before the repair is performed.

CLEAN UP – PAY ITEM 107

The Contractor shall perform all necessary cleanup after each service visit. No debris resulting from mowing, trimming, pruning, edging, or other landscape maintenance operations shall remain upon completion of the work.

Mulch plates shall be used on all mowers to help contain grass clippings within the medians and minimize the discharge of clippings onto adjacent roadways and other areas.

All labor, equipment, and related cleanup costs shall be included in the Contract price.

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CONTRACTOR RECORDS

The Contractor shall maintain accurate records of all work performed and materials used under the Contract.

Records shall include, at a minimum, the amounts and types of fertilizers applied, dates of fertilizer applications, mulching dates, and dates of maintenance visits. Such records shall be provided to the City upon request.

All costs associated with maintaining and providing required records shall be included in the Contract price.

CONTRACTOR OBLIGATIONS

The Contractor shall perform all work in a good and workmanlike manner and shall furnish all labor, supervision, vehicles, equipment, tools, and other resources necessary to fulfill the obligations of this Contract.

1) Drug-Free Workplace In accordance with Section 287.087, Florida Statutes, preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals are equal with respect to price, quality, and service, a proposal received from a business that submits the required certification demonstrating that it has implemented a drug-free workplace program shall be given preference in the award process.

2) General Safety Requirements The Contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) requirements and all other applicable federal, state, and local safety requirements while performing work under this Contract.

In addition, the following requirements shall apply:

a. Environmental and Maintenance of Traffic Requirements The Contractor shall comply with all applicable federal, state, and local environmental regulations to minimize the potential for air, water, or soil contamination and other adverse environmental impacts.

All work performed within public rights-of-way shall be conducted in accordance with an applicable Florida Department of Transportation (FDOT) or City-approved Maintenance of Traffic (MOT) plan. All costs associated with MOT, traffic-control devices, signage, and related materials necessary to perform the work shall be included in the Contract price.

Access and passage for vehicular and pedestrian traffic shall be maintained while work is being performed. No blockage shall be permitted for more than thirty (30) minutes without prior written approval from the City of Holly Hill Public Works Department.

b. High-Visibility Safety Apparel All workers performing maintenance operations within public rights-of-way and medians shall wear appropriate ANSI-approved high-visibility safety apparel suitable for the work being performed and the applicable roadway conditions.

c. Hard Hats All workers performing overhead maintenance operations shall wear hard hats conforming to applicable ANSI Z89.1 standards. Hard hats shall be mandatory during tree-pruning operations and other work involving overhead hazards.

d. Temporary Traffic Control All temporary traffic-control devices and signage shall be installed and maintained in accordance with the approved MOT plan and applicable requirements of the Manual on Uniform Traffic Control Devices

(MUTCD).

e. Maintenance Vehicles All maintenance vehicles operating within the roadway right-of-way shall be appropriately and visibly marked with the Contractor’s company name and telephone number.

Vehicles used during maintenance operations within the roadway right-of-way shall be equipped with fully functioning and visible rotating or strobe warning lights, as appropriate for the work being performed, and such warning lights shall be used during maintenance operations.

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f. Stationary Vehicle & Equipment All vehicles and equipment remaining stationary within fifteen feet (15') of the roadway edge for two

(2) minutes or longer shall be protected by no fewer than two (2) traffic cones, with one positioned on the approaching-traffic side of the vehicle or equipment and one positioned on the opposite end.

The number, type, and placement of traffic-control devices shall be sufficient for the roadway classification, posted speed, number of travel lanes, site conditions, approved MOT plan, and applicable traffic-control requirements.

g. Correction of Deficient Work If the City determines that any required service has not been performed or has been performed in an unsatisfactory manner, the Contractor shall correct the deficiency within the time specified by the City. If the Contractor fails to timely correct the deficiency, the City may withhold or deduct payment for the deficient or unperformed services.

3) DAMAGE TO PUBLIC AND/OR PRIVATE PROPERTY

The Contractor shall exercise all necessary precautions to protect existing public and private property, facilities, utilities, irrigation systems, landscaping, vehicles, structures, and other improvements located within or adjacent to the work area.

Any damage caused by the Contractor, its employees, subcontractors, equipment, or operations shall be promptly reported and repaired, replaced, or otherwise restored to the satisfaction of the City at no additional cost to the City.

4) VEHICLES AND EQUIPMENT

The Contractor, at its sole cost and expense, shall furnish and maintain all vehicles, machinery, tools, and equipment reasonably necessary to perform the work in an acceptable manner and at a satisfactory rate of progress.

All vehicles and equipment shall be maintained in a safe, efficient, and properly functioning condition throughout the term of the Contract and any renewal periods.

The Contractor shall establish and maintain a regular preventive maintenance program for its equipment and shall maintain records of preventive maintenance and repairs.

The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs associated with the work and services performed under this Contract. The Contractor shall establish and maintain reasonable procedures to prevent property loss or damage and personal injury to its employees and all other persons who may be affected by the work.

Trucks and trailers shall not be parked on swale areas at any time. Trucks and trailers shall remain on the roadway with the required Maintenance of Traffic (MOT) controls in place or shall be parked within an appropriate City-approved parking area.

5) HOURS OF OPERATION

All work under this Contract shall be performed between the hours of 7:00 a.m. and 5:00 p.m., Monday through Friday, unless otherwise specifically required by the Scope of Work or approved in writing by the City.

The Contractor shall perform all routine landscape maintenance in accordance with a City-approved service schedule, which shall be submitted by the Contractor following the Notice of Award.

Work specifically required by this RFP to be performed outside normal operating hours, including nighttime tree-trimming operations requiring lane closures, shall be coordinated with and approved by the City.

B) CITY’S RESPONSIBILITIES

The City’s responsibilities under this Contract shall include the following:

1) Coordination and Access The City will coordinate with the Contractor to develop an appropriate service schedule and will provide or facilitate access to locations necessary for performance of the work.

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2) City Representative The City designates the Facilities Supervisor as its representative for matters relating to landscape maintenance performed under this Contract.

3) City’s Right to Inspect The City or its authorized representative shall have the right to inspect the Contractor’s records and files related to work performed under this Contract for the purpose of determining the status of the work and verifying compliance with Contract requirements.

4) Terms and Conditions of Contract The Contractor shall execute the City’s standard Contractual Services Agreement included in this RFP and submit the signed Agreement as part of its Proposal.

Any agreement resulting from this RFP shall be subject to the terms and conditions contained in the City’s standard agreement and all applicable requirements contained in this RFP.

5) GENERAL TERMS AND CONDITIONS

A) Licenses The Contractor shall possess and maintain all occupational licenses, professional licenses, certifications, permits, and other authorizations required to perform the work specified in this RFP in accordance with all applicable federal, state, and local laws, statutes, ordinances, rules, and regulations.

Upon request by the City, the Contractor shall provide copies of all required licenses and certifications demonstrating that the proposing firm and personnel assigned to perform the work are properly licensed or certified for the services they will perform.

B) Principals / Collusion By submitting a Proposal, the Proposer certifies that the persons or entities identified in the Proposal are the only persons or entities having an interest in the Proposal or resulting Contract.

The Proposer further certifies that its Proposal has been prepared independently and without connection, collusion, fraud, or improper agreement with any other person, company, firm, or proposer submitting a Proposal for this solicitation.

C) Taxes The City of Holly Hill is exempt from Federal Excise Tax and State of Florida Sales Tax.

D) Relationship of the Parties The Contractor shall at all times be considered an independent contractor. Neither the Contractor nor its employees, agents, representatives, or subcontractors shall be considered employees or agents of the City.

The City shall not be responsible for negligence or wrongful acts or omissions of the Contractor, its employees, agents, representatives, or subcontractors that result in bodily injury, personal injury, or property damage.

E) Availability of Funds / Non-Appropriation The City’s obligations under any multi-year or term Contract are subject to the annual appropriation and availability of funds.

If sufficient funds are not appropriated or otherwise made available for continuation of the Contract, the City may terminate the Contract upon thirty (30) days’ written notice to the Contractor.

F) Termination The City may terminate the Contract without cause or for convenience upon thirty (30) days’ written notice to the Contractor. The City may also take appropriate action when the Contractor fails to perform the required services in a manner satisfactory to the City or otherwise fails to comply with the requirements of the Contract.

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G) Assignment The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of the Contract, or any rights, interests, or obligations under the Contract, without the prior written consent of the City.

H) Lobbying From the date of issuance of this RFP through final award by the City Commission, Proposers and their representatives shall not contact City Commissioners, Evaluation Committee members, or other City employees regarding this solicitation, except through the designated City contact identified in this RFP.

I) Protest Procedures

Any protest or appeal relating to this solicitation or an award made pursuant to this solicitation shall be governed by the City of Holly Hill’s Purchasing Policies and Procedures, as may be amended from time to time.

J) Prohibition of Gifts

Proposers, Contractors, and their representatives shall not offer or provide, directly or indirectly, any gift, gratuity, favor, entertainment, or other item of value to any City official or employee in connection with this solicitation or resulting Contract. Violation of this provision may result in disqualification, termination of the Contract, or other action available to the City.

K) Public Records / Florida Sunshine Law The Contractor shall comply with all applicable requirements of Chapter 119, Florida Statutes, relating to public records associated with this Contract. The Contractor’s obligations under this provision shall survive termination or expiration of the Contract.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC

RECORDS RELATING TO THIS CONTRACT, THE CONTRACTOR SHALL CONTACT THE

CUSTODIAN OF PUBLIC RECORDS:

City Clerk: Johnathan Jacob City of Holly Hill 1065 Ridgewood Avenue Holly Hill, Florida 32117 Phone: (386) 248-9441 Email: jjacob@hollyhillfl.org

6) INSTRUCTIONS FOR PROPOSAL

A) Compliance with the RFP Proposals must comply with all requirements, specifications, terms, conditions, and instructions contained in this RFP. Failure to comply with the requirements of this RFP may result in the Proposal being deemed non-responsive or disqualified from consideration.

Proposers shall be authorized to do business in the State of Florida. Submit a current Sunbiz report showing the company is active and in good standing with the Florida Department of State.

Any exceptions to the requirements of this RFP must be clearly identified in the Proposal. Failure to identify an exception shall constitute acceptance of the RFP requirements.

B) Insurance Requirements By submitting a Proposal, the Proposer acknowledges that it has reviewed, understands, and agrees to comply with the insurance requirements of this RFP.

The selected Proposer shall maintain, at its own expense, the following insurance coverage throughout the term of the Contract:

• Commercial General Liability: $1,000,000 per occurrence and $2,000,000 general aggregate.

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• Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles used in connection with the performance of the Contract.

• Workers' Compensation: Workers' Compensation at statutory limits as required by Florida law.

The City of Holly Hill shall be named as an Additional Insured on the Commercial General Liability policy and as the Certificate Holder on the Certificate of Insurance.

The Contractor shall require all subcontractors performing services under this Contract to maintain the same insurance coverage and limits required of the Contractor under this RFP. The Contractor shall be responsible for ensuring compliance with these requirements and shall provide evidence of subcontractor insurance to the City upon request.

The selected Proposer shall provide a Certificate of Insurance (COI) evidencing the required coverage within five (5) business days following notification of selection for award. Failure to provide acceptable evidence of insurance within the required time may result in the CITY rescinding its selection and proceeding with another Proposer.

C) Evaluation of Proposals (Procedure) All responsive and responsible Proposals will be reviewed and evaluated in accordance with the criteria established in this RFP.

Proposals will be evaluated on a total score of one hundred (100) points. The Evaluation Committee shall evaluate and score the non-price criteria. Price shall be scored separately based on the pricing submitted on the Proposal Pricing Form.

The City may request clarification of information contained in a Proposal when necessary to complete the evaluation. Clarification shall not permit a Proposer to materially alter its Proposal after the submission deadline.

Evaluation Criteria Proposals shall be evaluated using the following criteria for a maximum total score of one hundred (100) points:

Evaluation Criteria Maximum Points

Proposed Price Per Month 45 Points- What will it cost the City? 45

Staffing, Equipment and Ability to Perform –35 Points – Do they have the people and equipment to do the work?

Evaluation of the Proposer’s staffing, supervision, equipment, vehicles, scheduling, and other resources available to successfully perform the required services and meet the requirements of the Scope of Work.

Relevant Experience / Past Performance 20 Points – Have they successfully performed this type of work before?

Evaluation of the Proposer’s experience performing landscape maintenance services similar in size and scope to the services required by this RFP, including roadway medians, irrigation systems, and tree maintenance.

TOTAL 100

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Evaluation Rating Scale For the Staffing, Equipment and Ability to Perform and Relevant Experience / Past Performance criteria, each Evaluation Committee member shall assign a rating from 0 to 5 using the following scale:

Rating-to-Point Conversion

Price – 45 Points Price shall not use the 0–5 rating scale. The lowest responsive proposed monthly price shall receive the maximum 45 points. Higher-priced proposals shall receive proportionately fewer points using:

Price Score = (Lowest Responsive Monthly Price ÷ Proposer's Monthly Price) × 45 Responsive Proposals will be evaluated by an Evaluation Committee based on the evaluation criteria and point values established in this RFP.

Each Evaluation Committee member shall independently review and score the Proposals. The individual scores and rankings will be compiled to determine the Committee’s recommendation.

The Evaluation Committee’s recommendation will be forwarded to the City Commission for consideration and final award.

D) Acceptance or Rejection of Proposals The City reserves the right to reject any or all Proposals, waive minor irregularities, cancel or reissue the solicitation, or accept the Proposal determined to be most advantageous to the City.

E) Validity of Proposals Proposals may be withdrawn only before the submission deadline and shall remain valid for one hundred eighty (180) days following the Proposal due date.

Rating Evaluation Standard

5 – Excellent Clearly exceeds the requirements of the criterion and demonstrates exceptional capability.

4 – A b o v e Satisfactory

Fully meets the requirements of the criterion and demonstrates strong capability.

3-Satisfactory Meets the requirements of the criterion and demonstrates adequate capability.

2 – Fair Partially meets the requirements of the criterion or demonstrates notable weaknesses.

1 – Poor Does not adequately meet the requirements of the criterion or demonstrates significant weaknesses.

0- No Response No information was provided to evaluate the criterion.

Ratin g

Staffing, Equipment & Ability to Perform (35 Points)

Relevant Experience / Past Performance (20 Points)

5 35 20

4 28 16

3 21 12

2 14 8

1 7 4

0 0 0

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F) Proposal Organization and Required Content Proposals shall be organized in the order shown below. Each section should be clearly labeled to facilitate review and evaluation by the City.

The Proposal shall not exceed fifteen (15) pages and shall address only the information requested in this RFP. Required City forms, licenses, certifications, and other required attachments shall not be included in the page count. Brochures, marketing materials, promotional materials, and other information not specifically requested by the City shall not be submitted.

Tab I – Proposer Information

RFP Number: 26-PW-02 RFP Title: Ridgewood Avenue Medians Landscape Maintenance Services Provide the following information:

• Legal Business Name

• Business Address

• Authorized Representative Name and Title

• Telephone Number

• Email Address

Tab II – Corporate Experience and Capacity Provide information demonstrating the firm’s experience, staffing, equipment, and capacity to perform the required services, including:

• Number of years in business;

• Location of the office that will serve the City;

• Number and type of employees expected to perform the work;

• List of major equipment owned or available for use on the Contract;

• List of vehicles used to support the work; and

• Business structure, including whether the firm is a sole proprietorship, partnership, corporation, LLC, or joint venture.

Current Workload and Capacity

• Provide a list of major contracts or projects currently being performed by the firm. For each, identify the project name, client, contract amount, and approximate percentage completed.

• Also identify any significant projects for which the firm has been selected for award but work has not yet begun.

Project Completion History

State whether the firm has ever failed to complete a project. If yes, provide the project name, client, and a brief explanation.

Litigation History

• Identify any judgments, claims, or lawsuits currently pending or outstanding by or against the firm.

• Identify any lawsuits filed by or against the firm during the past five (5) years. If none, state “None.”

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Tab III – Relevant Experience and References Complete the References Form included in this RFP identifying five (5) contracts or projects of similar size and scope performed within the past three (3) years. Place the completed References Form behind Tab III in the Proposal. The City may contact the references provided to verify the Proposer's experience and past performance.

Tab IV – Licenses and Certifications Provide copies of any licenses or certifications required by applicable law for the services to be performed under this Contract.

If the Proposer intends to use subcontractors to perform any portion of the services, identify each subcontractor and the services the subcontractor will perform. Provide any applicable licenses or certifications required for those services.

The Contractor shall remain fully responsible for all services performed by its subcontractors and for compliance with the requirements of this RFP.

Tab V – Proposal Pricing Form

The Proposal Pricing Form included in this RFP must be used and submitted with the Proposal.

The proposed price shall include all labor, supervision, equipment, vehicles, tools, materials, supplies, transportation, overhead, profit, insurance, Maintenance of Traffic (MOT), and all other direct and indirect costs necessary to perform the services required by this RFP.

The Proposer shall provide its total annual price and monthly price for the required landscape maintenance services, together with all applicable unit prices requested on the Proposal Pricing Form.

Tab VI - Required Forms The following completed forms shall be submitted with the Proposal:

REQUIRED FORMS for Tab VI

• Proposal Declaration, Authorization & Addenda Acknowledgement

• Conflict of Interest Disclosure

• Drug-Free Workplace Certification

• Non-Collusion

• Compliance with Public Records Law

• Public Entity Crimes Statement

• E-Verify Affidavit

• Scrutinized Companies Certification

Tab VII – Contractual Service Agreement

• The Contractual Services Agreement included in this RFP shall be completed, signed, and submitted with the Proposal.

Failure to submit required forms or information may result in the Proposal being deemed non-responsive.

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CITY OF HOLLY HILL

RFP #26-PW-02

RIDGEWOOD AVENUE MEDIANS LANDSCAPE MAINTENANCE SERVICES

PROPOSAL PRICING FORM

All prices shall include all labor, supervision, equipment, tools, materials, transportation, insurance, overhead, profit, MOT, cleanup, and all other costs necessary to perform the Scope of Work unless specifically identified as a unit-priced item. All unit prices must be completed. Incomplete unit pricing may negatively affect the evaluation of the Proposal.

Legal Business Name: ____________________________________________________

BASE LANDSCAPE MAINTENANCE SERVICES

IRRIGATION REPAIR UNIT PRICES

These unit prices apply only to City-authorized irrigation repairs not caused by the Contractor. Damage caused by the Contractor shall be repaired at no additional cost to the City. Unit prices shall include all labor, materials, equipment, and other costs necessary to complete the authorized repair.

CERTIFICATION OF PRICE

The undersigned certifies that the prices offered are complete and include all costs necessary to perform the services in accordance with RFP #26-PW-02.

Scope of Work Item Service

099 Fertilization

100 Mulching

101 Mowing

102 Edging and Trimming

103 Hedging and Pruning

104 Tree Trimming

105 Pest Control

106 Irrigation Inspections / Routine Maintenance

107 Cleanup

TOTAL ANNUAL COST

MONTHLY COST (Total Annual Cost ÷ 12)

Pay Item Description Unit Unit Price

106A Hunter Spray Nozzle Each $

106B Hunter 6-inch Pop-Up PRS 30 Spray Head Each $

106C Hunter ICV 1.5-inch Filter Electric Solenoid Valve Each $

106D Rain Bird TBOS Controller with Latching Solenoid Each $

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Authorized Signature Printed Name

Date Title

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RIDGEWOOD AVENUE MEDIANS LANDSCAPE MAINTENANCE SERVICES

REFERENCES FORM

Provide five (5) references for similar landscape maintenance work. The City may contact any reference provided.

Proposer / Company Name: ______________________________________________ Primary Contact: ___________________________________________________________ Telephone: ________________________________________________________________ Email: ____________________________________________________________________ Provide complete and current information for five (5) contracts or projects of similar size and scope. Municipal or other public-sector roadway median landscape maintenance experience should be identified when applicable.

REFERENCE 1

Client / Agency

Contact Person

Phone / Email

Dates of Service

Services Provided

REFERENCE 2

Client / Agency

Contact Person

Phone / Email

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RIDGEWOOD AVENUE MEDIANS LANDSCAPE MAINTENANCE SERVICES

REFERENCES FORM – CONTINUED

Proposer / Company Name: _______________________________________________________

REFERENCE 3

Client / Agency

Contact Person

Phone / Email

REFERENCE 4

Contact Person

Phone / Email

REFERENCE 5

Contact Person

Phone / Email

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RFP: 26-PW-02

Proposal Declaration, Authorization & Addenda Acknowledgement

The undersigned, as Proposer, declares and certifies that:

1. The only persons interested in this proposal as principals are those named herein; no other persons have any interest in this proposal.

2. The proposal is submitted in good faith, without collusion, fraud, or misrepresentation.

3. All information contained in the Proposal, including pricing, qualifications, and references, is complete and accurate.

4. The proposer agrees to all terms, conditions, and requirements of this RFP.

5. The Proposer acknowledges receipt of the following addenda and has incorporated their contents into this proposal.

Addendum No. ______ Dated: __________

Addendum No. ______ Dated: __________

Addendum No. ______ Dated: __________

Addendum No. ______ Dated: __________

6. This proposal is valid for 180 days from the submission date.

7. The undersigned is authorized to submit this proposal on behalf of the Proposer and certifies that the statements made herein are true and correct.

Authorized Representative: _______________________________

Title/Position: ___________________________________________

Signature: ______________________________________________

Date: __________________________________________________

Email: ________________________________________________

CONFLICT OF INTEREST DISCLOSURE

Solicitation Number: 26-PW-02 Project Name Ridgewood Avenue Medians Landscape Maintenance Services Vendor/Contractor Name: ________________________________________

DISCLOSURE STATEMENT

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The undersigned, as an authorized representative of the vendor/contractor identified above, hereby certifies and discloses the following:

1. The vendor has no known financial, familial, or organizational conflicts of interest that would impair its ability to perform the contract in an impartial and objective manner.

2. The vendor certifies that no employee, officer, or principal of the vendor has a financial interest, ownership interest, or other interest in the awarding agency or in any competing vendor that could influence the procurement process.

3. The vendor certifies that no member of its organization has a close personal relationship (including family or household relationships) with any employee, officer, or official involved in the procurement, evaluation, or award of this contract.

4. The vendor agrees to immediately disclose any actual or potential conflict of interest that arises during the term…