Seasonal_Landscaping.pdf

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Town of Berlin

SEASONAL LANDSCAPING

2026-15

RELEASE DATE: November 20, 2025

DEADLINE FOR QUESTIONS: December 12, 2025

RESPONSE DEADLINE: December 19, 2025, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-15

Title: Seasonal Landscaping

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Pricing Table

8. Evaluation Criteria

9. Proposal Submission

Attachments:

A - Monthy Report mowing report 2025

Notice to Proposers

The Town of Berlin (hereinafter “Town””), is seeking proposals for Seasonal Law Cutting from expert, qualified, and independent firms. This is a 3 years contract, renewable thereafter, with an anticipated start date of Early 2026.

The Town of Berlin is accepting electronic submissions. Proposers shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.*

The Town will not accept submissions by e-mail or fax. The Town will reject proposals received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Town’s judgment, will be in the Town’s best interest

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Introduction

1. Intent

The Town of Berlin is soliciting proposals from qualified, responsible firms with significant relevant experience to assist the town with Seasonal Law Cutting. The town expects to select and contract with one firm to provide

Seasonal Law Cuttingservices. This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the Town and the successful proposer. Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. The town may choose not to select any firm. The town is an equal opportunity employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Town to enter into agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town. The Vendor will be expected to maintain expert knowledge of these services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Background

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an operating budget of approximately $102 Million.

3. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

4. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The successful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Town.

• Provide the highest quality customer service to the Town, not limited to, but particularly in the areas of reliability and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this RFP.

5. Agreement Period

The Town anticipates entering into a NO VALUE with the selected Consultant commencing on or about NO

VALUE.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

6. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

7. Right to Amend or Terminate the RFP or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Amendment, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Key Dates

Release Project Date: November 20, 2025

Pre-Proposal Meeting (Non-Mandatory): December 10, 2025, 10:30am

15 Town Farm Lane Berlin CT

Question Submission Deadline: December 12, 2025, 1:00pm

Proposal Submission Deadline: December 19, 2025, 10:00am

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Philosophy Statement and Business Focus. A statement of the proposer’s philosophy and approach in undertaking the services of the nature outlined in the RFP, as well as a description of its primary business focus.

B. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

C. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Provide a general representation of the key factors and other important considerations that you feel separates your institution/firm from others in providing the requested services.

o Detail description of your firm’s technical resources and experience in providing the desired scope of services to similarly sized entities.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Statement of Qualifications and Work Plan

A. Qualifications. For each item listed in Qualifications, please describe your firm’s qualifications, experience and capabilities as they pertain to each of the areas of qualifications listed, as well as those of the personnel to be assigned to this project.

B. Work Plan. For each item listed in Scope of Services, please describe the approach that would be generally followed in undertaking these tasks.

C. Services Expected of the Town. Identify the nature and scope of the services that would be generally required of the Town in undertaking these projects.

4. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

5. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposals.

6. Cost Proposal. Proposers should utilize the electronic Pricing Table.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 10:00 am, Friday, December 19, 2025. The Town will not accept submissions by e-mail or fax. The

Town will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Proposers are prohibited from contacting any other Town employee, officer or official concerning this

RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Proposals

All proposals submitted become the Town’s property and will not be returned to proposers.

6. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Presumption of Proposer's Full Knowledge

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

8. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

9. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Town will accept the proposal that, all things considered, the Town determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

Insurance Requirements & Indemnification

1. Insurance Requirements

Based upon the outcome of this process, the final chosen consultant shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with activities of the consultant and any agents, representatives, subcontractors or employees. Insurance companies must be licensed by the State of Connecticut or otherwise acceptable to The Town.

The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the consultant. Full disclosure of any nonstandard exclusion is required for all required coverage.

It is further agreed that the Consultant shall provide The Town with a thirty (30) day notice of cancellation, in advance of the retroactive date, and/or non-renewal.

A. LIABILITY INSURANCE

Contractor shall, at its own cost and expense, procure and maintain Comprehensive General Liability Insurance, Auto Liability

Insurance, and Excess Liability Insurance, as well as Worker's Compensation Insurance as required by the appropriate Workers'

Compensation Law or Act. All insurance shall be carried with insurers authorized to do business in the State of Connecticut and evidence of insurance, with adequate limits of liability, shall be furnished all parties to the contract. Such evidence shall be in the form of a formal certificate of insurance properly executed by a licensed representative of the participating insurers and must contain a clause granting at least thirty (30) days prior written notice to the certificate holder of intent to affect cancellation, non-renewal, or other material change which may have an adverse effect on the policies of insurance referred to in the certificate. The Town must be added to the aforementioned liability policies of insurance as an additional insured.

MINIMUM INSURANCE REQUIREMENTS:

GENERAL LIABILITY:

$1,000,000 PER OCCURRENCE/$2,000,000 AGGREGATE

AUTOMOBILE LIABILITY:

$1,000,000 PER OCCURRENCE

EXCESS LIABILITY:

$1,000,000

WORKERS' COMPENSATION:

Equal to Statutory limits.

The above minimum limits of liability shall apply to all premises - operations, elevators, independent contractors, products - completed operations, contractual liability, broad form property damage, XCU coverage extension, employee as additional insured's, automobiles

- owned and non-owned, including hired automobiles, and other coverage's which may be required to satisfy the parties to the contract.

In every instance coverage must apply both on and away from the premises referred to in the contract, and apply to all operations related thereto.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract.

Scope of Services

1. Scope

The following scope of services is provided as a general overview, which may be expanded and further defined through negotiation:

A. Cutting and Maintenance Schedule – All Locations

Spring Cleanup: Complete spring cleanup of all areas no later than March 30th of each year. To include leaf and winter debris removal, first mowing, trimming, and edging.

Seasonal Mowing: Complete mowing and trimming April 1st through November 30th, once between the 1st and 15th of every month and the 16th and 30th.

• The mowings should take place between 12-15 days apart at least twice a month

Fall Cleanup: Complete fall cleanup no later than November 30th . To include low mowing, final trimming, leaf and debris removal

B. Bi-Weekly Reporting

Bi-weekly electronic reporting of date properties must be submitted to the Superintendent of Parks and

Grounds, swood@berlinct.gov, by the 15th and 30th every month to ensure accurate records, and failure to submit these bi-weekly reports will result in non-payment

C. Property Care and Maintenance

▪ The contractor agrees to deliver and maintain cemeteries, cul-de-sacs, roadside stripes, and firehouse areas, including mowing, trimming, raking, pruning, and general cleanup, in accordance with the established maintenance schedule.

A. Cemetery Properties

Maple Cemetery (old section), Worthington Ridge - ALTERNATE

Christian Lane Cemetery, Christian Lane starts roadside

Dennison Cemetery, Farmington Ave., starts roadside

Beckley Cemetery, on Deming Road, starts roadside

Dunham Cemetery, Norton Road, property starts roadside

Ledge Cemetery, Cashman Place, starts roadside

Old Cemetery, Spruce Brook Road, starts roadside

Hall Cemetery and the triangle across from the Cemetery, Orchard Road, start roadside

Wilcox Cemetery (old section), Berlin Street, East Berlin - ALTERNATE

B. Cul-de-sacs

Bayberry Circle Blue Ridge Road Bluebird Drive Burgundy Drive mailto:swood@berlinct.gov

Circlewood Humming Bird Ice Pond Lane Lori Ann Mallard Lane Mooreland Hill Road Old Farms Place Old Wood Sherry Lane Whispering Brook Drive Winesap Drive Woodbine Court

C. Roadside Strips

Four Rod Road Old Brickyard Lane (Both sides of the road) Olisky Boulevard Seymour Avenue Vineyard Drive

D. Fire Department Property

South Kensington Volunteer Fire Department, Chamberlain Highway

E. Right of Ways

Winchell Drive

The Contractor will supply his own equipment, fuel, tools, and transportation.

The acceptable work standards, unique or specialized maintenance requirements, and timetables for specific event maintenance for various locations shall be set by the Director of Community, Recreation, and Parks Services.

**Alternates are properties that are not owned by the Town but may still need to be mowed.

Pricing Table

PROPOSAL FORM

**Alternates are property that is not owned by the Town but may still need to be mowed.

Line Item Description Unit of Measure Unit Cost

1 Total sum over three (3) years, not to exceed (including alternates Total

2 Total sum over three (3) years, not to exceed (excluding alternates):

Total

3 Per year total, not to exceed (including alternates): Total

4 Per year total, not to exceed (excluding alternates): Total

5 Additional mowings, if necessary, during the year for cemeteries per cut Total

Evaluation Criteria

The following specific criteria are expected to be among those utilized in the selection process. They are presented as a guide for the proposer in understanding the Town’s requirements and expectation for this project and are not necessarily all inclusive or presented in order of importance.

• The background experience, and strength of the Proposer in providing similar services elsewhere, including the level of experience in working with other Connecticut municipalities of similar size, and the quality of services performed, either for other school systems or other municipalities, or both.

• The Proposer’s responsiveness and compliance with the RFP requirements and conditions to provide the services requested.

• A review of references provided with the Proposal, and administration of prior contracts.

• Competitiveness of proposed fee. The Town reserves the right to negotiate fees with the selected

Proposer.

The Town may elect to have the proposals evaluated by a committee as part of making a selection. If deemed necessary, the Town reserves the right to arrange for interviews/oral presentations as part of the selection process, which invitations for interviews may involve a short-listing of the proposals received.

If the proposer does not execute the Contract within ten (10) business days of the date of notification, unless extended by the Town, the Town may call any proposal security provided by the proposer and may enter into discussions with another proposer. The Town will post the Notice of Award on the e-Procurement Portal, https://procurement.opengov.com/portal/berlinct.

The Interview and Contract Execution dates in Key Dates are anticipated, not certain, dates.

Proposal Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE proposal excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background.

*Response required

2. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, and an Individual Contact Name and Position

*Response required

3. Certificate of Insurance*

If awarded, vendor MUST provide an updated COI naming the Town as an additional insured at the time of contract signing as well as sending updated COI's while still on the job.

*Response required

4. W-9*

*Response required

5. Proposal Confirmation*

I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. Pursuant to and in full compliance with the RFP, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate. If awarded this proposal, it is agreed that this forms a contractual obligation to provide services at fees specified in this Proposal, subject to and in accordance with all instructions, conditions, requirements contained in the documents, including addenda, which are made part of this proposal.

☐ Please confirm

*Response required