Stormwater_Ditches,_Basins_and_Lakes_Grounds_Maintenance.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0344

STORMWATER DITCHES, BASINS AND LAKES GROUNDS

MAINTENANCE

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

RFP25-0344

STORMWATER DITCHES, BASINS AND LAKES GROUNDS

MAINTENANCE

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

Stormwater Ditches, Basins and Lakes Grounds Maintenance

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

Attachments:

B - Exhibit_12_-_Contract_RFP25-0344

C - Exhibit 11 - Combined Shoreline

D - Exhibit 1 - Combined Basin_BBC 003-028

E - Exhibit 2 - Combined Basin_BHB002-005

F - Exhibit 3 - Combined Basin_BLE001-016

G - Exhibit 4 - Combined Basin_BLW001-015

H - Exhibit 5 - Combined Basin_BSC001-032

I - Exhibit 6 - Combined Ditches_DBC001-005

J - Exhibit 7 - Combined Ditches_DHB001-002

K - Exhibit 8 - Combined Ditches_DLE001-022

L - Exhibit 9 - Combined Ditches_DLW001-037

M - Exhibit 10 - Combined Ditches_DSC001-036

N - Exhibit 13_Work Report Sheet_RFP25-0344

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division is soliciting Proposals from interested and qualified Proposers, to provide all labor, materials, equipment, supplies, and supervision, necessary for grass mowing, litter removal, pesticide/ herbicide application, tree pruning, irrigation, and landscape maintenance, for various storm water areas, all within the City limits of the City of Orlando.

1.2. Contact Information

Direct inquiries to the following:

Javarie McDonald

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Streets and Stormwater

1.3. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date September 2, 2025 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Proposal Meeting (Non-

Mandatory)

September 17, 2025, 10:00am

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:https://teams.microsoft.com/l/meetu p-join/19%3ameeting_NjY0OTc5ZmEtNzQy

OS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MW

M2%40thread.v2/0?context=%7b%22Tid%

22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 277 159 977 438

Question Submission Deadline September 25, 2025, 5:00pm

Proposal Submission Deadline October 3, 2025, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQy

OS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MW

M2%40thread.v2/0?context=%7b%22Tid%

22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 277 159 977 438

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY0OTc5ZmEtNzQyOS00OGQ4LWIwYzMtZDI4ZGEwZjQ3MWM2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. MANDATORY MINIMUM QUALIFICATIONS

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

The following Mandatory Minimum Qualifications have been established. Proposers must have the required licensing at the time of submission. The City prefers that a copy of the license be included with the proposal submission. Subject to the City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive and will not be considered for further evaluation.

1. A public applicator is a licensed applicator employed by a public or governmental agency. A public applicator license is only valid when performing work for the public or governmental agency.

2. A commercial applicator is a licensed applicator who is licensed to apply restricted-use pesticides on any property provided they are certified in the category for which the applications are made.

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. SCOPE OF SERVICES

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein. The Contractor shall furnish all labor, materials, equipment, tools, transportation, pay for all tools, supplies and manpower, remove litter and debris, and pay related disposal fees to complete the work activities specified in this section. The Contractor shall be responsible for mowing, string trimming, edging, litter removal, landscape maintenance, tree pruning, mulching, pesticide and herbicide spraying and fence line trimming. The Contractor shall also be responsible for providing data and documentation for services preformed.

5.2. General Scope of Work

A. All work is to be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m., so work can be monitored in progress.

B. Contractor shall adhere to their Proposal's plan to conduct the work, maintain equipment, and staff and train the work crew; as necessary to complete the work described herein.

C. Contractor must remain free of any obligations and interests, which might conflict with the interests of the City of Orlando.

D. Trimming to ensure a neat all around appearance is a requirement of the

Contract. This includes, but is not limited to, trimming along and under fencing, under and around guardrails and signposts, and around bushes and trees.

E. Any damage caused by the Contractor, including but not limited to trunk damage to trees or bushes, gouges or cuts in sign posts and damage to the integrity of ditch or bridge banks during the Contractor’s performance of the Work, is the sole responsibility of the Contractor.

F. No additional fees may be charged for clean-up and/or related disposal fees, or catch up of the cycle sequence.

5.3. Boundaries

The markers, fences or utility poles, and established mowing contours set the general boundary of the grassed areas to be mowed from which litter is to be removed. The City will set the exact boundary for each area. See EXHIBIT “1 - 11” – MAPS AND

LOCATIONS

The Contractor shall furnish all labor, materials, equipment, tools, transportation, pay for all tools, supplies and manpower, remove litter and debris, and pay related disposal fees to complete the work activities specified in this section. The Contractor shall be responsible for mowing, string trimming, edging, litter removal, landscape maintenance, tree pruning, mulching, pesticide and herbicide spraying and fence line trimming. The

Contractor shall also be responsible for providing data and documentation for services preformed.

Each invoice is to be submitted with a current and completed monthly status report;

1. A list of completion dates for each site,

2. The work report sheet,

3. The amount of litter and debris removed from each location, and

4. The work schedule for the upcoming month.

The Contractor shall complete EXHIBIT “13” – Work Report Sheet and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for National Pollutant Discharge Elimination System (NPDES) compliance. The

Work Report Sheets are a mandatory requirement, since they will become a part of a

State of Florida report requirement for the City’s Storm Water Management Permit.

5.4. Quantity and Frequency of Work

A. Quantity

The quantity of work required will be determined using the Electronic Price

Proposal, Exhibits and all the Scope of Services and technical requirements presented in Section 6. It is the Contractor’s responsibility to verify the quantity of work for each Task. The accuracy of the data and maps is not guaranteed. Verifications of accuracy are the Contractor’s responsibility. Any discrepancies or disagreements concerning quantities or boundaries shall be mutually resolved prior to beginning work in any area in question.

The Contractor must notify the City of any damage to City or private property or personal injury caused by the Contractor within two hours of any such occurrences.

The Contractor shall notify the City of any irrigation system problems or insect infestations observed while performing the work specified herein.

B. Frequency

The City will determine when to begin each Task in a designated area.

If the Contractor does not begin work by the end of three (3) working days, of the scheduled start date including the date of initial notification.

The Contractor must provide, within five (5) working days prior to commencing of the work as specified by the City, a written work schedule, for all site locations, to enable the City to establish a pre-agreed work schedule if it desires, and, to perform follow up inspections.

5.5. Required Cycles

The Contractor shall commence work within three (3) working days from scheduled start date and complete the assigned cycle within fifteen (15) calendar days from the assigned start date in accordance with the Service Schedules after being notified by the City, to begin the cycle, unless otherwise agreed to by the City, weather permitting.

BASINS SCHEDULES

BASIN MAINTENANCE SCHEDULE

Month Mowing

Cycle Litter Only

January 15th 1 0 February 1st 0 1 March 1st 1 0 April 1st 1 0 May 1st 1 0 June 1st /16th 2 0 July 1st /16th 2 0 August 1st / 16th 2 0 September 1st /16th 2 0 October 1st 1 0 November 1st 1 0 December 1st 1 0

DITCHES SCHEDULE

DITCH MAINTENANCE SCHEDULE

Month Mowing Cycle Litter Only Herbicide

January 15th 1 February 1st 0 1

March 1st 1 0 1 April 1st 1 0 May 1st 1 0 June 1st / 16th 2 0 1 July 1st / 16th 2 0 August 1st / 16th 2 0 September 1st / 16th 2 0 1 October 1st 1 0 November 1st 1 0 December 1st 1 0 1

HYDROLOGICAL MONITORING STATIONS SCHEDULE

HYDROLOGICAL STATIONS MAINTENANCE SCHEDULE

Month Mowing Cycle

January 15th 1 February 0 March1st 1 April 1st 1 May 1st 1 June 1st / 16th 2 July 1st / 16th 2 August 1st / 16th 2 September 1st / 16th 2 October 1st 1 November 1st 1 December 1st 1

LAKESHORE SCHEDULES

LAKESHORE MAINTENANCE SCHEDULE

Month Mowing Cycle Litter Only

January 1st / 16th 1 1 February 1st / 16th 0 2 March 1st /16th 1 1 April 1st / 16th 1 1 May 1st / 16th 1 1 June 1st / 16th 2 0 July 1st / 16th 2 0 August 1st / 16th 2 0 September 1st / 16th 2 0 October 1st / 16 1 1 November 1st / 16th 1 1 December 1st / 16th 1 1

LAKESHORE - LITER ONLY SCHEDULE

Lake Eola Lake Dot Lake Lucerne

8 4 8

8 4 8 8 4 8 8 4 8 8 4 8 8 4 8 8 4 8 8 4 8

GEICO POND

GEICO POND MAINTENANCE SCHEDULE

Month Mowing Cycle Litter Only Herbicide Irrigation

Inspection January 4 4 1 February 4 4

March 4 4 1 1 April 4 4 May 4 4 1 June 4 4 1 July 4 4 1

August 4 4 September 4 4 1 1

October 4 4 November 4 4 1 December 4 4 1

5.6. Electronic Reporting Software (To Be Implemented)

The City is in the pilot phase of a new online Work Order System called Simplify i3. When the form becomes available for Contractors, the Contractor will be given access. The

System is cloud – based, and will require an internet connection via a cell phone or tablet device. The Contractor will be required to complete Work Orders in the field for each mowing site as the work is performed, filling out details such as: Start Time, Starting

Coordinates, End Time, Ending Coordinates Notes (detailing any problem or observations), photos and any additional fields as needed.

5.7. Equipment

A. The Contractor should have and maintain equipment to include but not be limited to the following commercial mowing equipment: A minimum of one (1) batwing mower; one (1) slope mower, two (2) mowers (zero turn radius) with a variety of deck sizes; one (1) commercial gas powered string trimmer; one (1) edger; one

(1) backpack blower; and one (1) backpack sprayer for chemical application

(weed control). Contractors need a spare for each piece of equipment in case of equipment failure. The Contractor shall own or lease commercial equipment to provide grounds maintenance services as specified in these specifications, and the Proposer shall list all equipment on ATTACHMENT “F” – EQUIPMENT

LIST.

B. All equipment shall be approved by the City before it is placed in service. The equipment’s safety devices are to be properly maintained at all times while the equipment is in use. All equipment shall display the Contractor’s name in a prominent and clearly legible manner, acceptable to the City.

C. The equipment used by the Contractor must be in good repair and shall be maintained so as to produce a clean, sharp cut and uniform distribution of the cuttings at all times. The mowers shall be constructed so that the height of cut can be adjusted to a minimum of four (4) inches for flat areas, and one (1) inch for slope areas.

D. The Contractor shall furnish equipment of a type and quantity to perform the work in a safe and correct manner within the time specified herein. If, in the opinion of the City, the Contractor has insufficient equipment on the job to satisfactorily complete the work within the required time, the Contractor shall provide additional equipment as directed by the City.

E. If the City determines that the equipment is deficient in safety devices, the

Contractor shall be immediately notified. The Contractor shall remove the equipment from service until the deficiency is corrected to the satisfaction of the

City.

F. Inspection and approval of the Contractor’s equipment by the City shall not relieve the Contractor of responsibility or liability for injury to persons or damage to property caused by the operation of the equipment.

G. The City may authorize the Contractor to use amber flashing lights on equipment. These lights shall be used only when required in the course of the work and shall not be used when traveling to and from the job site.

H. The company name as specified in the Contract and phone number should be visibly displayed on all vehicles and trailers. The company name and phone number shall be displayed in bold lettering High Visibility.

I. All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.

J. No supply vehicles shall enter the median for any purpose. No service vehicle shall enter the median except when necessary to repair or remove inoperable equipment.

K. Any equipment left overnight shall be parked as far from the travel way as possible. No equipment shall be parked in the median regardless of the width of the median. The City shall not be responsible for any damage, vandalism, or theft of any equipment left unattended.

L. All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.

5.8. Mowing and Trimming

A. All storm water drainage areas and lakes will be mowed or trimmed to a height of no higher than 4 inches and not lower than one inch to prevent erosion.

Equipment shall be set, maintained, and operated with sharp blades to provide a smooth even cut.

B. The mowing areas are the entire storm water drainage area, including the top of the slope to the water’s edge, or where there is no water, in the entire ditch, pond, or basin.

C. Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.

D. Areas to be mowed will include, but are not limited to, canal/pond/ditch banks, inclines, slopes, and dry canal/ditch bottoms. Slope Mowing is generally limited to slopes greater or steeper than three-to-one (3:1) and are relatively inaccessible to the use of conventional mowing equipment.

E. Contractor shall mow or trim the grassed or vegetated areas with either conventional high production style mowing equipment, small commercial mowers, and/ or string trimmers. The equipment used must be in good repair, with sharp blades of a proper size and type to accomplish the assigned work on schedule and not damage and/or rut the areas being maintained. Mowing and trimming the difficult portions of the work may require the use of specialized equipment. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth or all succulent weed growth.

F. Mowing and trim work will be along established mowing contours as designated by the City. Fence lines, sign posts, guard rails, trees, plants, light poles or other such obstacles to mowing will be hand mowed or trimmed around as necessary. The Contractor will be responsible for damage to trees caused by mowing and trimming equipment or herbicide applications.

G. All storm water drainage areas and lakes will be mowed or trimmed to a height of no higher than four (4) inches and not lower than one (1) inch to prevent erosion.

Equipment shall be set, maintained, and operated with sharp blades to provide a smooth even cut.

H. Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.

I. The mowing areas are the entire storm water drainage area, including the top of the slope to the water’s edge, or where there is no water, in the entire ditch, pond, or basin.

J. Trimming shall be completed at each cycle for a neat appearance is required around all planting beds. The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks.

K. Trimming for a neat appearance is required around all planting beds also to include hand removal of weeds, if necessary.

5.9. Trash and Debris Removal

The Contractor will be responsible for picking up all trash, debris, fallen tree, branches and other hindrances to the scheduled work prior to and upon completion of each mowing or litter only cycle

A. Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material.

B. Prior to mowing and or trimming, or when assigned to a litter only cycle, the

Contractor is required to remove all litter, loose vegetation, tree suckers below eight feet, vines growing in and on fences, trees, palm fronds, fallen trees, and or fallen tree limbs up to 15 feet long and eight inches in diameter.

C. The Contractor will be responsible for picking up all trash, debris, fallen tree, branches etc. prior to and upon completion of each mowing or litter only cycle.

Litter and debris includes the pickup, removal and disposal from the City property of any obstacle such as wood, signs, tires, cans etc.

D. It will also be the Contractor responsibility to remove any items such as bags of trash, newspapers, magazines, bottles, cans, rags, food containers, boxes, paper etc. which will be torn, ripped, scattered or further subdivide by the mowers, which will result in an objectionable appearance.

E. All litters and debris resulting from mowing, brush removal or scheduled maintenance will be cleaned up and removed from the property the same day work is accomplished. The material will then be hauled away by the Contractor for disposal off site at the Contractor expense.

F. The Contractor shall also be responsible for removing all litter and debris from water in lakes, canal/ ditches and structures.

G. During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ sites and is to be recorded in Gallon size bags and or Cubic yards.

H. Contractor must report larger trees and limbs to the City from all areas within the designated maintenance areas including all turf, landscaped, wet and water areas out to 25 feet from the shoreline or bank, paved and or concreted areas.

Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material, etc.

I. After mowing and trimming all cuttings and debris caused from maintenance, the remaining trash, limbs, litter, and all foreign objects, shall be collected and removed from the site by the Contractor whether in the water (out to a minimum of twenty-five (25) feet from the banks of ditches, basins and lake shores) or on dry land. Cuttings shall be directed away from landscape beds, waterways, ditches, roads, sidewalks etc.

J. During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ sites and is to be recorded in Gallon size bags and or Cubic yards. The Contractor shall note such on the EXHIBIT “13” -

INVOICE AND WORK REPORT FORM the amount of litter and debris that was removed from each site/ location which must be turned in at the completion of each work cycle.

5.10. Weeding

A. All plant beds shall have all weeds removed to maintain the landscape in an attractive condition. The Contractor is allowed to use an approved herbicide in accordance with manufacturer’s specifications in lieu of hand weeding, except when hand weeding needs to be performed to remove weeds which when sprayed will leave an unsightly appearance or result in damage to plants as determined by the City. Also, the Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. Plants and trees damaged by improper use of herbicides will be replaced by the Contractor at their expense. Replacements will be of same type and size as those damaged.

B. All areas, including tree rings, beds around signs, sidewalks, curbs and buildings, shall be kept weed free by hand pulling except when and where chemicals are authorized.

5.11. Edging

The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks.

5.12. Trees and Sod Maintenance

A. Maintenance and Pruning of Newly Planted Landscaped Plantings, and

Trees

NOTE: Trees taller than forty (40) feet, may be maintained under the extra work provision of the Contract with the City with the exception of the pruning of suckers and required maintenance (12) twelve feet clearance above the ground.

1. Eliminate all bracing and tree supports as soon as plants become self-supporting. Tree supports that must remain should be kept in good repair and functioning at all times with the trees fully protected.

2. Side shoots or branches may be “headed back”, but are to be left on and encouraged on all thin or spindly tree trunks and on all trees still needing bracing or staking. This is to encourage more rapid trunk growth and natural strengthening.

3. Pruning shall be provided to encourage a healthy natural growth pattern for each specific variety. All pruning shall be towards developing the eventual and future branching structure. All pruning shall be done according to accepted practices and standards.

4. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City and immediate action should be taken to stop or contain spread of infected areas.

B. Well Established and Older Trees

Performance shall be no less than the following:

1. All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to insure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas.

Pruning shall be done to keep plants clear of all vehicular doors and windows. During each mowing or litter cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.

2. Any signs of disease, pests, unusual hazards, etc., shall be reported to the

City and immediate action should be taken to stop or contain spread of infected areas.

3. Tree rings shall be maintained for all trees at a minimum of eighteen inches

(18”) from the base of the tree.

C. Replacement of Plantings and Sod

When the City determines that plantings have died because of the

Contractor’s neglect, such plantings shall be replaced by the Contractor at no expense to the City.

Plantings dying for reasons not attributable to the Contractor shall be replaced by the City, not including plantings that are still under the guarantee period of the installing Contractor.

The Contractor shall replant or re-sod in accordance with standard landscape practices. Replacement plants shall be Florida Fancy Grade and will be guaranteed for one (1) year. The Contractor shall be responsible for hand watering replacement plants or sod as necessary.

5.13. Tree and Palm Pruning

The Contractor must report larger trees and limbs to City from all areas within the designated maintenance areas including all turf, landscaped, wet and water areas out to twenty-five (25) feet from the shoreline or bank, paved and or concreted areas.

A. Tree Pruning:

1. Tree and palm trees (regardless of height) shall be pruned as directed by the direction of the City.

2. During each maintenance cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground. Pruning is also to include removal of dead wood and structurally weak limbs.

3. All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to ensure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas.

4. Remove dead limbs from trees per A-300 ISA standards.

5. Structurally weak, dead limbs, and/or conflicting limbs will be removed using proper removal techniques to avoid ripping or tearing of the bark under the pruning site. Large wood will be roped or handled in such a way that no subsequent damage is done to the tree or its surroundings. This is to include dead wood from large diameter wood down to small (2” diameter) wood.

6. Remove any limbs over the right of way, which, in the opinion of the City, poses a threat to public safety. Large limbs shall be cut with a saw.

7. Damage to any tree during the performance of the work specified herein, shall be reported to the City for evaluation and instruction for dealing with the damage.

B. Palm Pruning:

Remove only dead (totally brown) fronds, seed heads and loose boots (petiole bases).

Do not prune palms above “9:00 and 3:00” proportions. (i.e. the bottom edge of the palm tree crown will make a horizontal line from “9:00” (on the left side) to “3:00” (on the right side). This means no “hurricane cuts”, “carrot tops”, or “fountains”. Fronds which are not totally dead shall be left on the tree. These fronds are important sources of nutrient recycling to the palm.

C. Tree and Palm Removal

All tree removal work is to be performed per A-300 ISA standards and the best management practice of each standard is to be followed. The Contractor must follow all

OSHA or MOT requirements, applicable laws, regulations or ordinances. The removal, stump grinding, and cleanup will be considered as the complete job.

The Contractor shall:

1. Safely remove trees as designated by the City.

2. Remove trees utilizing ropes, cranes, hoists or whatever mechanical means to reduce the risk of damage to roads, sidewalks, curbs, lawns, plants, irrigation, fences, buildings, cars, etc.

3. Grind the stump after removal. Grind stumps at least 6” below grade. Leave enough soil and grindings to form a mound 6” high over the stump site. Clean up all debris and dispose of properly.

4. Clean up the entire area including raking yard, fixing divots, and removing debris.

5. Be responsible for any and all damage to City or private property.

5.14. Irrigation

The Contractor shall turn on the assigned irrigation system; inspect system for leaks, proper coverage, proper spray patterns and misadjusted heads or rotors. During inspection, the Contractor will be required to clean and adjust all spray heads and rotors as needed. If the system requires any repairs, the Contractor must report this to the City within one working day after completion of the inspection.

5.15. Damage

A. Plants and trees damaged by improper use of herbicides will be replaced by the

Contractor at his expense. Replacements will be of same type and size as those damaged.

B. The Contractor will be responsible for damage to trees caused by mowing and trimming equipment or herbicide applications.

5.16. Minor Fence Repair

Fence repair may include, but may not be limited to, repairing existing fence that has been damaged, such as straightening posts, framing, gates, and rails, and reattaching fence screen to posts and rails utilizing minimal repair parts and accessories such as fence ties. All other damage shall be reported to the City within one working day after completion of work for that site.

5.17. Pre and Post Hurricane Requirements

In the event of a hurricane, the Contractor may be requested to provide general labor to assist City forces in preparation and post recovery for a hurricane. This service may include, but not limited to, debris removal, catch basin cleaning, assistance in setting up and breaking down portable pump hoses, etc.

In signing and executing the contract relating to this solicitation, the Contractor agrees that the City will be the priority upon notification of threat of possible Hurricanes and understands that they are required to perform the Pre-Hurricane preparation upon request within 72 hours prior to an event.

5.18. Materials

Only materials conforming to the requirements of the Contract and approved by the City, shall be used in the work. Materials proposed for use may be inspected or tested at any time during their preparation and use.

The Contractor shall furnish a certification of the materials utilized for the work to the

City. The certification shall consist of a summary showing the kind and quantity of materials to be used. This certification shall be provided for work accomplished at the time of invoicing for partial and/or final payment.

5.19. Spraying and Licensing

The use of an approved herbicide is not authorized unless specific authorization is giving by the City. The Contractor will be responsible for furnishing and applying pesticide on trees only on an as needed basis or when requested by the City.

Application of pesticides shall be performed by a properly licensed employees and at a time when the public will not be in contact with the pesticide. Pesticides shall not be applied during times of inclement weather. Environmental concerns must be addressed when developing the program. The City recommends Integrated Pest Management be used. The Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of pesticides of fungicides. The Contractor shall abide by the manufacturer’s specifications for each and every chemical or chemical compound used.

The Contractor shall be responsible for all fines and damages resulting from the improper use of pesticides.

A. Herbicide Spraying

During each mowing cycle, all grass, weeds, vegetation and plant material growing in or on all paved and concrete areas, such as ramps, guardrails, curbs, retaining walls, walkways, embankments, drainage structures etc., shall be sprayed with a herbicide that is approved by the City and must be applied by a properly licensed employee . The Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. The Contractor shall be responsible for all fines and damages resulting from the improper use of herbicides.

B. Aquatic Herbicide Spraying

When assigned to a ditch herbicide treatment cycle, the Contractor will assign a properly licensed employee to spray all ditches listed on the unit price sheets. The

Contractor shall abide by all rules, laws, ordinances and statutes of the State of

Florida and other governmental agencies having jurisdiction pertaining to the handling, storage, and application of aquatic herbicides. The Contractor will be responsible for all fines and damages resulting from the improper use of aquatic herbicides. City of Orlando will provide the Contractor with herbicides and surfactants for the application to assigned drainage areas.

Before starting a Herbicide application cycle the Contractor must provide, within five

(5) working days prior to commencing of the work as specified by the City, to the

City, a written work schedule for all site locations to, enable the City to establish a pre-agreed work schedule to perform follow up inspections.

A work schedule is to include a notification of start dates and completion dates and must be turned in prior to starting work and completing work on a weekly basis.

5.20. Reporting Requirement

During each maintenance cycle, the Contractor is to report any abnormality or deficiencies in the operation or condition of the stormwater area (i.e. prolonged wetness, erosion, damaged or blocked structures, petroleum hydrocarbons, dead vegetation, excessive plant or sediment accumulation, fallen trees and limbs longer than 15 feet long or eight inches in diameter, etc.) The Contractor shall note on EXHIBIT “13” – Work

Report Sheet and must be turned in at the completion of each work cycle. The Contractor must notify the City’s representative immediately when they are aware of a public health, safety, or severe water pollution issue or damage to City or private property.

The Contractor is to complete the Exhibit “13” - Invoice and Work Report Form and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for NEPDES compliance. The Work Report Sheets are a mandatory requirement, since they will become a part of a State of Florida report requirement for the

City.

5.21. Permits, Notification and Fees

It shall be the Contractor’s responsibility to secure all permits and licenses necessary to conduct the work in accordance with required regulations and notify all applicable utilities or parties affected by his operations. The Contractor shall further be responsible for all fees associated with the performance of this Contract.

5.22. Suspension of Work

The City shall have the authority to suspend the work, wholly or in part, for such period or periods as may be deemed necessary in the City’s sole discretion, the Contractor is to comply with any or all provisions of the Contract. Such suspension shall be ordered in writing, given in detail, and specify the reasons for the suspension.

5.23. Contractor's Personnel

The Contractor’s attention is directed to the fact that portions of the work will be performed on a limited access roadway, with special regulations for traffic control. The Contractor’s personnel are expected to obey all traffic regulations pertaining to this system.

5.24. Attire and Conduct

The Contractor shall have all personnel wear Contractor furnished uniforms with logos affixed thereon that clearly identify the Contractor's company name. The Contractor shall only use personnel of the company, day laborers are not allowed to perform on this

Contract.

Contractor uniforms are subject to the approval of the City. Tank tops and mid-drift shirts are not acceptable. Contractor personnel shall be neat in appearance, courteous, and perform their functions with the appropriate professionalism. The City may request any non-conforming personnel including supervisors to be removed from working on premises.

5.25. Work Procedure

Upon receipt of the order to proceed, the Contractor will arrange for his representative to meet with the City prior to performing any work.

Upon completion of the assigned work, the Contractor will notify the City and certify that the work is completed.

5.26. Weather Consideration

Should inclement weather limit or stop the Contractor from working, the City is to be notified immediately of the work stoppage. It shall be the responsibility of the Contractor to schedule work in a manner that work delays, stoppages, and rework requirements are minimized so that work is completed on schedule.

5.27. Status of Work

The City will be entitled at all times, to be advised, at its request, as to the status of work being done by the Contractor, and of details thereof.

Coordination shall be maintained by the Contractor with representatives of the

City. Either party to the Contract may request and be granted a conference.

5.28. Communication

The Contractor will provide at their expense, a means of direct communication with the

City’s Supervisor of field operations to the City. This could be a cell phone, radio, or a combination of both. This direct communication will permit an accurate and rapid flow of information necessary to complete the work.

5.29. Safety

The Contractor shall provide and require the wearing of protective clothing, mask, eye protection, etc., during any operation, as required or directed by applicable laws, regulations or ordinances, and/or direction of manufacturers of material or equipment.

5.30. Pre-Work Conference

The City in charge of the project, will call a pre-work kick-off meeting with the awarded

Contractor prior to the project’s initiation to review the proposed work, schedules and overall expectations.

5.31. Invoicing

Each invoice is to be submitted with a current and completed monthly status report;

A. A list of completion dates for each site.

B. The work report sheet.

C. The amount of litter and debris removed from each location.

A work schedule for the upcoming month.

5.32. Extra Work

The Contractor shall provide the following extra work activities only as authorized by the

City:

A. Landscape maintenance

B. Herbicide spraying

C. Pesticide application

D. Irrigation maintenance and repairs

E. Palm tree pruning

F. Litter Removal

G. Tree pruning

H. Tree and Palm removal

I. Hurricane pre prep and post recovery basic labor

J. Fence repairs

K. Slope mowing

L. Flats mowing

Note: The Contractor shall provide a quotation for all extra work, which shall be approved by the City prior to commencing work. Parts, supplies, chemicals, disposal fees, and incidental fees furnished by the Contractor shall be at the Contractor’s actual cost plus a ten percent (10%) markup obtained through competitive pricing. Evidence of actual costs and competitive pricing shall be required through the submittal of actual invoices.

For all extra work, the Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss.

Contractor shall perform extra work for landscape maintenance, herbicide spraying, pesticide application, irrigation maintenance, flat mowing, litter removal, and other services in accordance with the scope of services specified herein.

Note: Evidence of actual costs may be required through submittal of actual invoices.

5.33. Non-Performance of Required Services

The City in its sole and absolute discretion shall apply the below charges for non-performance of the required services.

A. Failure to execute the agreed upon start schedule, for each cycle, by the end of third working day, a charge of two hundred twenty-five fifty dollars ($225.00) will be levied per day.

B. Upon the City’s re-inspection of a site that failed initial inspection the City will levy a one hundred dollars ($100) fee will be charged for each additional re-inspection to cover its costs.

C. Should the Contractor fail or refuse to complete the work within the agreed upon schedule the City will charge the Contractor a three hundred and fifty dollars

($350.00) per site per day.

The City in its sole or absolute discretion can receive the above charges from current invoicing, current payment due, or request the Contractor to submit separate invoice for charges.

6. PRE-PROPOSAL CONFERENCE

6.1. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.2. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

6.3. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Javarie McDonald,Purchasing Agent II

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2364

Fax: (407) 246-2869

Email: javarie.mcdonald@orlando.gov

Website: http://www.orlando.gov/procurement/

7. PROPOSAL DUE DATE AND TIME

7.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Friday, October 3, 2025. Proposals received after this date and time, will not be considered.

7.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and…