Unspecified Landscaping and Tree Planting Services.pdf

REQUEST FOR PROPOSALS

UNSPECIF IED LANDSCAPING AND TREE PLANTING

SERVICES

RFP # 269.2026.243

CITY OF CHARLOT T E

NORTH CAROLINA

JUNE 18, 2026

REQUEST FOR PROPOSALS

RFP # 269.2026.243

Unspecified Landscaping and Tree Planting Services

June 18, 2026

Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for Unspecified Landscaping and Tree Planting Services. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”).

Please review them carefully.

The City of Charlotte is using the Bonfire e-Procurement Portal (“Procurement Portal” -https://charlottenc.bonfirehub.com) to accept and evaluate proposals for this RFP. Proposals must be submitted electronically through the Procurement Portal on or before the Due Date in order to be accepted.

A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on July 14, 2026 at 9 a.m. No onsite meeting will be held and Service Provider(s) should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Service Provider(s) are encouraged to participate.

Join: https://teams.microsoft.com/meet/28839171754885?p=WSFmEjE5cwVjyJRtnF

Meeting ID: 288 391 717 548 85

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Dial in by phone

+1 872-256-4172,,542465043# United States, Chicago

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Phone conference ID: 542 465 043#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than July 23, 2026 at 3 p.m.

The City is an equal opportunity purchaser.

Sincerely, Robert Andrews

Procurement Officer https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/meet/28839171754885?p=WSFmEjE5cwVjyJRtnF https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0ODVmZWEtMmFlZS00NTk4LWExNWEtZjQwYTFlY2Y5ODY5%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22c7c171c5-5d01-4d2f-be6e-3e51bf3007e9%22%7d tel:+18722564172,,542465043 https://dialin.teams.cloud.microsoft/ca8a1d96-98e9-4511-8c69-d5b3e234b5e8?id=542465043

Checklist for submitting a Proposal:

Step 1 Read the document fully.

Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies of any documents if you plan to submit a Proposal.

Step 3 (Optional) Submit any questions via the Procurement Portal by the deadline(s) noted for the solicitation.

Step 4 Conduct a thorough review of the Sample Contract. Any exceptions to the Sample Contract must be uploaded in word format (with redlines/tracked changes)

Step 5 Monitor the Procurement Portal for any addendums and/or responses to questions.

If you plan to submit a Proposal, you must submit all required documents and respond to all questions within the Procurement Portal for the RFP.

If awarded a contract, your company will be required to provide an insurance certificate(s) that meets or exceeds the requirements set forth in the Sample Contract.

Table of Contents

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. INTERPRETATIONS AND ADDENDA

2.3. PRE-PROPOSAL CONFERENCE

2.4. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY COUNCIL

2.8. VENDOR INCLUSION

3. SCOPE OF UNSPECIFIED LANDSCAPING AND TREE PLANTING SERVICES

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

Section 1 Introduction and General Information

1. INTRODUCTION.

1.1. Objective.

The objective of this Request for Proposals (RFP) is to solicit Proposals that will enable the City of Charlotte to determine which Company(ies) will best meet the City’s need for landscape services including, but not limited to installation of trees, shrubs, perennials, turf grass, mulch, and groundcover; as well as demolition, site preparation, and stump grinding services. The City is seeking firms whose combination of experience and expertise will provide timely and cost-effective services to the City. One or more contractors will be selected to provide services.

Projects in these scopes of work include but are not limited to: Neighborhood Tree Planting in Rights-of-Way for the City Arborist Group; Tree planting on private property for the Canopy Care program;

Stump grinding in Rights-of-Way for the City Arborist Group; CIP landscape installations; CIP Stormwater landscape installations; and Landscape renovations in medians, green spaces, and City-owned facilities for the Landscape Operations Group.

All work and materials shall be in accordance with, and shall conform to, the requirements of the current edition of the City of Charlotte-Landscape Management Division’s Landscape Construction Standards Manual (LCSM).

1.2. Definitions.

As used in this RFP, the following terms shall have the meanings set forth below:

Acceptance: Refers to receipt and approval by the City of a Deliverable or Service in accordance with the acceptance process and criteria in the Contract.

Affiliates: Refers to all departments or units of the City and all other governmental units, boards, committees or municipalities for which the City processes data or performs services.

Biodegradable: Refers to the ability of an item to be decomposed by bacteria or other living organisms.

Charlotte Business INClusion/CBI: Refers to the Charlotte Business INClusion office of the City of

Charlotte.

Charlotte Business INClusion Policy/ CBI Policy: Refers to the policy adopted by City Council, which seeks to enhance competition in contracting and procurement opportunities for MWSBEs located in the Charlotte Combined Statistical Area.

Charlotte Combined Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina counties of Chester, Lancaster, and York;

a criterion used by Charlotte Business INClusion to determine eligibility to participate in the program.

City: Refers to the City of Charlotte, North Carolina.

City Project Manager: Refers to a specified City employee representing the City’s best interests in this Project.

Company: During the solicitation process, refers to a company that has interest in providing the Services. After the solicitation process, refers to a company that has been selected by the City to provide the Services.

Company Project Manager: Refers to a specified Company employee representing the best interests of the Company for this Project.

Contract: Refers to a written agreement executed by the City and the Company for all or part of the Services.

Deliverables: Refers to all tasks, reports, information, designs, plans, and other items that the Company is required to deliver to the City in connection with the Contract.

Department: Refers to a department within the City of Charlotte.

Documentation: Refers to all written, electronic, or recorded works that describe the use, functions, features, or purpose of the Deliverables or Services or any component thereof, and which are provided to the City by the Company or its subcontractors, including without limitation all end user manuals, training manuals, guides, program listings, data models, flow charts, and logic diagrams.

Environmentally Preferable Products: Refers to products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

Evaluation Committee: Refers to a City-appointed committee that will evaluate Proposals and identify the Company(-ies) best meeting the needs of the City.

Milestones: Refers to an identified deadline for the completion of specific Services and/or the Acceptance of identified Deliverables, as specified in this RFP.

Minority-owned Business Enterprise/ MBE: Refers to a business enterprise that: (i) is certified by the State of North

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

MWSBE: Refers to SBEs, MBEs, and WBEs, collectively.

MWSBE Goal: If an RFP or Contract has separate Subcontracting Goals for MBEs, WBEs, and/or SBEs, the term MWSBE is a shorthand way to refer collectively to all MBE, WBE, and SBE Goals set for the RFP. In some instances, the City may set one (1) combined goal for MBEs, WBEs, and/or SBEs, in which event the term MWSBE Goal refers to that one (1) combined goal. In the latter instance, calculated as a percentage, the MWSBE Goal represents the total dollars spent with MBEs, WBEs, and SBEs as a portion of the total Proposal amount, including any contingency.

Post-Consumer Recycled Material: Refers to material and by-products which have served their intended end-use by a consumer and have been recovered or diverted from solid waste.

It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Project: Refers to the City’s need for a company to provide Unspecified Landscaping and Tree Planting Services for the City.

Project Plan: Refers to the detailed plan for delivery of the Services as described in Section 3, in the form accepted in writing by the City in accordance with the terms of this RFP and resultant Contract.

Proposal: Refers to the proposal submitted by a Company for the Services as outlined in this RFP.

Recyclability: Refers to products or materials that can be collected, separated, or otherwise recovered from the solid waste stream for reuse, or used in the manufacture or assembly of another package or product, through an established recycling program. For products that are made of both recyclable and non-recyclable components, the recyclable claim should be adequately qualified to avoid consumer deception about which portions or components are recyclable.

Recycled Material: Refers to material and by-products which have been recovered or diverted from solid waste for the purpose of recycling. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Services: Refers to the Unspecified Landscaping and Tree Planting Services as requested in this RFP.

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under

Part E of the CBI Policy as meeting all of the requirements for SBE certification.

Specifications and Requirements: Refers to all definitions, descriptions, requirements, criteria, warranties, and performance standards relating to the Deliverables and Services that are set forth or referenced in: (i) this RFP, including any addenda; (ii) the Documentation; and (iii) any functional and/or technical specifications that are published or provided by the Company or its licensors or suppliers from time to time with respect to all or any part of the Deliverables or Services.

Subcontracting Goal: Refers to a SBE, MBE, WBE, and/or MWSBE Goal established by the City for an RFP and resulting Contract.

Trade Secrets: Information of the City or any of its suppliers, contractors or licensors that:

(i) derives value from being secret; and (ii) the owner has taken reasonable steps to keep confidential. See N.C. Gen. Stat. § 66-152 et seq. Examples of trade secrets include information relating to proprietary software, new technology, new products or services, flow charts or diagrams that show how things work, manuals that tell how things work and business processes and procedures.

Woman-owned Business Enterprise/

WBE: Refers to a business enterprise that: (i) is certified by the State of North Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one or more persons who are female; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

Work Product: Refers to the Deliverables and all other programs, algorithms, reports, information, designs, plans and other items developed by the Company in connection with this RFP, and all partial, intermediate or preliminary versions of any of the foregoing.

1.3. Accuracy of RFP and Related Documents.

Each Company must independently evaluate all information provided by the City. The City makes no representations or warranties regarding any information presented in this RFP, or otherwise made available during this procurement process, and assumes no responsibility for conclusions or interpretations derived from such information. In addition, the City will not be bound by or be responsible for any explanation or conclusions regarding this RFP or any related documents other than those provided by an addendum issued by the City. Companies may not rely on any oral statement by the City or its agents, advisors, or consultants.

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.2.

1.4. City’s Rights and Options.

The City reserves the right, at the City’s sole discretion, to take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interests of the City, including:

1.4.1. To supplement, amend, substitute, or otherwise modify this RFP, including the schedule, at any time;

1.4.2. To cancel this RFP with or without the substitution of another RFP;

1.4.3. To require one or more Companies to supplement, clarify or provide additional information in order for the City to evaluate the Proposals submitted

1.4.4. To investigate the qualifications, experience, capabilities, and financial standing of each Company submitting a Proposal;

1.4.5. To waive any defect or irregularity in any Proposal received;

1.4.6. To reject any or all Proposals;

1.4.7. To share the Proposals with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

1.4.8. To award all, none, or any part of the Services and enter into Contracts with one or more of the responding Companies deemed by the City to be in the best interest of the City, which may be done with or without re-solicitation;

1.4.9. To discuss and negotiate with any Company(-ies) their Proposal terms and conditions, including but not limited to financial terms;

1.4.10. To terminate discussions and negotiations with any Company at any time and for any reason;

1.4.11. To issue additional requests for information; and

1.4.12. To take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interest of the City.

1.5. Expense of Submittal Preparation.

The City accepts no liability, and Companies will have no actionable claims, for reimbursement of any costs or expenses incurred in participating in this solicitation process. This includes expenses and costs related to Proposal submission, submission of written questions, attendance at pre-proposal meetings or evaluation interviews, contract negotiations, or activities required for contract execution.

1.6. Proposal Conditions.

1.6.1. The following terms are applicable to this RFP and the Company’s Proposal Not An Offer.

This RFP does not constitute an offer by the City. No binding contract, obligation to negotiate, or any other obligation shall be created on the part of the City unless the City and the Company execute a Contract. No recommendations or conclusions from this RFP process concerning the Company shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of North Carolina.

1.6.2. Right to Terminate Discussions.

The Company’s participation in this process might result in the City selecting the Company to engage in further discussions. The commencement of such discussions, however, does not signify a commitment by the City to execute a Contract or to continue discussions. The City can terminate discussions at any time and for any reason.

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

Upon receipt by the city, all materials submitted by a Company (including the Proposal) are considered public records except for (1) material that qualifies as “trade secret” information under N.C. Gen. Stat. § 66-152 et seq. (“Trade Secrets”) or (2) “personally identifiable information” protected by state or federal law, to include, but not be limited to, Social Security numbers, bank account numbers, and driver’s license numbers (“Personally Identifiable Information” or “PII”).

Instructions for Marking and Identifying Trade Secrets.

If any Proposal contains Trade Secrets or PII, such Trade Secrets and PII must specifically and clearly be identified by clearly separating them from the rest of the Proposal and marked either “Personally Identifiable Information – Confidential” or “Trade Secret— Confidential and Proprietary Information.” This confidentiality caption must appear on each page of the Trade Secret or PII materials, and the document(s) must be submitted separately in the Procurement Portal.

Availability of Proposals to City Staff and Contractors.

By submitting a Proposal, each Company agrees that the City may reveal any Trade Secret materials and PII contained therein to all City staff and City officials involved in the selection process, and to any outside consultant or other third parties who serve on the Evaluation Committee or who are hired or appointed by the City to assist in the evaluation process.

Availability of Proposals via Public Records Requests.

Any person or entity (including competitors) may request Proposals submitted in response to an RFP. Only those portions of RFPs properly designated as Trade Secret or PII are not subject to disclosure. The public disclosure of the contents of a Proposal or other materials submitted by a Company is governed by N.C. Gen. Stat. §§ 132 and 66-152, et seq.

When determining whether to mark materials as Trade Secret, please note the following:

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

The City may disqualify and Company that designates its entire Proposal as a trade secret, or any portion thereof that clearly does not qualify under applicable law as a Trade Secret or PII. Each Company agrees to indemnify, defend, and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Company has designated as a Trade Secret or PII. This includes an obligation on the part of the Company to defend any litigation brought by a party that has requested Proposals or other information that the Company has marked Trade Secret or PII.

1.6.4. Statutory Requirements.

Any Contract awarded as a result of this RFP shall be in full conformance with all statutory requirements of North Carolina and all statutory requirements of the Federal Government, to the extent applicable.

1.6.5. Reservation of Right to Change Schedule.

The City shall ultimately determine the timing and sequence of events resulting from this RFP. The City reserves the right to delay the closing date and time for any phase if City staff believe that an extension will be in the best interest of the City.

1.6.6. Reservation of Right to Amend RFP.

The City reserves the right to amend this RFP at any time during the process, if it believes that doing so is in the best interests of the City. Any addenda will be posted to the Procurement Portal. Companies are required to acknowledge receipt of each addendum.

1.6.7. No Collusion or Conflict of Interest.

By responding to this RFP, the Company shall be deemed to have represented and warranted that the Proposal is not made in connection with any competing Company submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud.

1.6.8. Proposal Terms Firm and Irreversible.

The signed Proposal shall be considered a firm offer on the part of the Company. The City reserves the right to negotiate price and other terms. All Proposal elements (including all statements, claims, declarations, prices, and specifications) shall be considered firm and irrevocable for purposes of future Contract negotiations unless specifically waived in writing by the City. The Company chosen for award should be prepared to have its Proposal and any relevant correspondence incorporated into the Contract, either in part or in its entirety, at the City's election. Any false or misleading statements found in the Proposal or Contract exceptions not included in the Proposal may be grounds for disqualification.

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program seeks to enhance competition and participation of Minority-owned, Women-owned, and Small Business Enterprises (MWSBEs) in City contracting. To accomplish this, the City has examined its procurements and set specific MWSBE participation goals on a contract-by-contract basis. In addition, CBI makes a concerted effort to expand its certified MWSBE vendor pool and assist city-certified firms in growing, enhancing, and developing their businesses. CBI currently offers numerous development programs that support certified businesses in organizational training, strategic development, and networking opportunities.

The CBI Policy and CBI Manual are posted online here: www.charlottebusinessinclusion.com http://www.charlottebusinessinclusion.com/

To determine whether disparities exist in City contracting based on race, gender or other factors, and also to measure the effectiveness of the City’s Charlotte Business INClusion (“CBI”) Program, the City tracks the utilization of subconsultants and suppliers on certain City contracts based on race, gender, small business status, and other factors. For analysis purposes, it is important that the City obtain this data not only for minority-owned, women-owned, and small business suppliers and subconsultants, but also for other subconsultants and suppliers. As a condition for receiving payments under this Contract, the Proposer agrees to submit any payment record into InclusionCLT, or any subsequent system designated by the City, detailing the amounts paid by the Consultant to all subconsultants and suppliers receiving payment in connection with this Contract.

The city anticipates awarding to multiple firms, with at least one (1) being MWSBE certified.

This is not a guarantee of award. The city reserves the right to make single or multiple awards.

City certified MWSBE firms can be found in the City’s InclusionCLT system:

https://charlotte.diversitycompliance.com/

1.6.10. Subcontracting.

The Company given contract award shall be the prime contractor and shall be solely responsible for contractual performance. In the event of a subcontracting relationship, the Company shall remain the prime contractor and will assume all responsibility for the performance of the Services that are supplied by all subcontractors. The City retains the right to approve all subcontractors. Additionally, the City must be named as a third-party beneficiary in all subcontracts.

1.6.11. Equal Opportunity.

The City has an equal opportunity purchasing policy. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by City programs. The City provides equal opportunity for all businesses and does not discriminate against any Companies regardless of race, color, religion, age, sex, and national origin or disability.

1.6.12. Title VI Solicitation Notice: Note: Unless otherwise stated herein, this section is only applicable to purchases made by or on behalf of the Aviation Department. The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

1.6.13. Use of City’s Name.

No advertising, sales promotion, or other materials of the Company or its agents or representatives may identify or reference the City in any manner absent the prior written consent of the City.

1.6.14. Withdrawal for Modification of Proposals.

Companies may change or withdraw a previously-submitted Proposal at any time prior to the Proposal due date by editing or removing their submission on the Procurement Portal.

https://charlotte.diversitycompliance.com/

1.6.15. No Bribery.

In submitting a response to this RFP, each Company certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of the foregoing has bribed, or attempted to bribe, an officer or employee of the City in connection with the Contract.

1.6.16. Exceptions to the RFP.

Other than exceptions that are stated in compliance with this Section, each Proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP including the Sample Contract language. An “exception” is defined as the Company’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP including in the Sample Contract. All exceptions taken must be identified and explained in writing in your Proposal and must specifically reference the relevant section(s) of this RFP. If the Company provides an alternate solution when taking an exception to a requirement, the benefits of this alternative solution and impact, if any, on any part of the remainder of the Company’s solution, must be described in detail.

Exceptions must be submitted under the Acknowledgement section in the Procurement Portal. If exceptions are not identified in your Proposal, they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

If legal counsel needs to review the Sample Contract prior to signature, reviews must be completed before your Proposal is submitted. The City reserves the right to refuse consideration of any terms not so included. Any proposed changes to the Sample Terms after tentative contract award may constitute a material change to the Company’s Proposal and be grounds for revoking the award.

The City intends to enter into a City-drafted Contract with the successful Company that contains the terms and conditions set forth in the Sample Services Contract. The number and extent of any exceptions and proposed additions to the Sample Terms will be one of the City’s evaluation criteria.

Notwithstanding the foregoing, the City reserves the right to modify the Sample Terms prior to or during contract negotiations if it is in the City’s best interest to do so.

1.6.17. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

• The prices in its Proposal have been arrived at independently, without consultation, communication, or agreement with anyone, as to any matter relating to such prices for the purpose of restricting competition;

• Unless otherwise required by law, the prices quoted in its Proposal have not been knowingly disclosed by the Company and will not knowingly be so disclosed prior to the Proposal due date; and

• No attempt has been made or will be made by the Company to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition.

1.6.18. Companies’ Obligation to Fully Inform Themselves.

Companies or their authorized representatives must fully inform themselves as to all conditions, requirements, and specifications of this RFP before submitting a Proposal.

Failure to do so will be at the Company’s own risk.

1.6.19. Environmentally Preferable Purchasing.

The City promotes the practice of Environmentally Preferable Purchasing (EPP) in acquiring products or services. Applicable EPP attributes that may be taken into consideration as environmental criterion include the following:

Recycled content Recyclability Reduced Packaging Biodegradability Compostability Durability Reduced toxicity Take-back options Energy Efficiency Water efficiency Life Cycle Management Pollution Prevention Low volatile organic compounds End-of-life management

Companies able to supply products or services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in the Proposal using the provided Questionnaire in the Procurement Portal. Companies must provide certification of environmental standards and other environmental claims, such as recycled content and emissions data or a formal statement signed by a senior company official.

1.6.20. Disclaimer

Each Company must perform its own evaluation and due diligence verification of all information and data provided by the City. The City makes no representations or warranties regarding any information or data provided by the City.

Section 2 Procurement Process

2. PROCUREMENT PROCESS.

This Section 2 contains information about the procurement process for this Project.

2.1. Schedule and Process.

The following chart shows the schedule of events for the conduct of this RFP. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the Sections that follow:

DATE EVENT

June 18, 2026 Issuance of RFP. The City issues this RFP.

July 10, 2026 Submission of Written Questions Prior to Pre-Proposal Conference.

Companies are permitted to submit questions for purposes of clarifying this RFP. All submissions must be pursuant to the instructions in Section

2.2 by 3 p.m.

July 14, 2026 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.3 at 9 a.m.

July 16, 2026 Submission of Questions After the Pre-Proposal Conference. Questions are due by 3 p.m.

July 23, 2026 Proposal Submission. Proposals are due by 3 p.m. via the Procurement Portal.

TBD Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

TBD Contract Award by Council.

TBD Services Commence. Company begins providing the Services.

2.2. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section on the Procurement Portal; or (2) ask a question at the Pre-Proposal Conference.

Other than these permitted methods, Companies should refrain from contacting City staff prior to the Proposal due date. The City is not bound by any statements, representations or clarifications regarding this RFP other than those provided in writing by the Procurement Officer.

In order for questions to be addressed at the Pre-Proposal Conference, they must be submitted by 3 p.m. on July 10, 2026.

After the Pre-Proposal Conference, questions must be submitted in the Procurement Portal by the deadline stated in Section 2.1.

When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on July 14, 2026 at 9 a.m. Meeting information is provided below:

Join: https://teams.microsoft.com/meet/28839171754885?p=WSFmEjE5cwVjyJRtnF Meeting ID: 288 391 717 548 85

Passcode: VW3YU35b Need help? | System reference

Dial in by phone +1 872-256-4172,,542465043# United States, Chicago

Find a local number Phone conference ID: 542 465 043# https://teams.microsoft.com/meet/28839171754885?p=WSFmEjE5cwVjyJRtnF https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0ODVmZWEtMmFlZS00NTk4LWExNWEtZjQwYTFlY2Y5ODY5%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22c7c171c5-5d01-4d2f-be6e-3e51bf3007e9%22%7d tel:+18722564172,,542465043 https://dialin.teams.cloud.microsoft/ca8a1d96-98e9-4511-8c69-d5b3e234b5e8?id=542465043

Section 2 Procurement Process

While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by July 23, 2026 on or before but no later than 3 p.m.

When received, all Proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The Proposals will not be read aloud or made available to inspect or copy until any trade secret issues have been resolved.

2.5. Correction of Errors.

The person signing the Proposal must initial erasures or other corrections in the Proposal. The Company further agrees that in the event of any obvious errors, the City reserves the right to waive such errors in its sole discretion. The City, however, has no obligation under any circumstances to waive such errors.

2.6. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one or more Companies. Discussions might be held with individual Companies to determine in greater detail the Company’s qualifications, to explore with the Company the scope and nature of the required contractual Services, to learn the Company’s proposed method of performance and the relative utility of alternative methods, and to facilitate arriving at a Contract that will be satisfactory to the City.

The City may in its discretion require one (1) or more Companies to make presentations to the Evaluation Committee or appear before the City and/or its representatives for an interview. During such interview, the Company may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as the City deems appropriate. Companies will be notified in advance of the time and format of such meetings.

Since the City may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall state the Company's best offer for performing the Services described in this

RFP.

2.7. Contract Award by Council.

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the Council for final approval of award and the Procurement Officer will provide Contract documents to the Company. In the event the Council approval is not received within one hundred eighty (180) calendar days after opening of the Proposals, the Company may request that it be released from the Proposal.

2.8. Vendor Inclusion.

The City’s vendor management philosophy supports a fair, open, and inclusive process that offers the same access and information to all Companies. Although Companies are not required to be registered in the City’s vendor registration system prior to submitting a Proposal, in order to execute a contract with the City and receive payment from the City, all Companies must register with the City’s vendor registration system.

Your registration provides the City with baseline information for your company including location, contact and demographic information, as well as your areas of expertise with specific commodity and/or service descriptions. You will also have the opportunity to complete any applicable certifications if your company desires to establish itself as an SBE, MBE, or WBE. The link below will provide you with the opportunity to complete your registration on-line with the City.

http://charlottenc.gov/vendors http://char/

Section 3 Scope of Services

3. SCOPE OF UNSPECIFIED LANDSCAPING AND TREE PLANTING SERVICES.

3.1. General Scope

The City of Charlotte is seeking companies to provide tree planting and landscaping services for the Landscape Management Division for projects in various geographical areas as identified by the City.

Selected companies shall provide all required planting materials, labor, equipment, and incidental supplies and materials. For some projects, plant material will be purchased by the City, as specified by the City’s project manager and corresponding City-issued task order form or project quote sheet.

The objective of this Request for Proposals (RFP) is to solicit Proposals that will enable the City of Charlotte to determine which Company(ies) will best meet the City’s need for landscape services including, but not limited to installation of trees, shrubs, perennials, turf grass, mulch, and groundcover; as well as demolition, site preparation, and stump grinding services. The City is seeking firms whose combination of experience and expertise will provide timely and cost-effective services to the City. One or more contractors will be selected to provide services.

Projects in these scopes of work include but are not limited to: Neighborhood Tree Planting in Rights-of-Way for the City Arborist Group; Tree planting on private property for the Canopy Care program;

Stump grinding in Rights-of-Way for the City Arborist Group; CIP landscape installations; CIP Stormwater landscape installations; and Landscape renovations in medians, green spaces, and City-owned facilities for the Landscape Operations Group.

All work and materials shall be in accordance with, and shall conform to, the requirements of the current edition of the City of Charlotte-Landscape Management Division’s Landscape Construction Standards Manual (LCSM).

The City reserves the right to assign Projects per its discretion or to solicit Project pricing from firms contracted for this scope of services.

3.2. Contract Period

The Contract period will begin upon issuance of the Notice to Proceed. For purposes of this RFP, the contract period for Unspecified Tree Planting & Landscape Services will be for an initial term of three

(3) years, with the City having an option to renew for one (1) additional two (2) year term thereafter.

3.3. Landscape Construction Standards manual (LCSM)

By submitting a response to this RFP, the Proposer agrees to an understanding of the current edition of the City of Charlotte – Landscape Management Division’s Landscape Construction Standards Manual. The LCSM can be accessed here:

https://www.charlottenc.gov/files/sharedassets/city/v/1/growth-and-development/documents/cldsm/2024-landscape-construction-standards-revision-17.pdf

3.4. Licenses and Certifications

For the duration of the contract, the Contractor shall possess all applicable federal, state, and local licenses and certifications required to perform the Work delineated in this Contract. The Contractor shall be responsible for complying with federal, state, and local regulations for applicable licenses required to perform the Work. Individual project assignments may require the contractor to be licensed as a North Carolina landscape contractor, North Carolina Department of Agriculture pesticide applicator, OR by the International Society of Arboriculture as a Certified Arborist. See pricing worksheets for applicable licensure requirements.

https://www.charlottenc.gov/files/sharedassets/city/v/1/growth-and-development/documents/cldsm/2024-landscape-construction-standards-revision-17.pdf https://www.charlottenc.gov/files/sharedassets/city/v/1/growth-and-development/documents/cldsm/2024-landscape-construction-standards-revision-17.pdf

3.5. Project Time

Each Project assigned under the Agreement shall begin on the date determined by the City and shall be completed on the date identified by the City when the work is assigned.

Upon issuance of a Project “Notice to Proceed” the contractor must install the predetermined number of plant materials, within the respective area, within 60 (sixty) calendar days unless written permission is given by the City to extend the timeframe. Landscape Management can require planting to be redone should specifications not be met by the contractor. Work shall be uninterrupted and continuous until the project is complete.

3.6. Project Assignment/Solicitation Process

Solicitation of each Project under this scope of services will be by a Task Order or Project Quote Sheet, along with a planting list and/or planting plan that is specific to each project and includes the plant quantities, sizes, and species. See Attachment K– Project Quote Sheet as an example.

3.7. Staff Identification of Contractor Personnel

Personnel shall maintain a neat and clean appearance. Shirts must be worn at all times, with shirt tails tucked in and clearly identifying the person and the name of their company. Tank tops are not permitted.

All personnel must wear high visibility safety vests that meet current federal and state standards while working in traffic areas.

3.8. Emergency Contact

The Contractor personnel must be reachable by cell phone in emergency situations. The Contractor shall provide at least two (2) local telephone numbers that may be used to contact the Contractor or authorized representative in the event of an Emergency after normal business hours.

In emergencies and certain other conditions deemed necessary by the City’s project manager, the

Contractor may be directed to work on weekends or holidays. There will be no separate measurement or payment for work done under these directives other than those established in the Contract.

3.9. Planting Mix:

Refer to LCSM (Landscape Construction Standards Manual) Section 02100.

A list of pre-approved soil suppliers is available to the contractor upon request.

3.10. Cleanup

All debris from tree planting and landscaping activities shall be cleaned up each day before the work crew leaves the site unless given permission by the City to do otherwise. All lawn areas shall be raked, all streets and sidewalks swept, and all debris shall be removed from the site. Areas are to be left in a condition equal to that which existed prior to the commencement of arboriculture operations. Stump grindings shall be removed from site with forty-eight (48) hours from completion of actual grinding operation unless instructed to do otherwise by City.

Unless directed otherwise, it shall be the responsibility of the Contractor to remove and dispose of debris resulting from the landscaping operations at no additional cost to the City of Charlotte.

3.11. Surface Water Quality Protection

All projects must comply with local, state and federal laws including, but not limited to, the City of Charlotte’s Storm Water Pollution Control Ordinance which prohibits the discharge of non-stormwater, either directly or indirectly, to the stormwater system or waters of the State. Non-stormwater includes, but is not limited to, sediment, concrete, trash, and fuel.

3.12. Spill Response

The Contractor shall have spill response materials onsite at all times to clean up spills/leaks of hazardous materials. They may include, but are not limited to, those that occur during refueling, from equipment or vehicles, or from containers on site. Contractor employees working at the site must be trained in proper spill and leak response and cleanup. Spill response materials shall include clay absorbent material, absorbent pads and booms, shovels and brooms, and PPE. Spill cleanup materials are subject to inspection by the City and/or their representative(s) at any time. If a spill/leak occurs, all work must be suspended until the spill/leak is contained and cleaned up and/or the truck/equipment is towed off site. If the spill/leak is more than one gallon and/or enters a storm drain or water body, the contractor must notify the City’s Construction Inspector within one (1) hour of spill/leak discovery. Spill/leak containment, towing, and cleanup shall be completed within 24 hours of the occurrence at no additional cost to the City.

3.13. Washing Streets

Before flushing streets with water to remove dirt, the Contractor shall use dry methods (sweeping, vacuuming, shovels, etc.) to remove dirt and other pollutants generated during the project to the maximum extent practicable. These best management practices shall be performed at no additional cost to the City and are intended to collect materials for proper disposal rather than wash them into the storm drainage system or waters of the state. They do not replace the need to maintain proper erosion control to prevent pollutants from entering the street, but rather are intended to supplement them.

3.14. Existing Utilities

Location of all utilities is the responsibility of the contractor on all projects. If any fiber optic is located in or near the working area the contractor must call a fiber optic inspector to be on site during construction. Any damages during construction shall be repaired at Contractor’s expense.

On some projects, the City will contact and notify all involved utility owners of the effect of the Project on their respective utility. In such cases, construction plans and anticipated construction schedules will be provided to the utility owners. Each utility owner will be requested to attend the preconstruction conference to discuss potential conflicts and their schedule for relocation where required. All adjustments or relocations will be made by the utility owner unless otherwise indicated in the Contract

Documents.

The owners of utilities in this Project could include:

1. Alltel / Windstream Communications

2. Duke Energy Company

3. Piedmont Natural Gas Company

4. Charlotte-Mecklenburg Utility Department

5. American Telephone & Telegraph

6. Spectrum

7. MCI Communications

8. Charlotte Department of Transportation

9. Xspedius Communications

On all projects, the Contractor shall adhere to the provisions of the 1985 Underground Damage

Prevention Act, North Carolina General Statutes 887, Chapter 785, Senate Bill 168, Article 3. To assist the Contractor and utility owners in meeting the requirements of this law, there is a service provider called “NC811.” Most major utilities with underground facilities in the State subscribe to this service.

From within North Carolina, dial 811. For calls originating outside (or inside) of North Carolina, the toll-free number (800) 632-4949 may be used.

NC811 can also be accessed via the Internet at: http://nc811.org/homepage.htm.

3.15. Hazardous Materials

If the Contractor encounters any materials considered or suspected of being hazardous, he or she shall immediately secure the area, discontinue operations, and contact the Charlotte-Mecklenburg Emergency Management Office (CMEMO) which maintains the City’s hazardous materials program, telephone (704) 336-7616 or email at:

CFD-Char-MeckEmergencyManagement@CityofCharlotte.onmicrosoft.com

3.16. Construction Stakes, Lines, And Grades

Construction stakes, lines and grades will be provided by the City in accordance with Section 105-9 of the North Carolina Department of Transportation (NCDOT) Standard Specifications. Surveying will be provided by the City in accordance with the current “Surveying Field Procedures Manual” of the Department of General Services.

The Contractor shall request all staking at least Forty-Eight (48) hours in advance of the time that the staking will be required. The Contractor shall be held responsible for the preservation of all stakes and marks, and, if any of the construction stakes or marks have been carelessly or willfully destroyed or disturbed by the Contractor, the cost of replacing them ($100.00 per hour) will be charged and will be deducted from the payment for the work.

3.17. Storage Of Materials and Equipment

The Contractor shall be responsible for locating and providing storage areas for construction materials and equipment. The material and equipment storage shall comply with all local and state ordinances throughout the construction period. The Contractor shall restore the storage area to its original condition upon completion of the Project or upon such time as directed by the Engineer. Such restoration shall be at no additional cost to the City.

The Contractor shall be responsible for the safeguarding of materials and equipment against fire, theft and vandalism and shall not hold the City responsible in any way for the occurrences of same. The Contractor shall furnish and erect, at no additional cost, whatever works may be necessary for the protection of the public, including but not limited to barricades, fences, etc. Prior to final payment being made, the Contractor shall obtain a release from the property owner of the storage area utilized for the Project.

3.18. Property And Plant Protection And/or Replacement

The Contractor will be held responsible for all property and plant damage, including negligence in the course of performing the work.