Water Resources

Request for Proposal #: 320-210926TW

FY27 Utility Right of Way Mowing (Bush Hog) Contract

Date of Issue: 10/02/2026

Proposal Opening Date: 10/29/2026

At 2:30 PM ET

Direct all inquiries concerning this RFP To:

Tracy Winfield

Purchasing Associate II

Email: tracy.winfield@rockymountnc.gov

Phone: (252) 972-1229 mailto:tracy.winfield@rockymountnc.gov

Request for Proposal # 320-210926TW

For purchasing division processing, please provide your company’s Federal Employer Identification

Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina

General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

“All bidders are hereby notified that they must have the proper license as required under the North Carolina laws. All prospective contractors shall be responsible for complying with state law and local ordinances.”

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts;

or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or from any person seeking to do business with the City. By execution of this response to the RFP, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED.

Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM

#12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF

VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFP to:

Tracy Winfield

Purchasing Associate II

Request for Proposal # 320-210926TW

Proposals will be due: 10/29/2026 2:30 pm

Contract Type: Service

City Of Rocky Mount

Water Resources

Proposal Number: 320-210926TW Vendor: __________________________________________

CONTENTS

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.3 RFP SCHEDULE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 AUTHORIZED SIGNATURE REQUIREMENT

2.7 PROPOSAL CONTENTS

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 CONTRACT TERM

4.2 PRICING

4.3 INVOICES

4.4 VENDOR EXPERIENCE

4.5 REFERENCES

4.6 VENDOR’S REPRESENTATIONS

5.0 SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

5.2 PROJECT ORGANIZATION

5.3 ACCEPTANCE OF WORK

5.4 LIQUIDATED DAMAGES

5.5 TRANSITION ASSISTANCE

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 DISPUTE RESOLUTION

6.3 CONTRACT CHANGES

6.4 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT D: BUSH HOG, MOWING AREAS

1.0 PURPOSE AND BACKGROUND

The City of Rocky Mount Water and Sewer Division is seeking a company to provide “Bush Hog” services for right of ways according to the following specification requirements. The company chosen to provide the services must have safe and operable equipment suitable for performing these requirements in a safe and productive manner. Should the

City identify any equipment as being unsafe, the contractor will be ordered to stop using the equipment and will be given a set timeframe to replace it with safe equipment. Failure to do so will result in forfeiture of the contract.

Bush Hog defined: The act of cutting or mowing vegetation with a clean cut. Cutting the complete area designated as right of way, from tree line to tree line. Includes trimming around manholes, fire hydrants, valves, and valve signs;

report any damages found during operations; cut and trim each section completely before requesting it to be inspected. Wet conditions will not relieve low bidder from any part of contract areas – all areas to be mowed to specification no matter what condition. Photocopies of aerial maps for the locations will be made available at the Urged and Caution site visit or upon vendor request thereafter.

In section: Each numbered section shall be inspected as a separate and whole item. The contractor must complete both the cutting and trimming of each section before moving to the next section. A request for inspection must be given promptly within two (2) working days, forty-eight (48) hours of completion of each section. The request may include one or more sections. Failure to request the inspection within the specified time frame may result in the company not being paid.

These terms are to ensure that work is in accordance with City of Rocky Mount standards and specifications and will minimize the growth of vegetation between the “right of way inspection” and the bush hog cutting.” Areas need to be checked as soon as possible after cutting is finished.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If the City determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer.

By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

Contact anyone working for or with the City regarding this RFP other than the City Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the

City’s election.

2.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP City Friday 10/2/2026

Urged and Cautioned Pre-Bid Meeting Vendors Tuesday 10/13/2026 10:00 am

Submit Written Questions Vendor Wednesday 10/14/2026 5:00 pm

Provide Response To Questions City Tuesday 10/20/2026 5:00 pm

Submit Proposals Vendor Thursday 10/29/2026 2:30 pm

Urged and Cautioned Pre-Bid Meeting

Date: October 13, 2026

Time: 10:00 am Eastern Time Contact #: (252) 972-1229

Instructions: Vendor representatives are URGED and CAUTIONED to attend this event and apprise themselves of the conditions and requirements that will affect the performance of the work called for by this Invitation for Bid. A non-mandatory pre-bid meeting is scheduled for 10:00 am, Eastern Time at 331 S Franklin St., 4th floor, Purchasing Conference Area, Rocky Mount, NC 27804 on Tuesday, October 13, 2026. Submission of a bid shall constitute conclusive evidence of Vendor’s understanding of the purpose and significance of this event, and no allowance will be made for unreported conditions that a prudent Vendor would recognize as affecting the performance of the work called for in this bid. This conference is the only occasion on which this information shall be made available.

Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Invitation for Bid, must be confirmed by written addendum before it can be considered as a part of this bid.

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Written questions shall be emailed to Tracy.winfield@rockymountnc.gov by the date and time specified above.

Vendors should enter “RFP # 320-190926TW: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page https://www.rockymountnc.gov/Bids.aspx, and the North Carolina Department of Administration website https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other mailto:Alicia.Gaines@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/ delivery service. It is the Vendor’s sole responsibility to ensure its proposal has been submitted to this Office by the specified time and date of opening. The time and date of submission will be marked on each proposal when received.

Any proposal submitted after the proposal deadline will be rejected. For hand delivered bids please note that the

Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building accompanied with a City employee.

MAILING ADDRESS FOR DELIVERY OF

PROPOSAL VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, HAND DELIVERY,

OVERNIGHT DELIVERY OR BY ANY OTHER

CARRIER

PROPOSAL NUMBER: 320-210926TW

Attn: Tracy Winfield, Purchasing Associate II

City of Rocky Mount

PO BOX 1180

Rocky Mount, NC 27802

PROPOSAL NUMBER: 320-210926TW

Attn: Tracy Winfield, Purchasing Associate II

City of Rocky Mount

331 S. Franklin Street

Rocky Mount, NC 27804

For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the City’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the department ’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine or telephone in response to this RFP shall NOT be accepted.

a) Vendors shall deliver either one (1) signed electronic emailed copy to tracy.winfield@rockymountnc.gov response or, one (1) signed original executed proposal to the address identified in the table above.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown on the table above. If Vendor submits more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional information, clarifications, or exceptions must be provided on a separate sheet of paper and clearly referenced in the proposal. Failure to comply with this requirement may result in disqualification of the proposal.

2.6 AUTHORIZED SIGNATURE REQUIREMENT

All proposals, bids, or other offers must be signed by an individual authorized to bind the firm contractually. The City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in disqualification of the offer or rejection of the contract executed.

2.7 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items, and those attachments should be arranged in the following order:

a) Cover Letter

b) Title Page: Include the company name, address, phone number and authorized representative along with the

Proposal Number.

mailto:alicia.gaines@rockymountnc.gov

c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned).

d) Completed version of ATTACHMENT A: PRICING

e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS

f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

g) ATTACHMENT D: BUSH HOG, MOWING AREAS

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.

• CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Vendors to identify and contract with that Vendor providing the greatest benefit to the City and who will administer this contract for the City.

b) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.

c) RFP: Request for Proposal

d) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor fulfill the requirements and specifications of this solicitation.

• VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

3.0 METHOD OF AWARD

3.1 METHOD OF AWARD

Pursuant to North Carolina General Statutes Section 143-131, “award shall be made to the lowest responsible, responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the performance of the contract.”

While the intent of this RFP is to award a Contract(s) to single Vendor, the City reserves the right to make separate awards to different Vendors for one or more-line items, to not award one or more-line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the City to do so.

The City reserves the right to waive any minor informality or technicality in proposals received.

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.

An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-

PDF

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each

Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department , issuing department , other government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF of the City would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and

“requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this

RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 CONTRACT TERM

The Contract shall have an initial term of one (1) year. At the end of the contract’s initial term, the City shall have the option to renew the Contract for up to two (2) additional one-year terms, subject to the mutual agreement of both parties.

4.2 PRICING

Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and include in Proposal.

4.3 INVOICES

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work is performed.

b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable

PO BOX 1180

Rocky Mount, NC 27802 Or acctpayable@rockymountnc.gov

c) Payment amounts will be made on a NET 30-day pay period upon submission of an invoice and appropriate pick tickets to support such invoices.

mailto:acctpayable@rockymountnc.gov

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the City of Rocky Mount. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

Must have both a North Carolina Registered Landscape contractor’s license and a NC Commercial

Pesticide Applicators license.

4.5 REFERENCES

Vendors shall provide at least three (3) references for which your company has provided Services of similar size and scope to that proposed herein. The City may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the proposal.

COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

Optional: City of Rocky

Mount

4.6 VENDOR’S REPRESENTATIONS

a) Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter into any agreement with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder.

Vendor will retain executive representation for functional and technical expertise as needed to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies, and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

SEE ATTACHMENT D: BUSH HOG, MOWING AREAS

Insurance: Before award of the contract the company that is considered, as the lowest responsible bidder will be responsible for providing a “Certificate of Insurance” before award of the contract is made.

References: All companies responding with a bid are responsible for providing three (3) references from companies they provide or have provided bush hog services for. The information is to include the company name, contact person’s name and the telephone number.

Contract Term: The contract term will be from the date of award through June 2028. The City reserves the right to extend this contract if both parties agree and there are no price increases.

*Please note that the cutting periods listed below are the regular scheduled cutting periods from this contract and the cuttings would be performed according to this schedule. One cut for 2027-2028 cutting season.

5.2 PROJECT ORGANIZATION

Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this

RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work.

5.3 ACCEPTANCE OF WORK

In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the City shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the City shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable of the work or deliverable.

Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the City may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial

Code as adopted in North Carolina.

5.4 LIQUIDATED DAMAGES

The parties agree that calculation of actual damages resulting from failure to meet the following performance standards is extremely difficult, if not impossible, to calculate accurately, and the parties also agree that the compensation identified for such failures are a reasonable estimate of damages resulting from a failure to meet the performance standard described.

Notwithstanding any other provision herein, liquidated damages shall not be subject to a limitation on damages or limit of liability for damages that otherwise may be applicable to recoverable damages.

5.5 TRANSITION ASSISTANCE

If this Contract is not renewed at the end of this term, or is canceled prior to its expiration, for any reason, Vendor shall provide, at the option of the City, up to 3 months after such end date all such reasonable transition assistance requested by the City, to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the City or its designees. If the City exercises this option, the

Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of this Contract

(notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The City shall pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized.

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

The Vendor shall designate and make available to the City a project manager. The project manager shall be the City’s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service.

6.2 DISPUTE RESOLUTION

The parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to the City’s Contract Lead for resolution. A claim by the City shall be submitted in writing to the Vendor’s

Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this

Contract, or at law. This term shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.3 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the City and Vendor.

6.4 CITY’S RIGHTS AND OPTIONS

The City reserves the following rights, which may be exercised at the City’s sole discretion:

• To supplement, amend, substitute or otherwise modify this RFP at any time;

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

• 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;

• To issue additional requests for information;

• To require one or more Service Providers to supplement, clarify or provide additional information for the City to evaluate the s submitted;

• To conduct investigations with respect to the qualifications and experience of each Service Provider;

• To waive any defect or irregularity in any received;

• To reject any or all s;

• To share the s with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

• To award all, none, or any part of the Services that is in the best interest of the City, with one or more of the Service Providers responding, which may be done with or without re-solicitation.

• To discuss and negotiate with selected Service Provider(s) any terms and conditions in the s including but not limited to financial terms; and

• To enter into any Contract deemed by the City to be in the best interest of the City, with one or more of the Service Providers responding

ATTACHMENT A: PRICING

The bidder, proposes and agrees if this proposal is accepted to contract with the City of Rocky Mount for the furnishing of all materials, equipment, and labor necessary to complete the work described in these documents in full and complete in accordance with the scope of work, and to the full and entire satisfaction of the City of Rocky Mount for the sum of:

ITEM DESCRIPTION COST

1st Cut Begin Oct 15th and Complete Dec 1st $

2nd Cut Begin May 15th and Complete June 15th $

TOTAL BID PRICE $

Company Name (please print) Signature

Telephone Number Date

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

Review Terms and Conditions: General at https://www.rockymountnc.gov/316/Vendor-Registration Terms and conditions on the vendor webpage that do not apply to this bid: Federal UG Terms, FEMA Contract Provisions, Sample Contract Terms.

Check here to indicate that you have read and agree to the City of Rocky Mount General Terms & Conditions.

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

HISTORICALLY UNDERUTILIZED BUSINESSES

Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.

Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the City invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this IFB.

Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807-2330. The Vendor shall respond to questions 1 and 2 below.

a) Is Vendor a Historically Underutilized Business? Yes No

b) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No

If so, state HUB classification: ________________________________________________________________

VENDOR REGISTRATION

New vendors must complete a vendor registration form using the link below. If you are a current vendor that has not completed the online vendor registration, also complete the form. Once registration is complete email a copy of your W9, an E-Verify Affidavit, to the contact person listed on the coversheet.

https://www.rockymountnc.gov/316/Vendor-Registration http://ncadmin.nc.gov/businesses/hub http://ncadmin.nc.gov/businesses/hub

ATTACHMENT D: BUSH HOG, MOWING AREAS

ROW # AREA FEET

116 Goldrock 1,047

31 Goldrock 11,290

1 Goldrock 9,436

1 Belmont Lake 4,597

42 Belmont Lake 1,438

1 Belmont Lake 1,739

43 Belmont Lake 710

44 Belmont Lake 490

45 Belmont Lake 216

1 Belmont Lake 2,053

46 Belmont Lake 1,586

1 Belmont Lake 3,809

30 Belmont Lake 1,676

1 Old Battleboro Rd 3,690

47 Battleboro 6,753

1 Old Battleboro Rd 9,865

1 Seven Bridges Rd To WWTP 6,645

48 N Wesleyan Blvd To 97 Screw Pumps 8,490

3 Alabaster Way Area 787

3 Alabaster Way To N Wesleyan Blvd 4,727

2 N Wesleyan Blvd To RR Tracks 650

112 Beside 3030 N Church St 395

4 Fenner Rd To N Wesleyan Blvd 3,824

49 Tangle Wood Rd To Fenner Rd 4,559

50 Grayson Rd To Trailer Park 1,291

5 Browning Ln To Grayson Rd 860

51 Mashie Ln To Grayson Rd 897

6 Beaver Pond Area 2,166

53 Freer Dr To #6 ROW 542

52 Beaver Pond Area 1,357

64 Stoneridge Ln 476

65 Katherine Trl 292

6 Goldrock Rd To Jeffreys Rd 2,498

54 Freer Dr To #6 ROW 1,232

6 Jeffreys Rd To Eagles Ter 3,278

55 Jeffreys Ct To #6 ROW 486

56 Brassie Club To #6 ROW 383

57 Shamrock To #6 ROW 375

58 Shamrock To #6 ROW 556

59 Sedgefield 1,136

60 Old Barn Rd 679

61 Falls Rd Church To Peele Rd 4,534

61 Peele Rd To Foxhall Dr 2,317

62 Jasmine Dr To Benvenue Rd 325

35 Parkridge Rd To Bridgewood Rd 3,403

110 1730 Northern Blvd 811

111 Country Club & Benvenue Rd 372

35 Bridgewood Rd To Raper Dr 1,551

40 Noell Ln 1,518

113 Kirby Dr 692

9 Whispering Pines Dr To Jeffreys Rd 1,375

9 Jeffreys Rd To N Wesleyan Blvd 1,457

63 N Wesleyan Blvd 141

9 Success Ct 1,024

9 Behind 900 Benvenue Rd 185

9 Behind 416 Barnum Rd 928

9 Battle Park Ln 356

32 N Winstead Ave To Nicodemus Mile 2,335

32 N Winstead Ave To Nicodemus Mile 2,232

32 N Winstead Ave To Nicodemus Mile 1,108

32 Nicodemus Mile To Oak Bend Rd 760

29 Douglas St To #32 ROW 511

41 Rosebud To Wellspring Dr 2,346

11 N. Old Carriage To # 68 5,581

66 Green Hills To # 11 2,974

67 1741 Green Meadow Ln To # 11 1,180

68 Green Forest To # 11 1,987

11 From #68 To I 95 6,009

69 Bessie Ln To #11 930

70 Cassie Ct To #69 617

11 I 95 To N. Halifax Rd 3,746

11 N Halifax Rd To US64 3,001

71 English Rd To #11 1,972

11 US64 To Edgewater Dr 2,104

74 Edgewater Dr To Parking Lot 292

11 Edgewater To Winstead Ave 1,879

72 Edgewater To Hospital 603

73 From #72 To Parking Lot 366

75 Edgewater Dr To Parking Lot 131

11 Edgewater To Winstead Ave 2,697

76 Creekside Dr To #11 197

77 Executive Dr To Creekside Dr 977

77 Executive Dr To Winstead Ave 705

78 Medpark Dr To Executive Dr 402

79 English Rd To #80 747

80 Enterprise Dr To Irene Ln 1,380

81 Shearin Andrew Rd To US64 (Water) 976

82 Delane Dr To Alexander Dr 630

115 Harrison Dr 1,132

13 From Pepsie Plant To N Halifax Rd 1,637

83 N Halifax Rd To US 64 (Water Line) 566

13 From 3197 To 3183 Abby Rd 636

13 End Of Abby Rd To Creek 817

14 Freight Rd To Sunshine Dr 1,504

84 Banner Way To Stanley Park Dr 1,682

15 S. Halifax Rd To Rr Track 2,047

15 RR Track To Kingswood Dr. 1,065

15 Kingswood Dr To Ketchpoint Dr 1,942

85 S. Halifax Rd To Michael Scott Dr. 5,670

85 Michael Scott To #86 1,109

86 Bethlehem Rd To #85 1,123

85 Beechwood Dr To Maple Creek Dr 3,102

85 Maple Creek Dr To Old Mill Rd 2956

87 Wellington Dr To #85 344

17 Winstead Ave To Avondale Ave 1,230

88 Winstead Elem. Sch. To #17 1,643

17 Sheffield Dr To 1000 Ridge Meadow 930

89 Mockingbird Ln To Creek 337

12 Mansill Dr To 3139 Greenfield Dr 1,846

11 Behind 3220 Zebulon Rd 258

11 Zebulon Rd To Buck Leonard Blvd 1,364

11 Buck Leonard Blvd To Country Club Rd 1,196

90 Country Club To #11 923

11 Country Club To Lowes 2,139

91 Country Club To #11 1,302

11 US 301 To Tar River 3,497

21 Stone Rose Dr To #11 2,369

92 Falling River Walk To US64 3,460

93 Falling River Walk To 1220 Tavern Ln 2,769

93 Falls Rd To N Church St 4,807

93 N Church St To Atlantic Ave 1,122

93 Atlantic Ave To US64 2,081

93 US64 To Big Ditch 3,830

93 US64 To Big Ditch 4,660

93 Big Ditch To 97 Screw Pumps 1,545

114 Leggett Rd 2 ROW 2,597

99 NC97 To Back Of WWTP 6,704

94 Elm St To Melton Dr (Water Line) 1,560

26 Melton Dr To Rocky Mount Mills 1,655

27 Falls Rd To Columbia Ave 459

28 W Grand Ave To N Church St 1,179

28 W Grand Ave To Riverside Dr 2,012

95 Tar River To City Lake 1,699

95 N Taylor St To Tar River 2,258

37 Westover Ct 634

107 Edwards St To Evergreen Rd 402

96 Wildwood Ave 744

18 Clancy Ct 665

18 West Mount Dr To Webbs Lift Station 1,591

18 West Mount Dr To Webbs Lift Station 1,088

97 Webbs Lift Station Going Up 301 1,682

98 West Mount Dr To 301 (Water Line) 603

34 Weathervane To Bethlehem Rd 1,694

34 Bethlehem Rd To 301 1,137

19 W Raleigh Blvd To Azalea St 1,690

19 W Raleigh Blvd To Azalea St 2,150

100 E NC 97 To Belair Pump Station 2,339

101 S Wesleyan Blvd To Sharps Pump Station 337

22 Thorne Rd To Gas Line ROW 776

22 Gas Line ROW To Sutton Rd 2,203

22 Sutton Rd To Old Wilson Rd 4,559

22 Old Wilson Rd To Creek 476

102 Cambridge Cir To Creek/Johnson To Creek 448

103 Sutton Rd To Vance St 2,050

103 Vance St To Pender St 1,518

24 Ashland Ave To Fence 215

24 Dreaver St To Rosewood Ave 856

39 Rosewood Ave To Lynne Ave 1,131

39 Rosewood Ave To Meadowbrook Rd 2,394

23 Vernon Rd To Edgecombe Meadows Dr 939

38 Courtland Ave To Dreaver St 1,365

117 Behind 212 S Fairview Rd 212

104 E Raleigh Blvd To Back Of Apartments 705

109 Wake St To N Fairview Rd 1,152

105 From Park To E Grand Ave 1,177

105 E Grand To Graveyard 958

105 E Grand To Graveyard 1,286

106 Springbrook Dr To E Virginia St 1,034

108 Airport Rd To N Church St 143

Behind 81 Belmont Lake Dr. 1,171

117 Mosley Ct. To N Church St. On Powerline 1,072

Total Feet 316,699