Annual Grounds Maintenance

The City of Carmel Utilities Department in Hamilton County, Indiana, is issuing a Request for Quotes (RFQ) for Annual Grounds Maintenance services covering 24 water operations facilities throughout Carmel. The procurement seeks sealed quotes due by 9:00 am local time on Wednesday, March 18, 2026, submitted electronically through the City's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin, with public quote opening scheduled for 10:00 am the same day at Carmel City Hall. The scope of work includes weekly mowing and trimming at 3-inch height during the growing season (approximately March through October), edging of concrete surfaces at least twice during the growing season, shrub pruning at specified locations in April and October, and fall cleanup including mulching of leaves and debris at multiple facilities including Water Treatment Plants, Pumping Stations, Production Wells, and the 111th Easement. Quoters must provide fixed pricing for each facility, specify designated service days, indicate approximate crew size, and detail procedures for service coverage during adverse weather or staffing issues. Required submissions include an Insurance Certificate, W-9 Form with payment remittance information, three professional references, E-Verify affidavits, notarized non-collusion affidavits, and monthly invoicing procedures broken down by location and service type. An in-person property evaluation is scheduled for March 6, 2026, at 1:00 pm with Ian Keesling, and questions must be submitted by 4:00 pm on Friday, March 13, 2026. The contract will be awarded to the lowest responsive and responsible quoter, with quotes remaining valid and irrevocable for 60 days following the submission deadline, and the apparent successful quoter must sign all necessary contract documents within five business days of award notification.

The solicitation does not identify any specific set-asides for disadvantaged enterprises or restrictions on organizational types eligible to respond. No incumbent contractor information is provided in the available documentation. Vendors must comply with Indiana E-Verify requirements, debarment and suspension certifications, nondiscrimination laws, Iran investment certifications, and vendor registration with the City's Finance Department for contract award eligibility. The contract will be structured as a Goods and Services Agreement incorporating the sample terms provided, with payment required within thirty-five days of invoice receipt subject to compliance with the Indiana Prompt Payment Statute. Work may be coordinated with the Utility to occur outside normal business hours (Monday-Friday, 7:30 am-4:00 pm), with access keys provided as needed, and contractors must comply with fueling restrictions in well areas and require employees to wear company apparel with applicable safety equipment. No specific budget or award value is identified in the solicitation documents, with pricing to be determined based on quoters' fixed-price proposals for each facility location.