Annual substation landscape maintenance

The City of Lakeland, Florida is requesting proposals for annual substation landscape maintenance services for Lakeland Electric, with proposals due September 28, 2026 at 3:30 p.m., and a written-question deadline of September 21, 2026 at 5:00 p.m.

The scope encompasses basic landscape maintenance—mowing, edging, weeding, tree pruning, trash removal, sweeping—at approximately 30 Lakeland Electric facilities across 24 identified substations ranging from 0.03 to 8.06 acres in Lakeland city limits and surrounding Polk County. Mowing frequency varies seasonally: one cut monthly January through March, two cuts monthly April, May, November, and December, and three cuts every nine days June through October. Contractors must employ skilled personnel, maintain a Quality Control Representative accessible within two hours, respond to the Contract Administrator within two hours for service requests, and comply with OSHA, NEC, ANSI Z133, and ISA pruning standards. All work must be performed during daylight hours Monday through Friday 7:00 a.m. to 7:00 p.m. (EDT) or 7:00 a.m. to 5:00 p.m. (EST), and Saturday 8:00 a.m. to 7:00 p.m. (EDT) or 8:00 a.m. to 5:00 p.m. (EST), with minimum crew sizes of two employees per site. Pricing shall be submitted on a unit cost per substation basis; no separate charges for truck fees, trip fees, fuel adjustments, or travel costs are permitted. Contractors must provide proof of required equipment—riding mowers, string trimmers, edgers, hedge trimmers, blowers, and chain saws—prior to award.

The contract is one year with options for four additional one-year renewals upon mutual consent. Evaluation criteria are weighted equally at 25 points each: cost (lowest bid receives full points, with diminishing points for higher bids), experience (prioritizing Lakeland Electric work, specific substation experience, and electrical utility experience), company equipment availability, and length of business operations in central Florida (preference for vendors with more than 15 years). Local vendor preference is available for businesses meeting established criteria within Lakeland Electric's service territory.

Proposers must submit completed W-9, notarized Hold Harmless Indemnification Agreement, notarized Human Trafficking Affidavit, proof of drug-free workplace certification, three professional references, and Florida business registration documentation. Certificates of insurance must include $1,000,000 commercial general liability, business automobile liability, excess liability, and contractors pollution liability or environmental impairment liability coverage. Proposals remain valid for 60 days from opening. The City reserves the right to reject any or all proposals and award to one or more respondents based on best value.