City Hall and Justice Center Grounds Maintenance Services

The City of Westerville, located in Delaware County, Ohio, is seeking comprehensive grounds maintenance services for its City Hall Complex and Justice Center through a Request for Quotations (RFQ). The procurement covers all labor, materials, supervision, and expertise required for high-touch grounds maintenance, including specific services such as weed control, bed cleanup, mulching, shrub maintenance, and litter removal at two municipal facilities. The initial contract period spans one year from January 1, 2026, through December 31, 2026, with potential renewal options for up to four additional one-year periods contingent upon satisfactory performance and City Council funding. Quotations are due electronically by 5:00 p.m. local time on December 3, 2025, through the City's Bonfire Procurement Portal. A non-mandatory pre-quotation conference is scheduled for November 19, 2025, at 11:00 a.m., with the question-and-answer period closing at 5:00 p.m. on November 21, 2025. Quoters must submit pricing on a provided Price Form with separate line items for City Hall and the Justice Center, quoted on a cost-per-season basis, and all quotations must remain valid for 60 days following the closing date.

The RFQ does not specify any specific set-aside designations or restrictions on responding organizations. Quoters must provide an Experience Record demonstrating prior grounds maintenance experience, including a minimum of three references. The successful contractor will be required to maintain Liability and Property Damage Insurance with minimum coverage of $1,000,000 per person and $2,000,000 per accident for bodily injury, plus $1,000,000 per accident and $2,000,000 for all accidents for property damage. While no specific budget range is provided, the contract allows for monthly billing upon completion and inspection by the Facilities Maintenance Manager. Contractors may request rate adjustments no more than once per year based on unusual changes in operational costs, subject to mutual agreement with the City. Work will be performed between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding state and federal holidays, with maintenance operations dependent on growing conditions and City direction. Materials used in the project will be purchased free of Ohio state sales tax, and the contractor must withhold all applicable City income taxes for employees and subcontractors.