- Documents
- Grounds_Maintenance_for_City_Easements,_Right-of-Ways_and_Brick_Streets.pdf, A - Exhibit_1_-_Contract_RFP26-0503, B - Exhibit_2_-_Work_Report_Sheet__RFP26-0503, C - Exhibit_3_-_Maps_&_Locations_RFP26-0503, D - Exhibit_4_-_Maps_RFP26-0503
- Numeric Id
- 290298
- Document Text
- Post Information
Posted At:
Wed, Oct 21, 2026 3:00 PM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. INTRODUCTION
1.1. Summary
The City of Orlando’s Procurement and Contracts Division, is soliciting proposals from interested and qualified Proposers to provide all aspects of ground maintenance services for City Easements, Right of Ways, and Brick Streets. This shall include but not be limited to mowing, blowing, trimming, litter removal, landscape maintenance, roadside herbicide spraying, pruning, trash and debris removal, clipping, and fence line trimming.
Site locations for the performance of the Work are listed herein, and these sites must be accepted by the Contractor as being in an “as is condition” at the time of contract execution.
All work shall be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m., Local Time, City of Orlando.
The City of Orlando’s Holidays are:
New Year’s Day
Martin Luther King Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
1.2. Background
The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate 4, Florida Turnpike, East/West Expressway and the Beach Line Expressway.
1.3. Contact Information
Direct inquiries to the following:
Javarie McDonald, CPP
Purchasing Agent II
400 S Orange Avenue
Procurement and Contract Division 4th Floor
Orlando, FL 32801
Email: javarie.mcdonald@orlando.gov
Phone: (407) 246-2364
Department:
Streets and Stormwater
1.4. Timeline
The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and Contracts Division or designee, at their sole discretion. If the Procurement and Contracts Division determines that it is necessary to change these dates or times prior to the Proposal due date, the change will be announced via an addendum.
Release Project Date:
October 21, 2026
Pre-Proposal Meeting (Non-Mandatory):
November 3, 2026, 1:00pm
JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE.
Online: https://teams.microsoft.com/meet/233477553934174?p=TzKpMpVoVS9777dCHF
Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568
Once dialed-in and prompted, enter the Conference ID: 233 477 553 934 174
Question Submission Deadline:
November 10, 2026, 5:00pm
Proposal Submission Deadline:
November 23, 2026, 2:00pm
JOIN THE VIRTUAL PROPOSAL OPENING.
Online: https://teams.microsoft.com/meet/231550381353733?p=zyGHKMLNHKO6YIj2YB
Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568
Once dialed-in and prompted, enter the Conference ID: 231 550 381 353 733
2. REQUEST FOR PROPOSALS INFORMATION
The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:
There are currently two Internet sites available to obtain RFP Selection Committee rankings, Notice of Intended Action for award and other information:
The City of Orlando Procurement and Contracts Division’s Website: http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.
Direct link to the City's e-Procurement Portal: https://procurement.opengov.com/portal/orlando.
You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:
City of Orlando
Procurement and Contracts Division
400 South Orange Avenue, Fourth Floor
Orlando, Florida 32801
You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.
We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.
3. TERM OF CONTRACT
It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of seventy-two (72) months.
4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS
4.1. SCOPE OF SERVICES
The Contractor shall furnish all labor, materials, equipment, tools, transportation, and supplies; provide removal of litter and debris, pay for all tolls, and pay all related disposal fees to complete the work activities specified in this section. The Contractor shall be responsible for mowing, blowing, trimming, string trimming, landscape maintenance, roadside herbicide spraying, pruning, trash and debris removal, clipping, and fence line trimming.
GENERAL
All work shall be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m.
A mowing schedule shall include a plan to conduct the work, maintain equipment, staff and train the work crew, prior work experience, and detailed personnel and equipment listing necessary to complete the work described herein.
Trimming to ensure a neat all around appearance is a requirement of the Contract. This includes, but is not limited to, trimming along and under fencing, under and around guardrails and signposts, and around bushes and trees.
Any damage caused by the Contractor, including but not limited to trunk damage to trees or bushes, gouges or cuts in signposts and damage to the integrity of ditch or bridge banks during the Contractor’s performance of the Work, is the sole responsibility of the Contractor.
No additional fees may be charged for cleanup and/or related disposal fees or catch up of the cycle sequence.
There may be times that access is limited due to the City scheduled events. Contractor shall work with the City staff to during these times.
4.2. Boundaries
The markers, fences or utility poles, and established mowing contours set the general boundary of the grassed areas to be mowed from which litter shall be removed. The City or designee will set the exact boundary for each area. See EXHIBIT “3” – LOCATIONS and EXHIBIT "4" - MAPS.
The general boundary of the roadways to be sprayed, grassed areas to be mowed and which litter shall be removed include all right-of- way markers, fences, guardrails walls, or utility poles along majority of roadsides, within city limits, and as delineated on maps herein.
Exact boundary locations to be serviced by the Contractor will be determined by the Division Manager of Streets and Stormwater Division (herein after referred to as “City”) or Designee, and may be modified by the City at any time during the term of the contract.
The Contractor shall complete EXHIBIT “2” – Work Report Sheet and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for National Pollutant Discharge Elimination System (NPDES) compliance. The Work Report Sheets are a mandatory requirement, since they will become a part of a State of Florida report requirement for the City.
4.3. Required Cycles
The Contractor shall commence work within three (3) working days from scheduled start date and complete the assigned cycle within fifteen (15) calendar days from the assigned start date in accordance with the Service Schedules after being notified by the City or designee, to begin the cycle, unless otherwise agreed to by the City or designee, weather permitting.
4.4. Electronic Reporting Software (To Be Implemented)
The Streets and Stormwater Division is in the pilot phase of a new online Work Order System called Simplify i3. When the software becomes available for the Contractor, the Contractor will be given access. The System is cloud – based and will require an internet connection via a cell phone or tablet device. The Contractor will be required to complete Work Orders in the field for each mowing site as the work is performed, filling out details such as Start Time, Starting Coordinates, End Time, Ending Coordinates Notes (detailing any problem or observations), photos and any additional fields as needed.
4.5. Quantity and Frequency of Work
Quantity
The estimated quantity of work required will be determined using the Electronic Price Proposal, Exhibits, and the Scope of Services and technical requirements. It is the Contractor's responsibility to verify the quantity of work for each Cycle. The accuracy of the data and maps is not guaranteed. Verification of the accuracy is the Contractor’s responsibility. Any discrepancies or disagreements concerning quantities or boundaries shall be mutually resolved prior to beginning work in any area in question.
Frequency
The City or designee will determine when to begin each Task in a designated area.
The Contractor shall commence each assigned task within three (3) working days and complete all work within fifteen (15) calendar days after being notified by the City or designee, to begin the cycle, weather permitting.
The Contractor must provide, within five (5) working days prior to commencing of the work as specified by the City, to the City or designee, a written work schedule, for all site locations, to enable the City to establish a pre-agreed work schedule if it desires, and, to perform follow up inspections.
4.6. Mowing Schedules
Mowing Schedule
Cycle #
Date
Mow
Edge/Herb
Weeds
Shrubs
Liter Only
1
1/13/2026
X
2
2/10/2026
X
3
3/2/2026
X
X
4
3/30/2026
X
5
4/13/2026
X
X
X
X
6
5/4/2026
X
7
5/18/2026
X
X
X
X
8
6/1/2026
X
9
6/15/2026
X
X
X
10
6/29/2026
X
11
7/13/2026
X
X
X
X
12
7/27/2026
X
13
8/10/2026
X
X
14
8/24/2026
X
X
X
15
9/7/2026
X
X
16
9/21/2026
X
X
17
10/5/2026
X
X
18
10/19/2026
X
19
11/16/2026
X
X
20
12/14/2026
X
X
4.7. Equipment
The Proposer should have and maintain equipment and should include but not be limited to the following commercial mowing equipment: This list shall include a minimum of one (1) batwing mower; one (1) slope mower, two (2) mowers (zero turn radius) with a variety of deck sizes; one (1) commercial gas powered string trimmer; one (1) edger; one (1) backpack blower; and one (1) backpack sprayer for chemical application (weed control) and commercial sprayers etc. Proposer shall own or lease commercial equipment to provide grounds maintenance services as specified in these specifications and shall list all equipment on ATTACHMENT “L” – EQUIPMENT LIST.
All equipment shall be approved by the City or designee before it is placed in service. The equipment’s safety devices are to be properly maintained at all times while the equipment is in use. All equipment, when feasible, should display the Contractor’s name in a prominent and clearly legible manner, acceptable to the City or designee.
The equipment used by the Contractor must be in good repair and shall be maintained to produce a clean, sharp cut and uniform distribution of the cuttings at all times. The mowers shall be constructed so that the height of cut can be adjusted to a minimum of four (4) inches for flat areas, and one (1) inch for slope areas.
The Contractor shall furnish equipment of a type and quantity to perform the work in a safe and correct manner within the time specified herein. If, in the opinion of the Division Manager of Streets and Stormwater or designee, the Proposer has insufficient equipment to satisfactorily complete the work within the required time, the Contractor shall provide additional equipment as directed by the City or designee.
If the City or designee determines that the equipment is deficient in safety devices, the Contractor shall be immediately notified. The Contractor shall remove the equipment from service until the deficiency is corrected to the satisfaction of the City or designee.
Inspection and approval of the Contractor’s equipment by the City or designee shall not relieve the Contractor of responsibility or liability for injury to persons or damage to property caused by the operation of the equipment.
The City or designee may authorize the Contractor to use amber flashing lights on equipment. These lights shall be used only when required in the course of the work and shall not be used when traveling to and from the job site.
The company name as specified in the Contract and phone number should be visibly displayed on all vehicles and trailers. The company name and phone number shall be displayed in bold lettering High Visibility.
All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.
No supply vehicles shall enter the median for any purpose. No service vehicle shall enter the median except when necessary to repair or remove inoperable equipment.
Any equipment left overnight shall be parked as far from the travel way as possible. No equipment shall be parked in the median regardless of the width of the median. The City shall not be responsible for any damage, vandalism, or theft of any equipment left unattended.
All service and supply operations shall be conducted between the travel way and the right-of-way line and be at least thirty (30) feet from the travel way, right-of-way permitting.
4.8. Mowing and Trimming
Mow and string trim the grass or vegetation in roadside areas with conventional high production style mowing equipment. Tractor mounted bat wing or bush hog mowers cannot be used on St. Augustine turf. Mowing and trimming the difficult areas and sloped areas may require the use of specialized equipment. All ditches shall be mowed down to the water line and bottom shall be mowed when dry. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth, or all succulent weed growth. Mowing and trim work will be curbing to curb or fence lines, or along established mowing contours as designated by the City or designee. Fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, light poles, or other such obstacles to mowing, will be hand mowed or trimmed and string trimmed around as necessary within one (1) working days from mowing. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds. During each mowing cycle, all trees in the area being mowed will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.
All grass and vegetation shall be cut to a height of four (4) inches with a maximum tolerance of one-half inch (1/2"). Mowing areas of different widths shall relate to smooth flowing curve transitions. All cuttings shall be performed in such a manner to result in a strand of mowed grass or vegetation cut uniformly at a nominal Three-inch (3") height and with no streaks. The accumulation or the piling of cuttings will not be permitted. All rolled or piled grass clippings will be removed or raked down and spread on the turf thin enough as not to smother the turf. All grass clippings shall be blow off sidewalks back on to turf areas before leaving the work site at the end of the work day
The proper use of an herbicide approved by the City is authorized. All grass, weeds, vegetation and plant material growing in, on, along and around paved areas, bricked areas, sidewalks, ramps, curbs, divider walls, emergency lanes, guardrails, bridge embankments and under bridges, will be sprayed with an approved herbicide. Any plants or grasses higher than 6” will be cut down after spraying. The spraying of herbicides more than six (6) inches away from the herein specified items on roadside areas or more than three (3) inches away on slopes that are 3:1 or greater and along private property fence lines is prohibited unless authorized in writing by the City or designee.
Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.
Areas to be mowed will include, but are not limited to, canal/pond/ditch banks, inclines, slopes, and dry canal/ditch bottoms. Slope Mowing is generally limited to slopes greater or steeper than three-to-one (3:1) and are relatively inaccessible to the use of conventional mowing equipment.
The Contractor shall mow or trim the grassed or vegetated areas with either conventional high production style mowing equipment, small commercial mowers, and/ or string trimmers. The equipment used must be in good repair, with sharp blades of a proper size and type to accomplish the assigned work on schedule and not damage and/or rut the areas being maintained. Mowing and trimming the difficult portions of the work may require the use of specialized equipment. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth or all succulent weed growth.
Mowing and trim work will be along established mowing contours as designated by the City or designee. Fence lines, sign posts, guard rails, trees, plants, light poles or other such obstacles to mowing will be hand mowed or trimmed around as necessary. Proposer will be responsible for damage to trees caused by mowing and trimming equipment or herbicide applications.
Mowing and trimming the difficult portions of the work and sloped areas may require the use of specialized equipment. Vegetation to be mowed shall consist of all grass, part grass, and succulent or part succulent weed growth. Mowing and trim work will be along the established mowing contours as designated.
Mow and string trim the grass or vegetation in roadside areas with conventional high production style mowing equipment. Tractor mounted bat wing or bush hog mowers cannot be used on St. Augustine turf. Mowing and trimming the difficult areas and sloped areas may require the use of specialized equipment. All ditches shall be mowed down to the water line and bottom shall be mowed when dry. Vegetation to be mowed or trimmed shall consist of all grass, part grass, part succulent weed growth, or all succulent weed growth. Mowing and trim work will be curb to curb or fence lines, or along established mowing contours as designated by the City or designee. Fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, light poles, or other such obstacles to mowing, will be hand mowed or trimmed and string trimmed around as necessary within one (1) working days from mowing. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds. During each mowing cycle, all trees in the area being mowed will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.
Trimming shall be completed at each cycle for a neat appearance is required around all planting beds. The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks.
4.9. Trash and Debris Removal
The Contractor will be responsible for picking up all trash, debris, fallen tree, branches and other hindrances to the scheduled work prior to and upon completion of each mowing or litter only cycle:
Litter shall be removed by hand from right-of-way marker to right-of-way marker including paved, landscaped, and all non-mowed areas, to allow for a neat and clean appearance after completion. Litter removal will be accomplished just prior to mowing or trimming. All palm fronds, branches, and limbs smaller than ten feet long and four inches in diameter shall be removed by the Contractor prior to mowing or trimming. Litter is further defined as including, but not be limited to, rocks, glass, cans, bricks, dead animals, and pieces of concrete large enough to affect mowing operations. Any tree branches and limbs greater than ten (10) feet in length and four (4) inches in diameter will be moved, if possible, to complete mowing operations then reported to the City or designee for removal by the City.
When mowing or working extra litter cycles on the bike paths, the paved portions of the bike path shall have all sand, gravel, dirt, mud and leaves swept or blown off. Before sweeping or blowing off paved portions of bike path, all litter, broken glass and gravel larger than ½ inch shall be picked up. The Contractor shall remove graffiti using approved chemicals when possible. Paint with a matching color may be used when the surface is too rough or the surface will react with removal chemicals. Asphalt must be painted.
Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material.
Prior to mowing and or trimming, or when assigned to a litter only cycle, the Contractor is required to remove all litter and loose vegetation plus tree suckers below twelve feet, vines growing in and on fences, trees, palm fronds, fallen trees, and or fallen tree limbs up to 15 feet long and eight inches in diameter.
The Contractor will be responsible for picking up all trash, debris, fallen tree, branches etc. prior to and upon completion of each mowing or litter only cycle. Litter and debris includes the pickup, removal and disposal from the City property of any obstacle such as wood, signs, tires, cans etc.
It will also be the Contractor responsibility to remove any items such as bags of trash, newspapers, magazines, bottles, cans, rags, food containers, boxes, paper etc. which will be torn, ripped, scattered or further subdivide by the mowers, which will result in an objectionable appearance.
All litters and debris resulting from mowing, brush removal or scheduled maintenance will be cleaned up and removed from the property the same day work is accomplished. The material will then be hauled away, by the Contractor, for disposal off site at the Contractor's expense.
All trash and debris, including, but not be limited to, leaves, bottles, and paper, are to be removed from paved areas, parking lots, turf areas, tree and shrub beds, and trash receptacles. Replace all trash bags and liners at each cycle and wipe each trash receptacle to insure a clean and sanitary appearance.
During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ sites and shall be recorded in Gallon size bags and or Cubic yards.
Contractor must report larger trees and limbs to City or designee from all areas within the designated maintenance areas including all turf, landscaped, wet and water areas out to 25 feet from the shoreline or bank, paved and or concreted areas. Litter is defined as all paper, glass, plastic, bottles, cans, wire, metal, pieces of concrete or asphalt, rocks, cigarette butts, tires, or like material, etc.
After mowing and trimming all cuttings and debris caused from maintenance, the remaining trash, limbs, litter, and all foreign objects, shall be collected and removed from the site by the Proposer whether in the water (out to a minimum of twenty-five (25) feet from the banks of ditches, basins and lake shores) or on dry land. Cuttings shall be directed away from landscape beds, waterways, ditches, roads, sidewalks etc.
During each maintenance cycle, the Contractor is to report the amount of litter and debris from each locations/ site and shall be recorded in Gallon size bags and or Cubic yards. The Contractor shall note such on the EXHIBIT “2” – Work Report Sheet the amount of litter and debris that was removed from each site/ location that must be turned in at the completion of each work cycle.
4.10. Weeding
All plant beds shall have all weeds and trash removed to maintain the landscape in an attractive condition. The Contractor can use an approved herbicide or pre-emergent in accordance with manufacturer's specifications in lieu of hand weeding, except hand weeding shall be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance or result in damage to non-targeted plants as determined by the City or designee.
All areas, including tree rings, beds around signs, sidewalks, curbs and buildings, shall be kept weed free by hand pulling except when and where chemicals are authorized.
4.11. Edging
The Contractor shall perform edging of all roadways, pavement, buildings, tree rings, signs, fences, curbs, and walks. Sidewalk, bike paths, curbs, landscape bed and tree well edging, sidewalks, bike paths, curbs, landscape beds, and tree wells shall be edged using wheeled or stinger edger. String edger cannot be used. All debris must be removed from sidewalks, bike paths, and parkways at the end of each workday.
4.12. Tree and Sod Maintenance
Maintenance and Pruning of Newly Planted Landscaped Plantings, and Tree
Eliminate all bracing and tree supports as soon as plants become self-supporting. Tree supports that must remain should be kept in good repair and functioning always with the trees fully protected.
Side shoots or branches may be “headed back” but are to be left on and encouraged on all thin or spindly tree trunks and on all trees still needing bracing or staking. This is to encourage more rapid trunk growth and natural strengthening.
Pruning shall be provided to encourage a healthy natural growth pattern for each specific variety. All pruning shall be towards developing the eventual and future branching structure. All pruning shall be done according to accepted practices and standards.
Any signs of disease, pests, unusual hazards, etc., shall be reported to the City or designee and immediate action should be taken to stop or contain spread of infected areas.
Well Established and Older Trees
Performance shall be no less than the following:
All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to insure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas. Pruning shall be done to keep plants clear of all vehicular doors and windows. During each mowing or litter cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground.
Any signs of disease, pests, unusual hazards, etc., shall be reported to the City or designee and immediate action should be taken to stop or contain spread of infected areas.
Tree rings shall be maintained for all trees at a minimum of eighteen inches (18”) from the base of the tree.
C. Replacement of Plantings and Sod
The Contractor at no expense to the City shall replace when the City or designee determines that plantings have died because of the Contractor’s neglect, such plantings.
Plantings dying for reasons not attributable to the Contractor shall be replaced by the City, not including plantings that are still under the guarantee period of the installing Contractor.
The Contractor shall replant or re-sod in accordance with standard landscape practices. Replacement plants shall be Florida Fancy Grade and will be guaranteed for one (1) year. The Contractor shall be responsible for hand watering replacement plants or sod as necessary.
4.13. Tree and Palm Pruning
Tree Pruning:
During each maintenance cycle, all trees in the area being maintained will be trimmed to remove any limbs or suckers that are growing below (12) feet from the ground. Pruning is also to include removal of dead wood and structurally weak limbs.
All trees shall be kept pruned back from the edge of all fencing, gates, roads, driveways, and walkways to ensure the safety of citizens and the protection of property and provide for a safe and neat appearance of all maintained areas.
Structurally weak, dead limbs, and/or conflicting limbs will be removed using proper removal techniques to avoid ripping or tearing of the bark under the pruning site. Large wood will be roped or handled in such a way that no subsequent damage is done to the tree or its surroundings. This is to include dead wood from large diameter wood down to small (2” diameter) wood.
Remove any limbs over the right of way, which, in the opinion of the City, poses a threat to public safety. Large limbs shall be cut with a saw.
Damage to any tree during the performance of the work specified herein, shall be reported to the City or designee for evaluation and instruction for dealing with the damage.
Sidewalk, Bike Path, Curbs, Landscape Bed and Tree Well Edging
Sidewalks, bike paths, curbs, landscape beds, and tree wells shall be edged using wheeled or sting edger. String edgers cannot be used. All debris must be removed from sidewalks, bike paths, and parkways at the end of each workday.
4.14. Dead End Maintenance
Each dead-end street assigned will have litter removed, mowed, trimmed, edged, and pruned. Areas underneath guardrails and traffic warning signs will be sprayed with an approved herbicide. Tree limbs will be pruned up to twelve (12) feet from the ground and shrubs will be pruned back from signs and guardrails a minimum of four (4) feet.
4.15. Pre and Post Hurricane Requirement
In the event of a hurricane, Contractor may be requested to provide general labor to assist City forces in preparation and post recovery for a hurricane. This service may include, but not limited to, debris removal, catch basin cleaning, assistance in setting up and breaking down portable pump hoses, etc…
In signing and executing the contract relating to this solicitation, the Contractor agrees that the City will be the priority upon notification of threat of possible Hurricanes and understands that they are required to perform the Pre-Hurricane preparation upon request within 72 hours prior to an event.
4.16. Material
Only materials conforming to the requirements of the Contract and approved by the City or designee, shall be used in the work. Materials proposed for use may be inspected or tested at any time during their preparation and use.
The Contractor shall furnish a certification of the materials utilized for the work to the Contractor or designee. The certification shall consist of a summary showing the kind and quantity of materials to be used. This certification shall be provided for work accomplished at the time of invoicing for partial and/or final payment.
4.17. Spraying and Licensing
The use of an approved herbicide is not authorized unless specific authorization is given by the City or designee. The Contractor will be responsible for furnishing and applying pesticide only on when requested by the City.
Application of pesticides shall be performed by a properly licensed employees and at a time when the public will not be in contact with the pesticide. Pesticides shall not be applied during times of inclement weather. Environmental concerns must be addressed when developing the program. The City recommends Integrated Pest Management be used. The Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of pesticides or fungicides. The Contractor shall abide by the manufacturer’s specifications for each and every chemical or chemical compound used. The Contractor shall be responsible for all fines and damages resulting from the improper use of pesticides.
The Contractor shall abide by the manufacturer's specifications for each and every chemical or chemical compound used. In addition, the Contractor shall abide by all rules, laws, ordinances, and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage, and application of pesticides or fungicides.
During each cycle the Contractor shall be responsible for spraying all grass, weeds, vegetation and plant material growing in, on, along and around paved areas, bricked areas, sidewalks, ramps, curbs, divider walls, emergency lanes, guardrails, bridge embankments and under bridges, with an approved herbicide.
Removal of Any unsightly plants or grasses higher than 6” after spraying shall be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance.
The spraying of herbicides shall be performed more than six (6) inches away from the herein specified items on roadside areas or more than three (3) inches away on slopes that are 3:1 or greater and along private property fence lines that is approved by the City and must be applied by a properly licensed employee.
Herbicide Spraying - During each mowing cycle, all grass, weeds, vegetation and plant material growing in or on all paved and concrete areas, such as ramps, guardrails, curbs, retaining walls, walkways, embankments, drainage structures etc., shall be sprayed with a herbicide that is approved by the City and must be applied by a properly licensed employee. The Contractor shall abide by all rules, laws, ordinances and statutes of the State of Florida and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. The Contractor shall be responsible for all fines and damages resulting from the improper use of herbicides.
4.18. Reporting Requirements
During each maintenance cycle, the Contractor is to report any abnormality or deficiencies in the operation or condition of the stormwater area (i.e. prolonged wetness, erosion, damaged or blocked structures, petroleum hydrocarbons, dead vegetation, excessive plant or sediment accumulation, fallen trees and limbs longer than 15 feet long or eight inches in diameter, etc.) The Contractor shall note on EXHIBIT “2” – Work Report Sheet and must be turned in at the completion of each work cycle. The Contractor must notify the City’s representative immediately when they are aware of a public health, safety, or severe water pollution issue or damage to City or private property.
The Contractor is to complete the Exhibit “2” - Work Report Sheet and submit it with each invoice. The work report will also track dates of service, total amount of litter removed for NPDES compliance. The Work Report Sheets are a mandatory requirement, since they will become a part of a State of Florida report requirement for the City’s Storm Water Management Permit.
4.19. City Acceptance
The Contractor shall certify on a weekly basis that the work quantities and quality were accomplished in accordance with these specifications. This certification will be accomplished by the signing and returning of the work authorization along with a list of competition dates and amount of litter picked up (in bags) for each site.
Acceptable work quality will be determined by the City Orlando at the sole discretion.
Disagreements between the Contractor and the Inspector may be appealed first to the City or designee and then to the Chief Procurement Officer. Chief Procurement Officer’s determination is final.
No work shall be done, nor materials used, without suitable supervision or inspection by the City or designee.
4.20. Attire and Conduct
Contractor shall have all personnel wear Contractor furnished uniforms with logos affixed thereon that clearly identify the Contractor's company name. Contractor shall only use personnel of the company, day laborers are not allowed to perform on this Contract.
Contractor uniforms are subject to the approval of the City or designee. Tank tops and mid-drift shirts are not acceptable. Contractor personnel shall be neat in appearance, courteous, and perform their functions with the appropriate professionalism. The City or designee may request any non-conforming personnel including supervisors to be removed from working on premises.
4.21. Weather Consideration
Should inclement weather limit or stop the Contractor from working, the City or designee shall be notified immediately of the work stoppage. It shall be the responsibility of the Contractor to schedule work in a manner that work delays, stoppages, and rework requirements are minimized so that work is completed on schedule.
4.22. Communication
The Contractor will provide at their expense, a means of direct communication with the City’s Supervisor of field operations to the City or designee. This could be a cell phone, radio, or a combination of both. This direct communication will permit an accurate and rapid flow of information necessary to complete the work.
4.23. Safety
The Contractor shall provide and require the wearing of protective clothing, mask, eye protection, etc., during any operation, as required or directed by applicable laws, regulations or ordinances, and/or direction of manufacturers of material or equipment.
4.24. Work
The Contractor shall not begin any work until receiving work authorization by the City or designee.
On the initial cutting cycle, mowing shall commence at either or both extremities of the project area and proceed continuously toward the opposite end.
At the conclusion of each workday, all required mowing should be completed within the limits worked, except that not more than one (1) mile may be partially mowed. All trim work and slope mowing must be completed within three (3) days of high production mowing. All clipping and pruning debris must be removed from the right-of–way prior to ending a work shift.
When work by City, State, County or Federal forces, by other Contractors, or weather conditions of a temporary nature prevent the Contractor from working in any areas, and such conditions are eliminated during the period designated for that mowing cycle. The City or designee may require the Contractor to work these areas as part of the cycle without penalty for exceeding the time allowed.
Grassed areas, that are normally mowed and are saturated with standing water to the point where the area cannot be mowed with high production machinery without damaging turf, shall be required to be mowed with hand mowers or other mowing equipment as necessary.
During periods of mowing operations, the Contractor shall consult with the City or designee for inspection and approval of the quality of work being accomplished. In the event of unsatisfactory work, the Contractor shall perform the work without additional compensation.
4.25. Extra Work
The Contractor shall provide the following extra work activities only as authorized by the City or designee:
An hourly rate for:
Landscape maintenance:
Hurricane pre prep and post recovery basic labor fee:
Note: Contractor shall provide a quotation for all extra work, which shall be approved by the City or designee prior to commencing work. Parts, supplies, chemicals, disposal fees, and incidental fees furnished by the Contractor shall be at the Contractor’s actual cost plus a percent markup obtained through competitive pricing. Evidence of actual costs and competitive pricing shall be required through the submittal of actual invoices.
For all extra work, the Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss.
Contracator shall perform extra work for landscape maintenance and other services in accordance with the scope of services specified herein.
Note: Extra work items are to be included in the monthly costs. Evidence of actual costs may be required through submittal of actual invoices.
4.26. Non-Performance of Required Services
The City, in its sole and absolute discretion, shall apply the below charges for non-performance of the required services.
Failure to execute the agreed upon start schedule, for each cycle, by the end of third working day, a charge of two hundred twenty-five fifty dollars ($225.00) will be levied per day.
Upon the City’s re-inspection of a site that failed initial inspection the City will levy a one hundred dollars ($100) fee will be charged for each additional re-inspection to cover its costs.
Should the Contractor fail or refuse to complete the work within the agreed upon schedule the City will charge the Contractor a three hundred and fifty dollars ($350.00) per site per day.
City in its sole or absolute discretion can receive the above charges from current invoicing, current payment due, or request the proposer to submit separate invoice for charges.
4.27. Limitation of Operation
When mowing areas within ten (10) feet of the travel way, the equipment shall be operated in the direction of the traffic. This provision does not apply when the specific work site is protected by flagmen and warning signs in accordance with the State of Florida, Department of Transportation Manual on Traffic Control and Safe Practices for Streets and Highway Construction, Maintenance and Utility Operations.
When boom type slope mowers are operated on the shoulder, a flagman shall be stationed to warn traffic and assist the operators. Warning signs shall be placed at least one thousand (1,000) feet in advance to warn traffic. When mowers are crossing the travel way or bridge, flag protection shall be provided.
When it is necessary for mowing machines to cross bridges with full width shoulders on the right, the crossing should be made on the shoulder. All bridges should be crossed with extreme care and operations planned to minimize the number of such crossings.
When it is necessary for mowing machines to cross the travel way, a location shall be selected that provides a minimum of five hundred (500) feet of unobstructed sight distance. The operator shall stop before crossing the travel way and permit closely approaching vehicles to pass before crossing. Operations should be planned to minimize crossings.
The Contractor shall not leave equipment overnight on right-of-ways.
All service and supply operations shall be conducted between the travel way and the right-of-way line, and be at least thirty (30) feet from the travel way, right-of-way permitting.
No supply vehicles shall enter the median for any purpose. No service vehicle shall enter the median except when necessary to repair or remove inoperable equipment.
All work shall be accomplished in accordance with the State of Florida, Department of Transportation Manual on Traffic Control and Safe Practices for Streets and Highway Construction, Maintenance and Utility Operations.
5. PRE-PROPOSAL CONFERENCE
5.1. Date
A Non-Mandatory Pre-Proposal Conference will be held at:
JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE.
Online: https://teams.microsoft.com/meet/233477553934174?p=TzKpMpVoVS9777dCHF
Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568
Once dialed-in and prompted, enter the Conference ID: 233 477 553 934 174 on Tuesday, November 3, 2026 at 1:00 pm.
5.2. Purpose
The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.
5.3. Oral Interpretations and Addenda
All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.
5.4. Clarification of Requirements
To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference. Please complete the attached "Pre-Proposal Conference Attendance Notification Form," Attachment “I,” if applicable, and return via fax or email to:
Javarie McDonald, CPP,Purchasing Agent II
City of Orlando
Procurement and Contracts Division
400 South Orange Avenue, Fourth Floor
Orlando, Florida 32801
Telephone: (407) 246-2364
Fax: (407) 246-2869
Email: javarie.mcdonald@orlando.gov
Website: http://www.orlando.gov/procurement/
6. PROPOSAL DUE DATE AND TIME
6.1. Proposal Due Date
Sealed Proposals must be submitted electronically and received by Procurement and Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, November 23, 2026. Proposals received after this date and time, will not be considered.
6.2. Public Opening
Proposals will be publicly opened and announced by the Procurement and Contracts Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the Proposal opening.
Instructions to join the solicitation opening virtual meeting:
Select a method to join
Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a Microsoft Teams Meeting from the app or on the web, visit: https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4
Choose your device and download Teams
Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.
Join the virtual meeting
See Introduction Section for the Location and/or link to the virtual Proposal Opening.
Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.
Provide live public comment
An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.
6.3. Public Record
Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.
7. PROPOSAL PREPARATION AND FORMAT
7.1. Preparation
Prepare your Proposal in a clear and concise manner. Ensure that the content of your Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.
7.2. Incurred Expenses
The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this Request for Proposals.
7.3. Proprietary Information
In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.
Each Proposer shall complete the “Confidential and/or Proprietary Information Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.
In addition to the Proposal submitted pursuant to the Confidential and/or Proprietary Information Exemption Form, a Proposer asserting any exemptions from public disclosure regarding any portions of its Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.
By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.
Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.
All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the Proposers.
8. REQUIRED PROPOSAL SUBMITTALS
Outline Format for Response
In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.
8.1. Title Page
Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP27-0052, Grounds Maintenance for City Easements, Right-of-Ways and Brick Streets
8.2. Table of Contents
Include a clear identification of the material by section and by page number.
8.3. Letter of Transmittal
Limit to two (2) pages.
Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.
Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.
8.4. Respondent's Certification
By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.
Each Proposer shall complete the “Respondent's Certification Form,” included with this Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.
8.5. Conflict of Interest Disclosure
Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”
8.6. General Business Information
Proposals shall provide:
Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.
Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.
Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation. If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.
Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.
Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.
State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.
8.7. Confidential and/or Proprietary Information Exemption Form
Proposer shall provide the required Confidential and/or Proprietary Information Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format; Proprietary Information."
8.8. Proposer’s & Staff Experience
Proposers must provide the following information:
Proposers shall submit a verifiable statement of the Proposer's experience providing: Grounds Maintenance for City Easements and Right-of-Ways Services. The summary must be of relevant experience delivering grounds maintenance services of similar size and complexity, including recent references that demonstrate successful performance in comparable environments. Proposers must also identify the management team assigned to this contract, outlining each key member’s role, qualifications, and experience. The information submitted should clearly demonstrate the team’s capability to effectively plan, supervise, and execute all required services under this contract
The statement of experience should be supported by the references listed as Attachment “D,” which shall be completed and submitted by the Proposer with its Proposal.
Lost Business
Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.
8.9. Financial Stability
Proposers must provide the following information.
The Proposer shall provide: (i) a narrative description of Proposer’s financial and operating condition; (ii) a list of Proposer’s five largest current contracts by dollar value, stating the term, the total dollar value, and the dollar value of the equipment or capital improvements furnished thereunder for each contract; and (iii) copies of Proposer’s most recent periodic profit and loss statement, balance sheet, and cash flow statement. If Proposer is a parent, subsidiary, or affiliate entity that has given or received payment or performance guarantees or other similar documents on behalf of affiliated entities, Proposer shall also provide a copy of all such guarantees. The City shall treat all required contract lists, financial statements, and affiliate guarantees submitted by Proposers as presumptively confidential and exempt from public records disclosure under Florida Statutes Section 119.071(1)(c). Additionally, proposer may provide such other information, if any, as the Proposer deems necessary to demonstrate the Proposer’s financial strength and capacity to perform the Scope of Work set forth in this RFP for the term of the Contract.
The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.
The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.
Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.
8.10. Litigation History
The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against Proposer.
8.11. Customer Service
Human Resources
Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.
Estimate of Staff Levels
Proposers shall submit the estimated staffing levels for this project.
8.12. Human Trafficking Affidavit
The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."
A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.
8.13. Small and Local Business Enterprise Participation
Proposer shall provide the required Small and Local Business Enterprise Participation form as attached to this RFP as Attachment “H.”
8.14. Veteran Business Enterprise Participation in Subcontracts
Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”
8.15. Price Proposal Schedule
The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.
Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.
All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B. Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.
8.16. Equipment Listing
Proposer shall provide the required listing of equipment form as attached to this RFP as ATTACHMENT “L” - Equipment Listing Form. This includes a listing of all trucks and other vehicles, specifying the manufacturer, model, year, type, and current condition. The same level of detail should be provided for all equipment, including mowers and other miscellaneous grounds maintenance tools and machinery (Required Equipment is defined in Scope of Work, Section 4.7 Equioment)
8.17. Personnel Listing Form
Proposer shall provide the required Personnel Listing attached to this RFP as ATTACHMENT “K” - Personnel Listing Form. This includes providing a list of the project managers, work crew members, and the on‑site supervisor who will be present at all times while services are being performed and personnel are on the premises carrying out the required duties.
8.18. Operating Plan
The Proposer shall submit a comprehensive Operating Plan detailing the methodology for delivering the requested work, including service plans, operating policies, training programs, staffing levels, and equipment. The Operating Plan should clearly outline the Proposer’s approach to providing consistent, high‑quality grounds maintenance services across all identified facilities. It should include descriptions of staffing strategies, scheduling methods, equipment deployment, quality control measures, and communication protocols that will support reliable and efficient performance. The Plan must demonstrate the Proposer’s capability to manage large, complex sites effectively while maintaining a strong focus on safety, responsiveness, and full compliance with all contract requirements.
9. DELIVERY OF PROPOSALS
Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.
9.1. Instructions for submitting a proposal
Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.
Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.
9.2. Proposal Binding
All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.
9.3. Late Proposals
Proposals received by the City after the time specified for receipt will not be considered. Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.
10. CONFORMANCE TO SOLICITATION
All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.
If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.
Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.
11. EVALUATION CRITERIA
An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:
1. Operating Plan
This criteria will include, but is not limited to, evaluating the information submitted in response to Section 8.19 – Proposer’s Operating Plan. This evaluation will consider the proposer’s operating plan, service delivery approach, personnel list, scheduling strategies, equipment and resources, safety and compliance practices, and overall organizational capability.
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
2. Experience of Proposer and Assigned Management Team
This criteria will include, but is not limited to, evaluating the information submitted in response to Section 8.20 – Experience of Proposer, and Assigned Management Team. The evaluation will consider the proposer’s relevant experience, the qualifications and roles of the assigned management or supervisory team, key personnel, and provided references.
Scoring Method:
Points Based
Weight (Points):
35 (35% of Total)
3. Small and Local Business Enterprise Participation
This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “H.”
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
4. Veteran Business Enterprise Participation in Subcontracts
This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”
Scoring Method:
Points Based
Weight (Points):
2 (2% of Total)
5. Price Proposal
This criteria will include, but will not be limited to, evaluation of the pricing information submitted.
Scoring Method:
Points Based
Weight (Points):
28 (28% of Total)
12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS
12.1. Initial Review of Responses
The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.
12.2. Advisory Committee
An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five (5).
12.3. Preliminary Evaluation; Short Listing
The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation. Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.
12.4. Presentations
The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).
12.5. Optional Discussion
At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.
12.6. Award Without Presentations
The City may evaluate and award a Contract based on responses to this Request for Proposals without discussions or oral presentations. Therefore, each response to this RFP should contain the Proposer's best terms and conditions for consideration.
12.7. Scoring and Final Ranking
Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.
In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the Advisory Committee to conduct further deliberations, evaluations and rescoring of the Respondents until a ranking, or total score, without a tie is achieved.
The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this RFP titled “Request for Proposals Information.”
12.8. Authority to Award
Contracts shall be awarded in accordance with the provisions of the City’s Procurement Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.
12.9. Reserved Right
The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.
13. GENERAL TERMS AND CONDITIONS
13.1. Communications with the City, Agency, or Board; Prohibited Contacts
To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.
13.2. Questions
Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.
13.3. Addenda
It will be the responsibility of the Proposer to contact the Procurement and Contracts Division prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.
13.4. Point of Contact
All communication and contact regarding this solicitation shall be directed to:
Javarie McDonald, CPP,Purchasing Agent II
City of Orlando
Procurement and Contracts Division
City Hall at One City Commons
400 S. Orange Avenue, Fourth Floor
Orlando, Florida 32801
Telephone: (407) 246-2364
Fax: (407) 246-2869
Email: javarie.mcdonald@orlando.gov
Website: http://www.orlando.gov/procurement/
14. ADDITIONAL INFORMATION
The City reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the City. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. Moreover, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not be limited to, a background investigation conducted by the Orlando Police Department.
15. ADDENDUM TO REQUEST FOR PROPOSALS
If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written Addendum.
It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website (https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.
16. APPLICABLE LAW AND APPEALS
This Request for Proposals is issued in accordance with and shall be governed by the provisions and procedures of Chapter 7 of the City of Orlando’s Code which can be accessed online at:
https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICICO_CH7PRCO or by contacting the Procurement and Contracts Division. Any appeal of matters relating to this solicitation must be filed in accordance with the requirements of Chapter 7 of the City Code.
17. CONTRACT
The Contract form that the City intends to use for the award is included with this RFP as Exhibit “1” for reference. While this draft Contract contains standard legal language and is not routinely modified, any exceptions to this standard Contract should be clearly indicated and Proposer understands that such exceptions may affect the evaluation of the Proposal submittal. Modification or alteration of this Contract shall only be valid if mutually agreed to in writing by the parties.
18. EXECUTION OF CONTRACT
Unless such time is extended by the City, the successful Proposer shall, within fifteen (15) calendar days after Notice of Award is issued by the City of Orlando, Procurement and Contracts Division, sign and enter into a Contract with the City, and simultaneously provide any required bonds, indemnities and insurance certificates. Failure to comply with the established deadline for submittal of required documents may be grounds for cancellation of the award.
19. AFFILIATED AGENCIES
This solicitation is issued by the City of Orlando on behalf of itself and its affiliated agencies, including but not limited to the Community Redevelopment Agency of the City of Orlando (“CRA”), the Downtown Development Board (“DDB”), and the Downtown South Neighborhood Improvement District (“DSNID”) (each an “Affiliated Agency”). Upon the written agreement of the Contractor and an Affiliated Agency (or upon the issuance of a Purchase Order by an Affiliated Entity in circumstances here the City places orders by Purchase Order), Contractor shall provide such goods and/or services as set forth in this solicitation to an Affiliated Agency upon the same pricing, terms, and conditions set forth in the Contract between the City and Contractor, unless otherwise agreed in writing by the Contractor and the Affiliated Agency. Except as may otherwise be expressly provided in the agreement or Purchase Order authorizing the acquisition of the goods or services, (i) the procuring Affiliated Agency shall be solely responsible for all obligations and duties, and shall have all rights of the City, with respect to the goods or services procured by the Affiliated Agency; and (ii) Contractor shall look solely to the procuring Affiliated Agency for payment and the performance of any and all other obligations for goods or services contracted for by a procuring Affiliated Agency. With respect to work performed for an Affiliated Agency, actions may be taken on behalf an Affiliated Agency by the Chief Procurement Officer of the City of Orlando, or his designee(s).
20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM
This Contract is subject to the terms, conditions, provisions and requirements of Section 448.095 of the Florida Statutes which is incorporated herein by this reference. Pursuant to Section 448.095 of the Florida Statutes, Contractor represents and warrants that it has registered with and uses the E-Verify System to verify the work authorization status of all newly hired employees and shall continue to do so at all times during the term of the Contract. If Contractor enters into a contract with a subcontractor, the subcontractor must provide the Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien.
21. RIGHT TO AUDIT RECORDS
The City shall be entitled to audit the books and records of a Contractor or any sub-contractor to the extent that such books and records relate to the performance of such Contract or sub-contract. Such books and records shall be maintained by the Contractor for a period of five (5) years from the date of final payment under the prime Contract and by the sub-contractor for a period of five (5) years from the date of final payment under any sub-contract unless a shorter period is otherwise authorized in writing. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 5-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 5-year period, whichever is later.
22. FISCAL YEAR FUNDING APPROPRIATION
22.1. Specified Period
Unless otherwise provided by law, a Contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the City, provided funds are available for the first fiscal period at the time of Contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by City Council of funds therefore.
22.2. Cancellation Due to Unavailability of Funds in Succeeding Fiscal Periods
When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the Contract shall be cancelled, and the Contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not amortized in the price of the supplies or services delivered under the Contract or otherwise recoverable.
23. PUBLIC ENTITY CRIMES
A person or affiliate, as defined in §287.133 of the Florida Statutes, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal to provide any goods or services to a public entity, may not submit a Proposal with a public entity for the construction or repair of a public building or a public work, may not submit Proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in §287.017 of the Florida Statutes for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.
24. PROMPT PAYMENT ACT
Payment by the City shall be made in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act.
25. INVOICES
All invoices, in order to be classified as a proper invoice, shall be delivered to Accounts Payable, Finance Department, City of Orlando, 400 South Orange Avenue, P.O. Box 4990, Orlando, Florida, 32802-4990.
For purposes of billing submission and payment procedures, a "proper invoice" by a Contract or, consultant or other invoicing party shall conform to the following process:
A description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it (or them);
The amount due, applicable discount(s), and the terms thereof;
The full name of the vendor, Contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;
The Purchase Order or Contract number as supplied by the City;
An identification by Division, Office or Department of the party(ies) to whom the goods were delivered or services provided; and
In order to be considered as a proper invoice, it must be based on (a) a proper delivery, (b) installation, or (c) provision of the goods and/or services acceptance by the City; and the vendor, contractor or other party who is supplying the goods and/or services has otherwise complied with all of the Contract's terms and conditions and is not in default of any of them.
26. DISPUTE RESOLUTION
In the event a dispute occurs between a contractor, vendor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City Department, Office or Division which has the dispute along with a representative of the City's Procurement and Contracts Division and the invoicing party shall meet to consider the disputed issues.
The invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the City. Any decision by the Chief Procurement Officer shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision.
If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued.
27. PROPOSER'S GUARANTEE
By submitting a Proposal, a Proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.
28. INSURANCE / PERFORMANCE BONDS
28.1. INSURANCE / PERFORMANCE BONDS
Insurance and/or Performance Bond coverage required by the Contract or terms and conditions as set forth in this Request for Proposals, if any, must be in force throughout the term of the Contract (“Contract Term”). Should a Contractor fail to provide acceptable evidence of current insurance and/or a Performance Bond within seven (7) days prior to the expiration date of an insurance policy or bond at any time during the Contract term, the City shall have the absolute right to terminate the Contract without any further obligation to the Contractor. The Contractor shall be liable for the entire additional cost of procuring performance and the cost of performing the incomplete portion of the Contract at the time of termination. It is highly recommended that proposers confer with their respective insurance carriers or brokers to determine, in advance of their proposal submission, the availability and cost of the required insurance, related endorsements, and bonds.
28.2. INSURANCE
General Insurance Requirements. Within seven (7) days of receipt of a notification of intended award from the City, the Contractor shall provide the City with the required Certificate(s) of Insurance in a form(s) acceptable to the City. The Certificate(s) of Insurance shall demonstrate that the awarded Respondent has coverage in accordance with the requirements set forth herein. Insurance coverage must be in force throughout the contract term. Should a Contractor fail to maintain insurance as required or to provide acceptable evidence of insurance within seven (7) days prior to the expiration date of an insurance policy, the City shall have the absolute right to terminate the contract without any further obligation to the Contractor. In such event the Contractor shall be liable for the entire additional cost of procuring performance plus the cost of performing the incomplete portion of the contract at the time of termination.
Subcontractors. Unless expressly specified otherwise in this solicitation, a Contractor and its subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work insurance coverages with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City. It shall be the responsibility of the Contractor to maintain the required insurance coverages and to assure that subcontractors maintain required insurance coverages at all times. Failure of a Contractor to maintain adequate coverage shall not relieve it of any contractual responsibility or obligation. The requirements specified herein as to types, limits, and City’s approval of insurance coverage to be maintained by a Contractor and its subcontractors are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the Contractor and its subcontractors under a contract. Any insurance carried by the City that may be applicable shall be deemed to be excess insurance and the Contractor’s insurance primary for all purposes despite any conflicting provision in the Contractor’s policies to the contrary.
Certificates of Insurance. Prior to commencing work at the jobsite, and as a condition precedent to the Contractor’s and their subcontractors’ initiation of performance, the Contractor and its subcontractors shall furnish the City with certificates of insurance as evidence that policies providing the required coverage and limits of insurance are in full force and effect. The certificates shall provide that any company issuing an insurance policy for the work under a contract shall provide not less than 30 days advance notice in writing to the City prior to cancellation, termination, or material change of any policy of insurance (except for notice of non-payment of premium for which not less than 10 days advance notice in writing shall be required). In addition, the Contractor shall immediately provide written notice to the City upon receipt of notice of cancellation of an insurance policy or a decision to terminate an insurance policy. All certificates of insurance shall clearly state that all applicable requirements have been satisfied, including certification that the policies are of the “occurrence” type. Certificates of insurance for a Contractor and subcontractor-furnished insurance and notices of any cancellations, terminations, or alterations of such policies shall be mailed to the Procurement and Contracts Division at the address set forth for delivery of the Solicitation.
Additional Insureds. All insurance coverages furnished under a contract except Workers’ Compensation, Employers’ Liability and any Professional Liability Policy shall include the City and its officers, elected officials, and employees as additional insureds with respect to the activities of the Contractor and its subcontractors. The City shall not by reason of their inclusion under these policies incur liability to the insurance carrier for payment of premium for these policies.
Waiver of Subrogation. The Contractor and its subcontractors shall require their insurance carriers, with respect to all insurance policies, to waive all rights of subrogation against the City, its officers, elected officials, agents and employees and against other Contractors and subcontractors.
Types of Coverage to be Provided. Insurance will be provided by the Contractor as may be required by the Special Conditions. If required, the awarded Contractor (and its subcontractors to the same extent and on the same terms as set forth below for Contractor) shall maintain the following coverages and furnish the certificate(s) of insurance on the policies and renewals thereof which indicate that insurance coverage has been obtained meeting the requirements of the contract.
Workers Compensation and Employer’s Liability. This insurance shall protect the Contractor against all claims under applicable state workmen’s compensation laws. The Contractor shall also be protected against claims for injury, disease, or death of employees that, for any reason, may not fall within the provisions of a workmen’s compensation law. This policy shall include an “all states” or “other states” endorsement. Exemption certificates shall be accepted if valid during the term of the contract, but only for those eligible corporate officers pursuant to Chapter 440 of the Florida Statutes. Proof of workers’ compensation coverage must still be provided for all employees, sub-contractors not eligible for exemption. The liability limits shall not be less than:
Workers’ compensation: Statutory
Employer’s Liability: $100,000 each occurrence
Comprehensive Automobile Liability. This insurance shall be written in comprehensive form and shall protect the Contractor and the additional insureds against all claims for injuries to members of the public and damage to property of others arising from the use of motor vehicle, and shall cover operation on or off the site of all motor vehicles licensed for highway use, whether they are owned, non-owned, or hired. The liability limits shall not be less than:
Bodily injury and: $1,000,000 combined single
Property damage: limit each occurrence
Commercial General Liability. This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the Contractor and the additional insureds against all claims arising from bodily injury, sickness, disease, or death of any person or damage to property of the City or others arising out of any act or omission of the Contractor or its agents, employees, or subcontractors. This policy shall also include protection against claims insured by usual bodily injury liability coverage, a “contractual liability” endorsement to insure the contractual liability assumed by the Contractor under its contract with the City, and “Completed Operations and Products Liability” coverage (to remain in force for 2 years after final payment and subsequent to project completion). If the Contractor’s work, or work under its direction, requires blasting, explosive conditions, or underground operations, the comprehensive general liability coverage shall contain no exclusion relative to blasting, explosion, collapse of structures, or damage to underground property. The liability limits shall not be less than:
Bodily injury and: $1,000,000 combined single
Property damage: limit each occurrence
29. FLORIDA SALES TAX
The City is a governmental agency and a political subdivision under Florida law. Purchases by the City under this Contract are exempt from Florida sales tax: The City’s tax exempt number is 85-8015427957C-9. No purchase made by any entity is qualified to be exempt other than those made directly by the City.
The City’s sales tax exemption does not apply to goods and services purchased separately by a Contractor in connection with its fulfillment of its Contract obligations. The Contractor shall be responsible for paying any taxes, fees or similar payments which are required to be paid in connection with the Contract work.
30. DRUG-FREE WORKPLACE CERTIFICATION
By submitting a Proposal in response to this Request for Proposals, the Proposer is certifying that their company is a drug-free workplace in accordance with Florida Statute §287.087.
31. AMERICANS WITH DISABILITIES ACT
Persons with disabilities needing a special accommodation to participate in this proceeding should contact the Procurement and Contracts Division, City Hall at One City Commons, 400 South Orange Avenue, Orlando, P.O. Box 4990, Florida 32802-4990, telephone (407) 246-2291, not later than seven (7) days prior to the date on which the accommodation is requested.
32. RECIPROCAL LOCAL PREFERENCE
In the event the most responsive and responsible response to any Request for Proposals is by a Proposer whose principal place of business is in a city, county, or state which grants a preference for the procurement of such goods or services to a vendor whose principal place of business is in such area, then the City may award a preference to the (next) most responsive and responsible Proposer having a principal place of business in the Metropolitan Statistical Area, (i.e., Orange, Seminole, Lake and Osceola Counties). Such preference shall be equal to the preference granted by the area in which the most responsive and responsible vendor has its principal place of business
33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES
At the option of the awarded Proposer, the submission of any Proposal in response to this Request for Proposals constitutes a Proposal made under the same terms and conditions, for the same Contract price, to other governmental agencies including the State of Florida, and its agencies, political subdivisions, counties and cities. Each governmental agency desiring to accept these Proposals, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this Proposal.
34. FOREIGN CORPORATION
In accordance with F.S. 607.1501, and provided an exemption is not available, a foreign corporation may not transact business in Florida until it obtains a certificate of authority from the Florida Department of State. Foreign corporations may submit bids or Proposals prior to obtaining a certificate of authority from the Florida Department of State. A foreign corporation must be in compliance with F.S. 607.1501, prior to entering into a Contract with the City of Orlando.
35. SUBCONTRACTORS
The Proposer shall perform all of its obligations and functions under the Contract by means of its own employees, or by a duly qualified sub-contractor, which is approved in advance by the City. In the event a subcontractor is employed, the Proposer shall continuously monitor the subcontractor’s performance, shall remain fully responsible to ensure that the subcontractor performs as required and itself perform or remedy any obligations or functions, which the subcontractor fails to perform properly.
36. PURCHASING CARD PROGRAM
The City uses the VISA Purchasing Card Program to streamline our procurement process. In order to expedite payments to suppliers, the J.P. Morgan purchasing card program and Virtual Card solution has been implemented to more effectively control our procurement activities and to achieve a significant cost savings over the traditional paper, purchasing, and payment system.
As one of the City of Orlando’s valued suppliers, your business can also achieve cost savings results by accepting the Virtual Card solution.
Identified supplier benefits of this Program are:
Get paid faster – Virtual card payments will be made after invoice approval, ACH will be net 30, and check net 45
Improve Days Sales Outstanding (DSO)
Electronic payment that eliminates the cost of processing checks
Payment within 48 hours
Improve cash flow
Increased working capital
Reduced collection efforts and administrative expenses
Enhanced corporate relationships
Enhanced reporting
Increased sales as a “Preferred Supplier”
Streamlined reconciliation with remittance details included with electronic payment in email notification
Lower carrying costs
Less paper/manual work
Dedicated supplier portal to view status of receivables
37. LIVING WAGE POLICY
[RESERVED]
38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES
In accordance with Section 287.135(2) of the Florida Statutes, “[a] company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:
$100,000.00 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing a contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or
One million dollars or more if, at the time of bidding on, or submitting a proposal for, or entering into or renewing such contract, the company:
Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to s. 215.473, or
Is engaged in business operations in Cuba or Syria.”
Section 215.473 of the Florida Statutes defines a company to include “all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit.”
By submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law above are not on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725 of the Florida Statutes, and are not engaged in a boycott of Israel. In addition, if this solicitation is for a contract for goods or services of one million dollars or more, by submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List , created pursuant to Section 215.473 of the Florida Statutes and are not engaged in business operations in Cuba or Syria. Any respondent awarded a Contract as a result of this solicitation shall be required to recertify the aforementioned certifications at each renewal of the Contract. The City may terminate any contract resulting from this solicitation if respondent or any of those related entities of respondent as defined above by Florida law are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria. Notwithstanding the preceding, the City reserves the right and may, in its sole discretion, on a case by case basis, permit a company on such lists or engaged in business operations in Cuba or Syria to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of one million dollars or more, or may permit a company on the Scrutinized Companies that Boycott Israel List to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of any amount, should the City determine that the conditions set forth in Section 287.135(4) of the Florida Statutes are met.
39. SOFTWARE LICENSES
If this procurement involves the purchase of software products, then the following language is hereby incorporated: The software products to be purchased or subsequently licensed hereunder shall contain no computer viruses, other ‘containments’, including any codes, or instructions that may be used to access, modify, delete, damage, or disable purchaser’s computer system.
40. NON-DISCRIMINATION
Contractor shall:
Implement an employment nondiscrimination policy prohibiting discrimination in the performance of the contract in the hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, ethnicity, color, religion, national origin, gender, disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.
Not discriminate in the performance of the contract on account of actual or perceived race, ethnicity, color, religion, national origin, gender, disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.
Incorporate the foregoing requirements in all subcontracts related to its contract with the City.
41. GOVERNING LAW / VENUE
Any contract entered into as a result of this solicitation shall be deemed to be under and shall be governed by, and construed according to, the laws of the State of Florida. Any litigation arising out of this contract shall be commenced in the State and Federal Courts of Orange County, Florida. Contractor shall comply with all applicable federal, state, and local laws in the performance of work under the contract. To the extent applicable, Contractor shall comply with Florida public records laws, including Sections 119.0701(2) (b) 1 through 4 of the Florida Statutes. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CITY CLERK OR RECORDS AND ARCHIVES MANAGER AT, RECORDS@ORLANDO.GOV, TELEPHONE NUMBER (407) 246-2148, 400 S. ORANGE AVE., ORLANDO, FL 32801.
42. RECOVERED MATERIALS
If the specifications contained herein require the use of recovered materials, by submitting a bid or response to this solicitation, a respondent agrees and certifies that it will meet such requirement. Upon the conclusion of any contract resulting from this solicitation requiring the use of recovered materials, the Contractor shall submit to the City’s project manager for the work a statement regarding the actual percentage of recovered materials utilized in the completion of the contract.
43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING
Pursuant to Section 287.05701 of the Florida Statutes, vendors are notified that the City as a local government in Florida, is prohibited from requesting documentation of or considering a vendor's social, political, or ideological interests when determining whether a vendor is a responsible vendor, and from giving a preference based upon such interests.
44. VENDOR QUESTIONNAIRE
1. ADDENDUM RECEIPT VERIFICATION*
Respondents must acknowledge all issued addenda by confirming below. Failure to acknowledge may result in a non-responsive submittal.
The failure of a Respondent to submit/confirm acknowledgment of any addenda that affects price(s), is considered a major irregularity and will be cause for rejection of the Submittal.
The undersigned acknowledges receipt of all issued addenda:
Please confirm
*Response required
2. CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES*
I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.
In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.
I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria.
Please confirm
*Response required
3. Proposer's Certification Form*
Please download the below document, complete, sign, notarize, and upload.
ATTACHMENT_A-Certification_Form.pdf
*Response required
4. Conflict of Interest Disclosure Form*
Please download the below document, complete, sign, and upload.
ATTACHMENT_B-Conflict_of_Interest.pdf
*Response required
5. Confidential and/or Proprietary Information Exemption Form*
Please download the document below, complete, and upload.
ATTACHMENT_C-Confidential_Form.pdf
*Response required
6. References Form*
Please download the document below, complete, and upload.
ATTACHMENT_D-References.docx
*Response required
7. Human Trafficking Affidavit*
The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes.
A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.
Please download the Human Trafficking Affidavit below, complete, sign, notarize, and upload.
Attachment_E-Human_Trafficking_Affidavit.pdf
*Response required
8. Veteran Business Enterprise Participation Form*
Please download the document below, complete, and upload.
Attachment_F-VBE-RFP.pdf
*Response required
9. Small and Local Business Enterprise Participation Form*
Please download the below documents, complete, and upload.
Attachment_H_-_RFP.pdf
*Response required
10. Foreign Country of Concern Attestation*
Please download the below documents, complete, and upload.
Attachment_J-Foreign_Country_of_Concern_Attestation_(3).pdf
*Response required
11. Operating Plan*
The Proposer shall provide a plan for provision of the requested work, service plans, operating policies, training programs and staffing levels, and equipment.
*Response required
12. Personnel Listing Form*
Please download the below documents, complete, and upload.
Personnel_Listing_Attachment_K_-_RFP26-0503.pdf
*Response required
13. Equipment Listing Form*
Please download the below documents, complete, and upload.
Equipment_Listing_Attachment_L_-_RFP26-0503.pdf
*Response required
14. Site Investigation Affidavit*
Please download the below documents, complete, and upload.
Site_Investigation_Affidavit_Attachment_M_RFP26-0503.pdf
*Response required
15. W-9 Form*
Upload signed copy of Respondent's most current W-9 .
*Response required
16. Proof of Insurance*
Upload copy of Respondent's Certificate of Insurance.
*Response required
17. Please upload your complete Request for Proposal through the City's e-Procurement Portal*
Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time.
*Response required
45. PRICING PROPOSAL
NOTE: Per Cycle means 1 (One) Cycle. Example: Item 1; your bid of a Unit Cost of $25.00 Per Cycle will be multiplied by Quantity 18 cycles, to calculate your Line Item Total of $450.00, to provide the Description services for all 18 cycles. 18 is the estimated number of times that Line Item 1 is expected to be performed, in one year.
Export This Table
Line Item
Quantity
Unit of Measure
Description
Unit Cost
Total
MAP GI001 - W. PRINCETON ST. MEDIAN
1
18
Per Cycle
Mowing, Blowing, String Trimming, Edging, Litter Pick-up, Weeding & Debris Removal
2
10
Per Cycle
Edge and Herbicide Application
3
6
Per Cycle
Weeding Landscape Beds
4
4
Per Cycle
Shrub and Tree Pruning
5
1
Per Cycle
Shrub and Plant Fertilization
6
1
Per Cycle
Shrub and Plant Pesticide & Fungicide Application
7
1
Per Cycle
Litter and Debris Only
MAP GI002 - ROSAMOND DRIVE
8
18
Per Cycle
Mowing, Blowing, String Trimming, Edging, Litter Pick-up, Weeding & Debris Removal
9
10
Per Cycle
Edge and Herbicide Application
10
6
Per Cycle
Weeding Landscape Beds
11
4
Per Cycle
Shrub and Tree Pruning
12
1
Per Cycle
Shrub and Plant Fertilization
13
1
Per Cycle
Shrub and Plant Pesticide & Fungicide Application
14
1
Per Cycle
Litter and Debris Only
MAP GI003- CINDERLANE PARKWAY
15
18
Per Cycle
Mowing, Blowing, String Trimming, Edging, Litter Pick-up, Weeding & Debris Removal
16
10
Per Cycle
Edge and Herbicide Application
17
6
Per Cycle
Weeding Landscape Beds
18
4
Per Cycle
Shrub and Tree Pruning
19
1
Per Cycle
Shrub and Plant Fertilization
20
1
Per Cycle
Shrub and Plant Pesticide & Fungicide Application
Total
$0.00
Columns
Export This Table
Line Item
Unit of Measure
Description
Unit Cost
777
N/A
PARTS/MATERIALS FURNISHED BY THE PROPOSER SHALL BE AT THE PROPOSER'S ACTUAL COST PLUS ______ %. EVIDENCE OF ACTUAL COST SHALL BE REQUIRED.
Columns
46. ATTACHMENTS
A - Exhibit_1_-_Contract_RFP26-0503
B - Exhibit_2_-_Work_Report_Sheet__RFP26-0503
C - Exhibit_3_-_Maps_&_Locations_RFP26-0503
D - Exhibit_4_-_Maps_RFP26-0503
City of OrlandoIssuing agency·Orlando, FL·via the City of Orlando OpenGov procurement portal