City of Decatur Landscape Maintenance Services

City of Decatur Landscape Maintenance Services
Owner:
City of Decatur
509 North McDonough Street
P. O. Box 220
Decatur, Georgia 30031
June 25, 2026

NOTICE TO BIDDERS
The City of Decatur will receive sealed bids for Landscape Maintenance, until 10:00 am,
August 12, 2026, in the City Commission Room at Decatur City Hall, 509 North McDonough
Street, Decatur, Georgia, 30030, at which time and place all bids will be publicly opened and
read aloud. This work project includes Landscape Maintenance.
The proposals must be mailed or hand delivered to the City Manager's Office on the 2nd Floor of
the Decatur City Hall (509 North McDonough Street, Decatur, GA 30030) and shall be marked
"Sealed Bid for City of Decatur Landscape Maintenance Services" The bidder must submit
three (3) copies of their proposal with one marked original.
A pre-bid conference is scheduled for 10:00AM, Thursday, July 30, 2026, at the
Decatur Public Works located at 2635 Talley Street, Decatur, GA 30030. Site visits can occur
after the meeting for those interested. Any questions regarding bids and/or misunderstandings
that may arise from this proposal should be submitted, in writing, and should be directed to Felix
Floyd, Assistant Public Works Director, at felix.floyd@decaturga.com, no later than 3:00PM on
August 5, 2026.
The bid package for the City of Decatur Landscape Maintenance Services is available
on-line at no charge at https://www.decaturga.com/rfps or email felix.floyd@decaturga.com.
The Contractor must ensure that employees and applicants for employment are not
discriminated against because of their race, color, religion, sex, sexual orientation, disability or
national origin.
Proposals will be considered only from experienced and well-equipped contractors. The
City reserves the right to reject any or all bids or to waive informalities in the bidding.
Bids may be held by the City for a period not to exceed sixty (60) days from the date of
the opening of bids for the purpose of reviewing the bids and investigating the financial stability
of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the
contract.
NTB-1

INSTRUCTIONS TO PROPOSERS
1. EXAMINATION OF SITE AND CONTRACT DOCUMENTS
(a) Proposers shall inform themselves of all conditions under which the work is to be performed,
concerning the site of the work, the structure of the ground, the obstacles which may be
encountered, whether shown in the Contract Specifications or not, and all other relevant matters
concerning the work to be performed.
A Contractor to whom a contract is awarded will not be allowed any extra compensation by
reason of any such matters or things concerning which the Contractor did not inform themselves
prior to proposing. The successful Contractor must employ, as far as possible, such methods and
means in the carrying out of this work as will not cause any interruption or interference with any
other Contractors.
(b) Proposers must satisfy themselves by personal examination of the locations of the proposed
work and by such other means as they may prefer locations of the proposed work and by such
other means as they may prefer as to the correctness of any quantities listed in the proposal, and
shall not, after submission of their proposal, dispute or complain of such estimate nor assert that
there was any misunderstanding in regard to the nature or amount of work to be done.
(c) Before submitting a proposal, each Proposer shall examine carefully the complete Contract
Documents, including but not limited to Instructions to Proposers, Non-Collusion Affidavit,
General Conditions, Special Conditions, the Form of Agreement and Bonds (if any), Plans and
Specifications and all Addenda thereto, all of which contain provisions applicable not only to the
successful Proposer but also to any of his subcontractors.
(d) Each proposer is expected to base his proposal on materials and equipment complying fully
with the Contract Specifications, and in the event he names or includes in his proposal, materials
or equipment which do not conform he will, if awarded a contract, be responsible for furnishing
materials and equipment which fully conform at no change in his contract price.
Proposer hereby certifies that ____________________________________________, a
(Name)
duly qualified representative of ___________________________________________,
(Firm Name)
inspected all job locations on _______________________________________________.
(Fill in Dates)
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2. INTERPRETATION OF CONTRACT DOCUMENTS
If any person contemplating submitting a proposal on this project is in doubt as to the true
meaning of any part of the Contract Specifications or other Sections of the Contract Documents,
he may submit to the Owner a written request for an interpretation thereof. The person
submitting the request will be responsible for its prompt delivery. Any interpretation of the
Contract Documents including the Contract Specifications will be made only by addendum duly
issued or delivered by the Owner to each person receiving a set of such documents. The Owner
will not be responsible for any other explanations or interpretations of the Contract Documents
including the Contract Specifications.
3. APPROXIMATE QUANTITIES
On all items on which proposals are to be received on a unit price basis the quantities stated in
the Proposal will not be used in establishing final payment due the Contractor. The quantities
stated on which unit prices are so invited, are approximate only, and each proposer shall make
his own estimate from the Contract Specifications of the quantities required on each item and
calculate his unit price proposal for each item accordingly. Proposals will be compared on the
basis of number of units stated in the Proposing Schedule set forth in the Proposal. Payment on
the contract on unit price items will be based on the actual number of units installed on the
completed work. Lump Sum proposal items shall be supported by a Schedule of Values as
established in the Contract Specifications.
4. SIGNING OF PROPOSALS
If the proposer is a corporation, the legal name of the corporation shall be set forth together with
the signature of the officer or officers authorized to sign contracts on behalf of the corporation; if
proposer is a co-partnership, the true name of the firm shall be set forth together with the
signatures of all the partners; and if proposer is an individual, his signature shall be inscribed. If
signature is by agent, other than an officer of a corporation or a member of a partnership, a
power of attorney must be on file with the Owner prior to opening proposals or submitting
proposals; otherwise, the proposal may be disregarded as irregular and unauthorized.
5. QUALIFICATION OF PROPOSERS
It is the intention of the Owner to award a contract only to a proposer who furnishes satisfactory
evidence that he has the requisite experience and ability and that he has sufficient capital,
facilities and plant to enable him to prosecute the work successfully and promptly, and to
complete the work within the time named in the Contract Documents.
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To determine the degree of responsibility to be credited to a proposer, the Owner will weigh any
evidence that the proposer or personnel guaranteed to be employed in responsible charge of the
work has or has not performed satisfactorily on other contracts of like nature and magnitude or
comparable difficulty at similar rates of progress.
6. DISQUALIFICATION OF PROPOSERS
More than one proposal for the work described in this Document, to be included under a
Contract, from an individual, firm or partnership, a corporation or an association under the same
or different names, will not be considered. Reasonable grounds for believing that any proposer
is interested in more than one proposal for the work contemplated will cause the rejection of all
proposals in which such proposer is interested. If there are reasonable grounds for believing that
collusion exists among the proposers, the proposals of the participants in such collusion will not
be considered.
7. AGREEMENT, BONDS, INSURANCE
The attention of proposers is specifically directed to the forms of agreement and bonds to be
executed and types of insurance to be taken out in the event a contract award is made.
8. FAILURE TO EXECUTE AGREEMENT AND FILE REQUIRED BONDS AND
INSURANCE
Failure of a successful proposer to execute the agreement and file required bonds and insurance
within the required time shall be just cause for the annulment of the award. On failure of a
successful proposer to execute the agreement and file the required bonds and insurance within
the required time, he shall forfeit his proposal security as agreed as liquidated damages, and the
proposer, by filing a proposal, agrees to this proviso. Upon annulment of an award as aforesaid,
the Owner may then award a contract to the next lowest responsible proposer.
9. PROPSALS
Proposals shall include the following forms properly executed by the Proposer:
Instructions to Proposers Form
Proposal for Construction
Non-Collusion Affidavit
Special General Conditions Form
E-Verify and Save Forms
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NON-COLLUSION AFFIDAVIT OF PRIME BIDDER
State of ______________.
County of ______________.
______________________________________, being first duly sworn deposes and says that:
(1) He/She is ______________________________________________ of
(owner, partner, officer representative, or agent)
_____________________________________________, the Bidder that has submitted the attached Bid;
(2) He/She is fully informed respecting the preparation and contents of the attached Bid and of
all pertinent circumstances respecting such Bid;
(3) Such Bid is genuine and is not collusive or sham bid;
(4) Neither the said Bidder nor any of its officers, partners, owners, agents, representatives,
employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or
agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in
connection with the Contract for which the attached Bid has been submitted or to refrain from bidding in
connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or
collusion or communication or conference with any other Bidder, firm or person to fix the price or prices
in the attached Bid or of any other Bidder, or, to fix any overhead, profit or cost element of the bid price
or the bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or
unlawful agreement any advantage against the City of Decatur, Georgia or any person interested in the
proposed Contract; and
(5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any
of its agents, representatives, owners, employees, or parties in interest, including this affiant.
Signed: ________________________________
________________________________
(Title)
Subscribed and sworn to before me
this ________day of ______________, 20____
______________________________________
Notary Public
My commission expires _____________________ .
NC-1

PROPOSAL FOR SERVICES
STATE OF GEORGIA,
COUNTY OF DeKALB
PROPOSAL OF:
______________________________
______________________________
______________________________
TO THE CITY MANAGER OF THE CITY OF DECATUR, GEORGIA:
The undersigned, as contractor, hereby submits this proposal for:
City of Decatur Landscape Maintenance Services
The contractor has made a personal examination of the site of the proposed work and
proposes and agrees that if this proposal is accepted to provide the necessary labor, machinery,
tools, apparatus, equipment and all things necessary to complete the work in the manner and
within the time stipulated in the General Conditions and proposal, all of which documents
contractor declares he has carefully examined and same are annexed to and made a part of this
proposal, for the Lump Sum set out below, to wit:
Total: $ _____________________
Total (written) __________________________________________________________
UNIT PRICES NOT IN BASE BID:
The undersigned bidder agrees to provide additional work, if added; or to delete specified work,
if requested; at the unit prices listed below unless such prices have been equitably adjusted by the
Owner as previously stated. The unit prices include charges for fees, layout, supervision (field
and home office), general expense, taxes, insurance, labor burden, overhead and profit.
1. Mulch per cubic yard $____________
2. Mulch per bag $____________
3. Pine straw per bale $____________
P-1

No contractor may withdraw his proposal within sixty (60) days after the actual date of the
opening of thereof. Proposals may be held by the City for a period not to exceed sixty (60) days
from the date of the opening of Proposals for the purpose of reviewing the Proposals and
investigating the qualifications of the contractor prior to awarding the contract.
If this proposal is accepted by the City of Decatur and the undersigned shall fail to
execute a satisfactory Contract in the form of said proposed Contract and give satisfactory bonds
and insurance as required by the City within ten days (Sunday excepted) from the date of
notification of acceptance by the City, then the City may at its option determine that the
undersigned abandoned the Contract and thereupon this proposal shall be null and void.
Contractor further declares that the full name and residence address of all persons and
parties interested in the foregoing proposal as principals are as follows:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Signed, sealed and dated this_________ day of
_____________________, 20_______.
By __________________________
__________________________
(Title)
P-2

AGREEMENT
GEORGIA, DeKALB COUNTY
THIS AGREEMENT, made and entered into this _________ day of
_____________________, 20______, by and between the City of Decatur, Georgia, Party of the
First Part, hereinafter referred to as the City, and
________________________________________________________________________
(Corporation, Partnership or Proprietorship) of the State of Georgia, Party of the Second Part,
hereinafter called the Contractor.
WITNESSETH:
That the Contractor has agreed and by these presents does agree with the City to furnish all
equipment, tools, materials, skill, labor of every description, and all things necessary to carry out
and complete in a good, firm, substantial and workmanlike manner the work and construction in
strict conformity with the specifications for:
City of Decatur Landscape Maintenance Services
Which together with the Proposal, Instructions to Proposers, Non-Collusion Affidavit, General
Conditions, Special General Conditions, E-Verify and SAVE Forms, and Project Scope are
incorporated in and made a part of this Contract by reference.
The Contractor shall commence work under this Contract within 30 days after the award.
No payments under this Contract will be made except upon the presentation of a monthly
invoice itemizing the services rendered and additional services provided the previous month.
Such Payment Forms shall be submitted to the Facility Superintendent before the 10th day of the
following month and a Net 30 to pay the invoice.
Within ten calendar days from the date of this Contract, the Contractor as principal shall
provide the required Certificate of Insurance as outlined in the General Conditions for the
amounts and terms as specified therein.
This Contract, executed in triplicate, constitutes the full agreement between the parties,
and no part of this Contract shall be sublet by the Contractor without written approval of the
City.
IN WITNESS WHEREOF, the parties hereto have set their hands and caused their seals to
be affixed hereupon the day and year first above written.