Grass Maintenance Services for 14 Water Treatment Plant Sites

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	221310 - Water Supply and Irrigation Systems 237110 - Water and Sewer Line and Related Structures Construction 561730 - Landscaping Services
Posted Date:	Feb 13, 2026
Due Date:	Mar 12, 2026
Solicitation No:	320-RFP 320-140126TW
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Solicitation Number:	320-RFP 320-140126TW
Project Title:	Grass Maintenance Services for 14 Water Treatment Plant Sites
Description:	The Water Treatment Plant has (7) water tanks and (3) booster stations on the list below to be mowed and trimmed every (2) weeks during high growth periods. During periods of slow growth such as drought and early spring/late fall. Contractor will be notified by WTP Maintenance Supervisor to delay service. Bushes, shrubs, grass, weeds, and vines to be kept clear of all fence lines during the ENTIRE year. Flower beds are to be maintained free of volunteer monthly. Trees and bushes are to be kept trimmed off all structures. All concrete curbs and sidewalks to be edged with each cut. Contractor shall have been in the regular business of commercial lawn care for a minimum of (3) years, have a current license for the State of North Carolina to spray herbicide and pesticide. Contractor shall pick up all trash and other small limbs and debris that can be placed in a thirty-gallon trash bag without running over it with the mower or weed trimmer. Contractor shall notify point of contact of any obstructions that are too large for him to move. Contractor shall spray herbicide in April and again 3 weeks after the first spraying. Spraying will be on all rocked surfaces and between pavement and curbs at maximum rates allowed by law. Contractor shall spray around protrusions, i.e.: guy wires, valve boxes, utility poles, buildings, fences, concrete structures with no more than a 4-inch width of spray. Contractor MUST notify maintenance supervisor by email within 48 hours of completion of cut or SHALL FORFEIT PAY for that cycle of cuts. Text messages and phone calls will not be accepted as means of confirmation. Contractors will be required to submit invoices no more than 30 days from the date of service, invoices must have each location listed with the date of cut beside them. This contract will be for March 1, 2026, through February 29, 2028. There will be an option for two one-year extensions, if the extension prices stay the same or increase less than the CPI as published by the US Bureau of Labor Statistics, and CRM and contractors agree to exercising these extensions. Cutting season will be from April 1 – October 31 but may be adjusted based on growth.
Opening Date:	3/12/2026 2:30 PM
Posted Date:	2/14/2026
Status:	Open
Department:	CITY OF ROCKY MOUNT


Solicitation Number * 320-RFP 320-140126TW	Department CITY OF ROCKY MOUNT	Status Reason Open
Opening Date 2026-03-12T14:30:00.0000000	Posted Date * 2026-02-13T16:04:04.0000000Z	Commodity Code Landscape architecture materials
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Alicia Gaines
Description The Water Treatment Plant has (7) water tanks and (3) booster stations on the list below to be mowed and trimmed every (2) weeks during high growth periods. During periods of slow growth such as drought and early spring/late fall. Contractor will be notified by WTP Maintenance Supervisor to delay service. Bushes, shrubs, grass, weeds, and vines to be kept clear of all fence lines during the ENTIRE year. Flower beds are to be maintained free of volunteer monthly. Trees and bushes are to be kept trimmed off all structures. All concrete curbs and sidewalks to be edged with each cut. Contractor shall have been in the regular business of commercial lawn care for a minimum of (3) years, have a current license for the State of North Carolina to spray herbicide and pesticide. Contractor shall pick up all trash and other small limbs and debris that can be placed in a thirty-gallon trash bag without running over it with the mower or weed trimmer. Contractor shall notify point of contact of any obstructions that are too large for him to move. Contractor shall spray herbicide in April and again 3 weeks after the first spraying. Spraying will be on all rocked surfaces and between pavement and curbs at maximum rates allowed by law. Contractor shall spray around protrusions, i.e.: guy wires, valve boxes, utility poles, buildings, fences, concrete structures with no more than a 4-inch width of spray. Contractor MUST notify maintenance supervisor by email within 48 hours of completion of cut or SHALL FORFEIT PAY for that cycle of cuts. Text messages and phone calls will not be accepted as means of confirmation. Contractors will be required to submit invoices no more than 30 days from the date of service, invoices must have each location listed with the date of cut beside them. This contract will be for March 1, 2026, through February 29, 2028. There will be an option for two one-year extensions, if the extension prices stay the same or increase less than the CPI as published by the US Bureau of Labor Statistics, and CRM and contractors agree to exercising these extensions. Cutting season will be from April 1 – October 31 but may be adjusted based on growth.

Attachments RFP 320-140126TW Grass Maintenance Services for 14 WTP Sites.pdf (505.70 KB)

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WATER RESOURCES

Request for Proposal #: 320-140126TW

Grass Maintenance Services for 14 Water Treatment Plant Sites

Contract Term: 2 years

Date of Issue: 2/13/2026

Proposal Opening Date: 3/12/2026

At 2:30 PM ET

Direct all inquiries concerning this RFP to:

Tracy Winfield, Purchasing Associate II

Email: Tracy.winfield@rockymountnc.gov

Phone: 252-972-1229

Request for Proposal # 320-140126TW

______________________________________________________

For purchasing division processing, please provide your company’s Federal Employer Identification

Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina

General Statute 132-1.10(b) this identification number shall not be released to the public. This page will

be removed and shredded, or otherwise kept confidential, before the procurement file is made

available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

______________________________________________________

Federal ID Number or Social Security Number

______________________________________________________

Vendor Name

“All bidders are hereby notified that they must have the

proper license as required under the North Carolina laws. All

prospective contractors shall be responsible for complying

with state law and local ordinances.”

CITY OF ROCKY MOUNT

Water Resources

Refer ALL Inquiries regarding this RFP to:

Tracy Winfield

Purchasing Associate II

Request for Proposal # 320-140126TW

Proposals will be due: 3/12/2026 2:30 pm

Contract Type: Service

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and

agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time

specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and

without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been

convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of

1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its

principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered

transactions by any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that

it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of

Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North

Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order

24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates

for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of

any gift from anyone with a Contract with the City, or from any person seeking to do business with the City. By execution of this

response to the RFP, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware

that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED.

Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY & STATE & ZIP:

TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE*:

DATE:

EMAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: _____ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City

of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this

Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall

then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the

successful Vendor(s).

Proposal Number: 320-140126TW

Vendor: __________________________________________

Contents

1.0 PURPOSE AND BACKGROUND .............................................................................................5

2.0 GENERAL INFORMATION.......................................................................................................5

2.1 REQUEST FOR PROPOSAL DOCUMENT .............................................................................5

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ...............................5

2.3 RFP SCHEDULE .....................................................................................................................5

2.4 PROPOSAL QUESTIONS .......................................................................................................6

2.5 PROPOSAL SUBMITTAL .......................................................................................................6

2.6 AUTHORIZED SIGNATURE REQUIREMENT.........................................................................7

2.7 PROPOSAL CONTENTS ........................................................................................................7

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS............................................................7

3.0 METHOD OF AWARD ..............................................................................................................8

3.1 METHOD OF AWARD.............................................................................................................8

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION.........8

3.3 INTERPRETATION OF TERMS AND PHRASES....................................................................8

4.0 REQUIREMENTS .....................................................................................................................9

4.1 CONTRACT TERM..................................................................................................................9

4.2 PRICING..................................................................................................................................9

4.3 INVOICES................................................................................................................................9

4.4 MINORITY BUSINESS PARTICIPATION................................................................................9

4.5 VENDOR EXPERIENCE........................................................................................................10

4.6 REFERENCES ......................................................................................................................10

4.7 VENDOR’S REPRESENTATIONS ........................................................................................11

5.0 SCOPE OF WORK .................................................................................................................11

5.1 GENERAL .............................................................................................................................11

5.2 TASK/DELIVERABLE ...........................................................................................................12

5.3 ACCEPTANCE OF WORK ....................................................................................................13

6.0 CONTRACT ADMINISTRATION.............................................................................................13

6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................13

6.2 DISPUTE RESOLUTION .......................................................................................................13

6.3 CONTRACT CHANGES ........................................................................................................14

6.4 CITY’S RIGHTS AND OPTIONS ...........................................................................................14

Page | 3

Proposal Number: 320-140126TW

Vendor: __________________________________________

ATTACHMENT A: PRICING...............................................................................................................15

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS.....................................16

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ......................................................16

Page | 4

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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