Landscaping Services - Spring & Fall Clean-up and As-Needed Services RFP

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN
'Small P Soliciatati
LANDSCAPING SERVICES - SPRING & FALL CLEANUP AND AS-NEEDED SERVICES

ion Number:

Submission Due Date:
Tim
Submission Place:

Questions Submissions due Date:

Time:
Pre-bid Walk-thru

Direct General Inquiries To:

2026-04-LAND

April 22, 2026

May 13, 2026

3:00 p.m., Local Time

New Britain Housing Authority
16 Armistice St.

New Britain, CT 06053

April 29, 2022

3:00 PM

On Request before 4/29/26

John T. Hamilton
jhamilton @ nbhact.org
By April 29, 2026 NO LATER THAN 3:00 PM
All Answers and Addendum to the Solicitation
will be posted on NBHA's website:

WWW nbhactorg

NBHA must receive sealed submittals of the RFP and a fee proposal. Submit one (1) unbound original, three

nd copies. Deliver to the address above. No electronic submittals will be accepted. _U i

our Cover Page for your submission,

Date Submitted:

Company Name

Address

City, State, Zip Code

Contact Person

7 Email

Phone/Fax Number

Housing Authority of the City of New Britain - John T. Hamilton, Executive Director

1

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN
SMALL PURCHASE SOLICITATION

LANDSCAPING SERVICES - SPRING & FALL CLEANUP AND AS-NEEDED
SERVICES

Solicitation No.: 2026-04-LAND
Issue Date: April 22, 2026
Proposal Due Date: May 13, 2026
Time: 3:00 PM

Submission Method:
Proposals shall be submitted to:

New Britain Housing Authority
16 Armistice Street

New Britain, CT 06053

Email: jhamilton@nbhact.org

Late submissions will not be accepted.

INTRODUCTION

The Housing Authority of the City of New Britain (NBHA) is a public agency committed to
providing safe, decent, and affordable housing to residents throughout the City of New Britain.

NBHA manages a diverse portfolio including:

Elderly/disabled high-rise developments

Family housing developments

Administrative and program facilities, including the Center of Excellence
PROJECT OVERVIEW

NBHA is seeking qualified contractors to provide landscaping services across its portfolio,
including but not limited to:

Kennedy Apartments

Ribicoff Apartments

e Graham Apartments

Knapp Village

Mt Pleasant/Bond St.

e Oval Grove

e Center of Excellence

e Additional NBHA-owned properties as needed
This contract will include:

(C) Seasonal services (Spring & Fall Cleanups)
Routine exterior maintenance support
As-needed landscaping services

CONTRACT TERM

e Initial Term: Two (2) Years

Extensions: Three (3) one-year extensions at NBHA's discretion
NBHA reserves the right to award to one or multiple vendors.
SCOPE OF SERVICES

The contractor shall provide all labor, supervision, materials, equipment, and transportation
necessary to perform landscaping services in a professional and workmanlike manner.

1. GENERAL LANDSCAPING SERVICES

The contractor shall maintain exterior grounds to ensure a clean, safe, and aesthetically
acceptable condition across all assigned properties.

Services may include:
Lawn mowing and trimming
e Edging along sidewalks, curbs, and building perimeters

degrees Weed removal and control

Blowing and removal of grass clippings and debris
General grounds cleanup

All walkways, parking areas, and common spaces shall be left clean and free of debris after each
service visit, consistent with standards shown in similar public housing landscaping contracts .

2. SPRING CLEANUP SERVICES
Spring cleanup shall generally occur between March and May, weather permitting.
The contractor shall:

e Remove leaves, branches, litter, and winter debris

e Clean landscaped beds and lawn areas

e Edge and redefine planting beds

e Remove weeds and overgrowth

Trim shrubs and bushes as needed

Prepare grounds for seasonal maintenance

All debris shall be properly collected and disposed of off-site unless otherwise directed.

3. FALL CLEANUP SERVICES
Fall cleanup shall occur between October and December, or as directed by NBHA.
Services shall include:

Removal of fallen leaves and seasonal debris

Continued cleanup until leaf drop is complete

Trimming of dead or overhanging branches

Preparation of grounds for winter conditions

Multiple visits may be required to ensure properties remain clean throughout the season.

4. AS-NEEDED SERVICES

The contractor shall provide on-call services including:

Emergency debris removal (storm damage, fallen branches, etc.)
Overgrowth and vegetation control

e Shrub, hedge, and small tree trimming

e Exterior cleanup at vacant or turnover units

Special projects at the Center of Excellence or other sites

Standard landscaping and mowing services

5. PERFORMANCE STANDARDS
All work shall be performed in accordance with the following standards:
Grounds shall present a neat, uniform, and well-maintained appearance
No accumulation of debris, clippings, or waste shall remain
Work shall be completed within agreed timelines
Contractor shall minimize disruption to residents and staff
6. EQUIPMENT AND STAFFING
The contractor shall provide:
+ All necessary equipment (mowers, trimmers, blowers, etc.)
Qualified and experienced personnel
Proper supervision at all times
All staff shall be trained in:
Safety practices
Working in occupied residential environments

Professional conduct

7. HEALTH, SAFETY, AND DAMAGE RESPONSIBILITY
The contractor shall:

Take all necessary precautions to protect persons and property

5

Be responsible for any damage caused by their operations

* Maintain a safe working environment at all times

8. WALKTHROUGH (OPTIONAL BUT ENCOURAGED)

Contractors may request a walkthrough to familiarize themselves with NBHA properties and site
conditions.

e Walkthroughs will be scheduled upon request
Contractors are responsible for understanding site conditions

Failure to inspect sites shall not relieve contractor of obligations

PRICING REQUIREMENTS
Bidders shall provide pricing in the following format:
Required Pricing Categories
e Spring Cleanup (per site or per unit)
Fall Cleanup (per site or per unit)
Lawn mowing (per service, if applicable)
e As-needed services (hourly or unit rates)
Debris removal costs (if separate)
Pricing must include:

e Labor

Equipment

* Materials

e Transportation
e Disposal

NBHA reserves the right to:
Adjust quantities

e Request additional services

Use pricing for future task orders

EVALUATION CRITERIA

Criteria Points

Price 40
L__}

Experience with PHA/Municipal Work | 25

Responsiveness & Completeness

Capacity & Staffing

References 15

Total: 100 Points

This mirrors evaluation weighting approaches seen in comparable landscaping solicitations .

INSURANCE REQUIREMENTS
Contractor must provide:
Workers' Compensation (CT compliant)
General Liability ($1M per occurrence)
Automobile Liability ($1M)
NBHA must be named as Additional Insured.
TERMS AND CONDITIONS
* NBHA reserves the right to reject any or all proposals
NBHA may award multiple contracts
* NBHA may adjust service frequency based on need

(C) Properties are occupied; contractor must minimize disruption

APPENDIX - REQUIRED FORMS

The following must be submitted:
HUD-5369-A Representations & Certifications
HUD-5370-C General Conditions
Non-Collusive Affidavit
Section 3 Compliance Forms
Equal Employment Opportunity Certification
e Debarment Certification
Insurance Certificates

These forms reflect requirements included in similar housing authority solicitations .

SUBMISSION CHECKLIST

Completed proposal

e Pricing sheet

(C) References (minimum 3)
Required HUD forms
Insurance documentation

FINAL NOTE

This solicitation is intended to establish a cost-effective, flexible landscaping services contract
that supports:

Property appearance
Resident satisfaction
Operational efficiency

Compliance with HUD and local standards

U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing

Representations, Certifications,
and Other Statements of Bidders

Public and Indian Housing Programs

nn EHUD S369-A (11792)
Previous edition is obsolete form HUD-5369-A (11/92)

Representations, Certifications,
and Other Statements of Bidders
Public and Indian Housing Programs

Table of Contents

Clause Page
1. Certificate of Independent Price Determination 1
2. Contingent Fee Representation and Agreement 1

3. Certification and Disclosure Regarding Payments
to Influence Certain Federal Transactions

Organizational Conflicts of interest Certification
Bidder's Certification of Eligibility

Minimum Bid Acceptance Period

Smail, Minority, Women-Owned Business Concem
Representation

Indian-Owned Economic Enterprise and Indian

Organization Representation

9. Certification of Eligibility Under the Davis-Bacon Act
10. Certification of Nonsegregated Facilities

11. Clean Air and Water Certification

12. Previous Participation Certificate

13. Bidder's Signature

NOs
NNN

ee

1. Certificate of Independent Price Determination
(a) The bidder certifies that~

(1) The prices in this bid have been arrived at independently,
without, for the purpose of restricting competition, any consultation,
communication, or agreement with any other bidder or competitor
relating to (i) those prices, (li) the intention to submit a bid, or (iti) the
methods or factors used to calculate the prices offered;

(2) The prices in this bid have not been and will not be
knowingly disclosed by the bidder, directly or indirectly, to any other
bidder or competitor before bid opening (in the case of a sealed bid
solicitation) or contract award (in the case of a competitive proposal
solicitation) unless otherwise required by law; and

(3) No attempt has been made or will be made by the bidder to
induce any other concem to submit or not to submit a bid for the
purpose of restricting competition.

(b) Each signature on the bid is considered to be a certification by
the signatory that the signatory

(1) Is the person in the bidder's organization responsible for
determining the prices being offered in this bid or proposal, and that
the signatory has not participated and will not participate in any
action contrary to subparagraphs (a)(I) through (a)(3) above; or

(2) (i) Has been authorized, in writing, to act as agent for the
following principals in certifying that those principals have not
participated, and will not participate in any action contrary to
subparagraphs (aI) through (a)(3) above.

[insert
full name of person(s) in the bidder's organization responsible for
determining the prices offered in this bid or proposal, and the title of
his or her position in the bidder's organization];

(ii) As an authorized agent, does certify that the principals
named in subdivision (b)(2)(i) above have not participated, and will
not participate, in any action contrary to subparagraphs (a)(1)
through (a)(3) above; and

Previous edition is obsolete

Paget of 3

(iii) As an agent, has not personally participated, and will

not participate in any action contrary to subparagraphs (a)(1)

through (a}(3) above.

(c) If the bidder deletes or modifies subparagraph (a)2 above, the

bidder must furnish with its bid a signed statement setting forth in

detail the circumstances of the disclosure.

(] [Contracting Officer check if following paragraph is applicable]

(d) Non-collusive affidavit. (applicable to contracts for construction

and equipment exceeding $50,000)

(1) Each bidder shall execute, in the form provided by the PHA/
IHA, an affidavit to the effect that he/she has not colluded with any
other person, firm or corporation in regard to any bid submitted in
response to this solicitation. If the successful bidder did not submit
the affidavit with his/her bid, he/she must submit it within three (3)
working days of bid opening. Failure to submit the affidavit by that
date may render the bid nonresponsive. No contract award will be
made without a properly executed affidavit.

(2) A fully executed "Non-collusive Affidavit" [ J is, [ is not
included with the bid.

2. Contingent Fee Representation and Agreement

(a) Definitions. As used in this provision:

"Bona fide employee" means a person, employed by a bidder
and subject to the bidder's supervision and contro! as to time, place,
and manner of performance, who neither exerts, nor proposes to
exert improper influence to solicit or obtain contracts nor holds out
8 being abie to obtain any contract(s) through improper influence.

"improper influence" means any influence that induces or tends.
to induce a PHA/IHA employee or officer to give consideration or to
act regarding a PHA/IHA contract on any basis other than the merits
of the matter.

(b) The bidder represents and certifies as part of its bid that, except

for full-time bona fide employees working solely for the bidder, the

bidder:

(1) [ ] has, [ ] has not employed or retained any person or
company to solicit or obtain this contract; and

(2) (] has, [ ] has not paid or agreed to pay to any person or
company employed or retained to solicit or obtain this contract any
commission, percentage, brokerage, or other fee contingent upon or
resulting from the award of this contract.

(c) If the answer to either (a}(1) or (a)(2) above is affirmative, the

bidder shall make an immediate and full written disclosure to the

PHA/IHA Contracting Officer.

(4) Any misrepresentation by the bidder shall give the PHA/IHA the

right to (1) terminate the contract; (2) at its discretion, deduct from

contract payments the amount of any commission, percentage,
brokerage, or other contingent fee; or (3) take other remedy
pursuant to the contract.

3. Certification and Disclosure Regarding Payments to
Influence Certain Federal Transactions (applicable to
contracts exceeding $100,000)

(a) The definitions and prohibitions contained in Section 1352 of

title 31, United States Code, are hereby incorporated by reference

in paragraph (b) of this certification.

form HUD-5369-A (11/92)