Low Profile Landscape
| Agency: | City of Westfield |
|---|---|
| State: | Indiana |
| Type of Government: | State & Local |
| Posted Date: | Oct 10, 2025 |
| Due Date: | Nov 21, 2025 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Low Profile Landscape
Attachment Preview
City of Westfield
Request for Proposal (RFP)
Low Profile Landscape Maintenance
Prepared by: City of Westfield
Proprietary and Confidential
Table of Contents
1. 1. Purpose of the Request for Proposal
2. 2. Technical and Contractual Contacts
3. 3. Key Dates
4. 4. Guidelines for Proposal Preparation
5. 5. Proposal Content
6. 6. Scope of Services (Attachment A)
7. 7. Term and Performance
8. 8. Contract Administration
9. 9. Instructions, Conditions, and Notices
10. 10. Supporting Information
1. Purpose of the Request for Proposal
The City of Westfield, Indiana (established in 1834), occupies seven square miles in central
Hamilton County and is home to approximately 60,000 residents. Once an agricultural
community, Westfield has grown into a thriving city with residential, industrial,
manufacturing, and retail development.
The City’s goal is to provide the highest level of customer service to all citizens and visitors.
Quality landscapes and facilities are an essential part of this mission. The City maintains 47
low-profile sites, totaling approximately 120 acres, which include:
- Roadsides
- Undeveloped City property
- Roundabouts
- Other municipal sites
The City is seeking proposals for landscape maintenance services that deliver the best value,
based on (but not limited to):
- Cost, ability, capacity, and skill of the vendor
- Proven ability to deliver timely services
- Documented quality of performance, reputation, and integrity
This RFP is part of the City’s Strategic Sourcing Program, which aims to reduce costs,
increase quality, and enhance operational efficiency.
2. Technical and Contractual Contacts
Technical Contact:
Ben Meier
2728 East 171st Street, Westfield, IN 46074-9544
Phone: 317-619-5813 | Fax: 317-804-3010 | Email: bmeier@westfield.in.gov
Contractual Contact:
Chris McConnell
2728 East 171st Street, Westfield, IN 46074-9544
Phone: 317-372-1192 | Fax: 317-804-3010 | Email: cmcconnell@westfield.in.gov
3. Key Dates
Intent to Respond Due: October 17, 2025 (by 12:00 PM ET via email to Ben Meier)
Proposal Due: November 21, 2025 (by 12:00 PM ET, via email to Ben Meier)
Schedule of Events:
1. RFP Distributed – October 10, 2025
2. Written Confirmation of Intent to Bid – October 17, 2025
3. Vendor Questions Due – October 24, 2025
4. City Responses Issued – October 28, 2025
5. Proposal Due Date – November 21, 2025
6. Awarded Contract Notice – December 3, 2025
7. Agreement Start Date – January 1, 2026
4. Guidelines for Proposal Preparation
Submission Requirements:
- Award will be based on responsiveness, cost, quality, process enhancement, and overall
value.
- Proposals may be submitted individually or in partnership with other firms.
- Teaming arrangements must be disclosed, with one primary proposer responsible for
performance.
- Proposals should include: Executive Summary, Scope/Approach/Methodology,
Qualifications and Experience.
Conditions:
- This RFP does not bind the City to any contract.
- The City reserves the right to reject proposals, negotiate terms, or cancel the RFP.
- All proposal costs are the responsibility of the vendor.
5. Proposal Content
Executive Summary:
- Firm profile
- Experience and capabilities
- Key personnel qualifications
Scope, Approach, and Methodology:
- Details on how the vendor will meet the Scope of Services (Attachment A).
6. Scope of Services (Attachment A)
General Services:
- Weekly routine lawn care (mowing, edging, cleanup of hard surfaces)
- Seasonal turf management (pre-emergent, fertilization, weed control)
Detailed Lawn & Landscape Care:
- Weekly mowing and trimming
- Monthly edging
- Cleanup and litter removal
- Turf applications (spring, summer, fall fertilizer & herbicide)
7. Term and Performance
Contract Term: January 1, 2026 – December 31, 2028
Performance Monitoring:
- Monthly activity reports
- Periodic inspections
- Contractor must maintain equipment in good condition
8. Contract Administration
Payments:
- Net 30 days from invoice receipt
- Preferred: City purchase card
Invoice Schedule:
- Submitted by the 25th of each month
- Emailed in PDF to ap@westfield.in.gov
9. Instructions, Conditions, and Notices
- Addenda: Must be acknowledged in proposals.
- Non-Collusion Affidavit required.
- All communications must be written; no oral interpretations binding.
- Vendors strongly encouraged to inspect sites before submitting proposals.
10. Supporting Information
Maps and Site Data:
https://pi.youraspire.com/public/sections/de4fca11-f834-40f4-a88e-2c73f7620328
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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See Also
Procurement Method Commodity/Service Description Addendum Date Entered Open Date/Time Buyer Name and Phone
State Government of Indiana
Bid Due: 5/10/2076