Maintain Landscape at Municipal Center, Senior Center, and Police Station

CITY OF ALABASTER

1953 Municipal Way
Alabaster, Alabama 35007

OFFICE OF PURCHASING AGENT (Mark Frey)

Project: Maintain Landscape at Municipal Center, Senior Center and Police Station.

Alternate: Right of way on Alabaster Boulevard

Bid Request Posted this Date: April 12, 2026

Bids to be Opened this Date and Time: April 28, 2026, 2:00pm

To Whom It May Concern:

Bids shall be sealed and delivered to the Office of the City Clerk, City of Alabaster, Alabama, prior to the above specified date and time. Bids shall be publicly opened at the date and time specified above or as soon as practicable thereafter.
To be considered by the City, a bid must comply with Alabama law, including, but not limited to, Ala. Code (1975) §§41-16-50 et seq. and 31-13-1 et seq., and provide documentation of enrollment in the E-Verify program pursuant to Ala. Code §31-13-9.
All bidders must use the bid form provided by the City for the project. This Bid Cover Sheet should be completed and submitted with the bid. Bids completed in pencil will not be accepted. Bids should be clearly marked “SEALED BID” and indicate on the outside of the envelope the project for which the bid is submitted and the date of bid opening. The City reserves the right to require a bid bond, in which case specific information shall be provided with the request for bids.
The City reserves the right to utilize life cycle cost analysis in determining the lowest responsible bidder, in which case specific information shall be provided with the request for bids.

The City reserves the right to accept or reject any or all bids and to waive formalities.

Mark Frey, City Clerk

BIDDER

TELEPHONE ______________________________

ADDRESS ________________________________________________

EMAIL ________________________________________________

CITY STATE ____ ZIP

BID AMOUNT (AS PER SPECIFICATIONS) $

Note: MUNICIPALITIES ARE EXEMPT FROM STATE SALES TAX

This bid must be signed below by bidder’s principal/officer/agent and notarized:

Auth. Signature: _______________________________ Name: _______________________________________ Title: ________________________________________

Sworn to and subscribed before me on this ___ day of ___________, 20__. ____________________________________ Notary Public My Commission Expires:

REQUEST FOR QUOTE

For Maintaining Landscape at:

1953 Municipal Way, Alabaster AL 35007

1097 7th Street SW, Alabaster AL 35007

100 11th Ave SW, Alabaster AL 35007

Alternate: Alabaster Boulevard

The City’s requirements are set out in the Scope of Work

The City will accept bids on the following:

1. Maintaining Landscape at Municipal Center, Senior Center, Police Station & Alabaster Boulevard ROW. Specifications are listed in the Scope of Work

No consideration will be given to any claims based on a lack of knowledge of requirements.

Contact Information:

Please direct any questions and all correspondence regarding this RFB to:

City of Alabaster (City Hall)

Attn: Mark Frey

1953 Municipal Way

Alabaster, AL, 35007

Email: mfrey@cityofalabaster.com

Please direct any questions specific to bid specs set out in appendix A directly to:

City of Alabaster

Attn: Earnest Clark

1953 Municipal Way

Alabaster AL 35007

Email: eclark@cityofalabaster.com

Proposal Due Date:

All bids must be received at Alabaster City Hall by ______________________

Table of Contents

Section One: Instructions

1. General Expectations

2. Terms of Contract

3. Schedule

4. Copies Required

5. Official Contact Information

Section Two: Selection Process

1. Selection Committee

2. General Criteria

3. Withdrawal

Section Three: Request for Bid

1. Bid Response Form

2. Credentials

3. Pricing Information

4. Expectations of the City of Alabaster

5. Additional bids

Section Five: Scoring Criteria

1. Scoring Criteria

Section Six: Advertising

1. Direct Mailing

2. Newspaper Advertisements

Section One: Instructions

General Expectations

All bids shall be legibly typed and comply in all regards with the requirements of this RFB.

All bids must be signed in ink in the blank spaces provided herein. If a firm or partnership makes the bid, the name and address of the firm or partnership shall be shown together with the names and addresses of the members. If a corporation makes the bid, an authorized official must sign it in the name of said corporation.

Sealed bids must be submitted, bearing on the outside the name and address of the proposing party, the name of the project for which the bid is submitted and the time and date of the bid opening. If the bid is forwarded by mail, the bid must be enclosed in a sealed package addressed to:

City of Alabaster Attn: Mark Frey, 1953 Municipal Way, Alabaster, AL, 35007.

The City of Alabaster reserves the right to solicit additional information or bid clarification from vendors, or any one vendor, should the City deem such information necessary.

The City of Alabaster reserves the right to reject any and all bids, to waive informalities or irregularities in the bid submission process, and to negotiate further with any bidding parties. Any disputes, or interpretations, will be resolved by the City of Alabaster and will be final.

Any material supplied by a Bidding Party that may be considered confidential, to the extent it is allowed under Public Records Law, must be so marked with statutory exemption asserted.

Terms of Contract

The successful bidding party or parties of this process will provide stated services and installation of same within delivery guidelines and quality expectations. Payment terms are net thirty days after receipt of acceptable merchandise. The city does not pay delivery charges, finance charges, interest, or late fees. Any items to be delivered to the City of Alabaster, 1953 Municipal Way, Alabaster, Alabama 35007, and risk of loss of goods shall not pass to the City until delivery and installation is complete by winning bidder.

The City reserves the right to reject any and all bids which are inconsistent with regards to service, experience and compliance to specifications. The City accepts no responsibility for expenses incurred in the bid preparation and presentation. Such expense is to be borne exclusively by the bidding party.

Schedule

Requests for Bids opening will be on April 28, 2026, 2:00pm or as soon as practicable thereafter. All submitted packets must arrive at Alabaster City Hall prior to this time to be considered. Bids must arrive in a sealed and clearly labeled enclosure.

Copies Required

Each bid must include one (1) signed original and two (2) copies, for a total of three (3) printed copies and one (1) digital copy on a thumb drive for submission.

Official Contact

Bids are due no later than April 28, 2026 at 2:00pm. Each bid should be sealed and addressed to:

City of Alabaster Attn: Mark Frey, 1953 Municipal Way, Alabaster, AL, 35007

Any questions should be directed to:

City of Alabaster, Attn: Earnest Clark 1953 Municipal Way, Alabaster, AL, 35007

eclark@cityofalabaster.com 205-378-1571

Section Two: Selection Process

Selection Committee

The review and selection of valid and on-time bids will be done by a committee consisting of the Facilities Manager, City Administrator and City Clerk and/or Mayor. The City Attorney may be included if specific questions of legality arise in the selection committee. The committee will make a recommendation indicating their preferred bid to the City Council who will then approve City Staff to commence final contract negotiations and contract execution.

Withdrawal

A bid already received may be withdrawn from consideration by the City of Alabaster only if the proposing party furnishes the City with a written notice that the bid is withdrawn prior to the time stated for the opening of the bids.

Section Three: Request for Bid Form

Bid Response

Submitted By:

Contact:

Address:

Daytime Phone: ( ) Fax: ( )

Email:

Date:

The undersigned, through the formal submittal of this bid response, declares that they have examined all related bid documents and read the instructions and conditions, and hereby proposes to supply materials and/or services as specified in accordance with the bid documents herein.

The Bidding party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this bid or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this bid and the papers made a part hereof by its terms;

(b) That this bid is made without connection with any person, firm or corporation submitting a bid for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this bid, or of the partnership, or of all persons interested in this bid as principals are as follows:

Name Title

Name Title

Name Title

(If Sole Proprietor or Partnership)

In witness hereto, the undersigned has set his (its) hand this ___ day of______, 20__.

Name of Firm

Authorized Signature of Bidding Party

(If Corporation) In witness whereof the undersigned corporation has caused this instrument to be executed by its duly authorized officers this __ day of ______, 20__.

Name of Corporation

By

Title

Please answer the following questions regarding your organization and bid. Please be as specific as possible.

1. Credentials:

a. In one page or less, describe and explain your organization.

b. Please list three (3) references and their contact information, that you have similar contracts with or have served and include dates of service. Additionally, please ensure that of those, two (2) references are from commercial, government or public organizations. The City of Alabaster reserves the right to contact any and all references listed as well as any other entities that your organization does business with and to determine your responsibility as a bidder.

2. Pricing Information: Please enclose a list of those items you propose to offer and a unit cost and pricing list pertinent to your bid as well on the attached form.

3. Expectations the Bidding Party would have for the City of Alabaster: Please outline any and all expectations, being as specific as possible, your organization would have for the City of Alabaster should your bid be chosen, including timeline.

4. Compliance: The Successful Bidder(s) must comply with all local, state, and federal laws.

5. Award: The City shall award the contract to the lowest responsible and responsive bidder.

Section Four: Scoring Criteria

Pricing in conformity to requested product /services 100 Points

Specifications in conformity to requested bid 100 Points

Section Five: RFB Advertisement

Delivered to:

Newspaper Advertisement

Shelby County Reporter/Alabaster Reporter

The City of Alabaster is currently accepting bids: Maintain landscape at the following locations:

Alabaster Municipal Center, 1953 Municipal Way, Alabaster Al 35007

Alabaster Senior Center 1097 7th Street SW Alabaster AL 35007

Alabaster Police Dept 100 11th Ave SW Alabaster AL 35007

Alabaster Boulevard

The city will be accepting bids that conform to the specifications set out in the bid packet, available online.

Bids are due no later than April 28, 2026, 2:00pm at City of Alabaster, Attn: Mark Frey, City Clerk 1953 Municipal Way, Ste. 101, Alabaster, AL, 35007. Interested parties can obtain bid packets online and further information from the City of Alabaster Facilities Manager by calling 205-378-1571 or emailing eclark@cityofalabaster.com or visiting  http://www.cityofalabaster.com

*There will be one onsite visit to walk around properties on April 21h 2:00pm at 1953 Municipal Center Way, Alabaster AL.

Bid Response Cover Submittal

(Must Accompany all Bids)

Submitted By:

Contact:

Address:

Daytime Phone: ( ) Fax: ( )

Date:

The undersigned, through the formal submittal of this bid response, declares that they have examined all related bid documents and read the instruction and conditions, in accordance with the bidding documents herein.

The Bidding Party, by their signature below, hereby represents as follows:

(a) That no Councilmember, official, officer, agency or employee of the City of Alabaster is financially interested directly or indirectly in this proposal or the compensation to be paid hereunder, and that no representation, statement or statements, oral or in writing, of the City, its Council, officers, agents, or employees had induced them to enter into this proposal and the papers made a part hereof by its terms;

(b) That this bid is made without connection with any person, firm or corporation submitting a proposal for the same service, and is in all respects, fair and without collusion or fraud.

The names of the principal contacts of the organization submitting this bid, or of the partnership, or of all persons interested in this bid as principals are as follows:

Name Title

Name Title

Name Title

(If Sole Proprietor or Partnership)

In witness hereto, the undersigned has set his (its) hand this ___ day of______, 20__.

Name of Firm

Authorized Signature of Bidding Party

(If Corporation) In witness whereof the undersigned corporation has caused this instrument to be executed by its duly authorized officers this __ day of ______, 20__.

Name of Corporation

By

Title

2026 BID RESPONSE FORM

Bids should be presented in substantially the following format:

	Description	Per Unit Costs

Total Project Cost:

Date: ___________________

Bidder: __________________

Signature: _________________________

Scope of Work

Mow grass every 7 days during growing season. Remove excess grass to avoid slowing growth.

Weed eat/edge all beds, walkways, curbs each time it is mowed. Blow all sidewalks, driveways, curbs to remove clippings. Remove all trash.

Trim hedges each mowing or as necessary.

Remove excess clippings and other waste from beds at each mowing. Provide weed maintenance with limited chemical usage.

Trim Crepe Myrtles in January and remove all leaves/limbs from property.

Plant flowers of color at each entrance of each building three (3) times per year. Including the City of Alabaster Monument.

Fertilize and treat at least 4 times a year to keep grass and flowers growing properly.

Replace or add mulch one time a year. (Up to 100 yards)

Remove existing Mulch first (1st) Year. (Price separately)

Plant rye grass to keep areas green all year round. (Minimum of 200lbs per acre)

Separate pricing by location.

List the schedule for each of the seasons, include mowing, pruning, mulch, fertilizer/treat, etc.:

January-March

April -September

October-December

Alternate Bid: (Price Separately) Price to include cutting and trimming trees/bushes along Alabaster Boulevard from the south end of Alabaster boulevard (At Jim N Nicks) to the north end at Weatherly Club Drive. Include the medians and side right of ways (roughly 10 feet off each curb).

*There will be one onsite visit to walk around properties on April 21h 2:00pm at 1953 Municipal Center Way, Alabaster AL.

*All potential bidders are encouraged to attend this site visit.