Multiple Site Landscape Maintenance Services

CITY OF LAKE OSWEGO
REQUEST FOR PROPOSALS
MULTIPLE SITE LANDSCAPE MAINTENANCE SERVICES
Deadline for Submission of Proposal:
May 1, 2026 10:00 AM
City of Lake Oswego
Public Works Department
17601 Pilkington Road
Lake Oswego, Oregon 97035
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TABLE of CONTENTS
Page
1 Introduction .................................................................................................................................... 2
2 Scope of Work ................................................................................................................................. 4
3 Proposal Format, Content, and Submission ................................................................................... 4
4 Proposal Evaluation and Award ...................................................................................................... 9
5 Solicitation Terms and Conditions; Protest of Award ................................................................... 10
6 Contract Terms and Conditions .................................................................................................... 12
Attachments
Attachment A: Proposal Cover Sheet........................................................................................... A-1
Attachment B: Proposal Price Form .............................................................................................. B-1
Attachment C: Proposal Form ....................................................................................................... C-1
Attachment D: Scope of Work ..................................................................................................... D-1
Attachment E: Sample Contract.................................................................................................... E-1
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City of Lake Oswego
Request for Proposals
MULTIPLE SITE LANDSCAPE MAINTENANCE SERVICES
Proposals Due: Not later than 10:00 AM. May 1st, 2026
Late proposals will not be accepted or considered.
Submit Proposals to: Proposals shall be accepted via email, mail, or hand delivery as set
forth in the RFP.
Direct Questions to: Procurement Contact: Kristine Ashton, Project Manager
Email: kashton@ci.oswego.or.us
Phone: 503-697-2871
Deadline for Questions/Solicitation Protests: 3:30 PM April 24th, 2026
Pre-Qualification:
Required Not Required
Pre-Proposal Conference:
No pre-proposal conference will be held for this solicitation.
RFP Availability:
This RFP is available electronically at http://www.ci.oswego.or.us/bids/. Future notices
regarding this solicitation, including solicitation addenda, will be posted to
http://www.ci.oswego.or.us/bids/. This RFP may also be viewed at Lake Oswego Maintenance Center,
17601 Pilkington Rd., Lake Oswego, Oregon 97035.
Proposal Opening:
Proposals will be opened at 10:05 AM on the date proposals are due. Opening will be held at
Pilkington Conference Room located at 17601 Pilkington Rd. Lake Oswego 97035.
Proposal Documents:
Multiple Site Landscape Maintenance Services RFP
Attachment A: Proposal Cover Sheet
Attachment B: Proposal Price Form
Attachment C: Proposal Form
Attachment D: Scope of the Work
Attachment E: Sample Contract
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1 INTRODUCTION
The City of Lake Oswego (City) is seeking proposals from qualified and experienced proposers
for the proposals to provide a high-quality level of landscape maintenance services at approximately 200
sites, which total nearly 55 acres and include rights-of-way, street medians, City facilities, water pump
stations and reservoirs, and sewer pump stations. A full description of the Services is set forth in
Attachment D to this RFP. Any contract awarded under this RFP will require the exclusive use of
electric equipment. The Contractor must exclusively use electric powered equipment (includes all
mowers, blowers, trimmers, weed eaters, and other tools that are available as an electric-powered
alternative, with the exception of vehicles / service trucks).
The City intends to award a single contract as a result of this RFP. The contract term will be one
year with options to renew for four additional one-year terms.
1.1 About the City
The City of Lake Oswego has approximately 200 sites, totaling 55 acres, that require landscaping
services. The sites include rights-of-way, street medians, City facilities, water pump stations and
reservoirs, and sewer pump stations.
1.2 Reserved
1.3 Timeline/Deadlines
ACTIVITY DATE
Issuance of Request for Proposal Friday, April 17, 2026
Deadline for Questions/Clarifications/Protest of Solicitation Documents Friday, April 24, 2026
Deadline for Addenda Friday, April 24,2026
Proposals Due Friday, May 1, 2026,
10:00AM
Notice of Intent to Award Friday, May 8, 2026
Deadline for Filing Protest of Award Thursday, May 14, 2026
Anticipated Contract Start Monday, May 18, 2026
Project Completion Date Thursday, May 17, 2027
The City reserves the right to deviate from this schedule.
1.4 RFP Clarifications and Protests; Addenda
1.4.1 Informal Questions or Requests for Clarification
Any Proposer requiring clarification of the information provided in this solicitation may submit
specific questions or comments in writing to the Procurement Contact shown on page 1 of this
document. Email is the required form of communication. The deadline for submitting such questions is
set forth in Section 1.3.
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1.4.2 Protest of Solicitation or Contract Documents
Any Proposer wishing to request changes, or to protest, this RFP or any provision, specification,
or contract term contained in the solicitation documents, must submit such protests or change requests
to:
Kristine Ashton, Project Manager
Email:kashton@ci.oswego.or.us
The deadline for submitting such protests is set forth in Section 1.3.
1.4.3 Content of Solicitation Protest
The prospective Proposer's written solicitation protest must include all of the following:
a) Sufficient information to identify the solicitation that is the subject of the protest;
b) The grounds that demonstrate how the procurement process is contrary to law or
how the solicitation document is unnecessarily restrictive, is legally flawed, or
improperly specifies a Brand Name;
c) Evidence or supporting documentation that supports the grounds on which the
protest is based; and
d) A statement of the desired changes to the Procurement process or the solicitation
document that the prospective Proposer believes will remedy the conditions upon
which the prospective Proposer based its protest.
1.4.4 Addenda
If the City determines that a change or clarification to the solicitation documents is necessary,
such information, clarification, or interpretation will be supplied in a written addendum, posted on the
City of Lake Oswego's Bid & RFP Information webpage (http://www.ci.oswego.or.us/publicworks/bid-
rfp-information)
Addenda shall have the same binding effect as though contained in this RFP. The City shall issue
all addenda by the deadline set forth in Section 1.3.
Statements made by the City's representatives are not binding on the City unless confirmed by a
written addendum.
1.5 Modification or Withdrawal of Proposal
A proposal may not be modified, withdrawn, or canceled by the proposer for 90 calendar days
following the time and date designated for the receipt of proposals. Proposals submitted before the
proposal due date may only be modified or withdrawn in person with proper identification, or by issuing
a written request on company letterhead, signed by an authorized representative, prior to the proposal
due date and time. Written requests for withdrawal must be so worded as not to reveal material
contents of the original proposal.
Withdrawn proposals may be resubmitted up to the proposal due date and time, provided that
they are then fully in conformance with the RFP.
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2 SCOPE OF WORK
See Attachment D.
Proposers are highly encouraged to take a self-guided tour of the contract sites listed in
Attachment D, to get an idea and understanding of the work that is included, and how specifications are
to be carried out. All work sites are shown on the map documents found in Attachment D. In addition,
Proposers are encouraged to visit the City's interactive map, at http://gis.ci.oswego.or.us/pub/ to
review the sites. If questions arise while taking a self-guided tour, Proposers are asked to submit these
questions in writing to the City, by the date provided in Section 1.3.
The selected proposer will meet the highest standards prevalent in the industry or business
most closely involved in providing goods and services described in the Scope of Work.
3 PROPOSAL FORMAT, CONTENT, AND SUBMISSION
3.1 Proposal Format
City proposal standards:
a) Proposal includes a cover letter as the first page of the proposal.
b) Proposal Includes Attachment A.
c) Proposal includes Attachment B.
d) Proposal includes Attachment C.
e) Proposal addresses all evaluation criteria in the order presented in 3.2.
f) Proposal is 10 pages or less in length, not including reports, resumes, and like
attachments.
g) Proposal is prepared simply and economically, providing a straightforward and
concise response to this RFP with emphasis on completeness and clarity of content.
Please do not include sales or promotional materials as part of proposal, unless requested.
3.2 Attachments A, B, and C: Proposer Certifications and Representations
Each proposal shall include completed and, where required, executed Attachments A, B, and C.
Acceptable forms of electronic signature include a scanned copy of a handwritten signature on each
respective Attachment form or a signature made on each Attachment form using Adobe's Fill and Sign
Digital Signature.
3.3 Proposal Content
Proposals shall include all designated mandatory requirements. Proposals or proposers lacking
one or more of the mandatory requirements may be rejected as non-responsive. Proposals shall include
the following:
* Required Certifications: No proposal shall be considered unless the Proposer is licensed by
the Oregon Landscape Contractors Board as required by ORS 671.530.
* Cover Letter: This portion of the proposal should be an introduction to the Proposing firm,
should identify the RFP subject, name and title of contact person, address, telephone
number, email address, and date of submission. The letter should also include the primary
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business experience of the Proposer, length of time in business, ownership, location of
offices and/or hub that will dispatch work crews, and other primary business information.
This letter should also include information about the required certifications described
above. No points will be awarded for a letter of introduction to the firm. However, the letter
is required for the proposal to be considered responsive.
* Attachments: Attachments A, B, and C.
* Evaluation Criteria: Address all evaluation criteria set forth in Section 3.4.
3.4 Proposal Responses to Evaluation Criteria
Each proposal shall address each of the following Evaluation Criteria completely, and in the
order provided:
Written Evaluation Criteria
Key Personnel Maximum Points
Available: 20
Provide an introduction of main personnel that will be working under the
contract. Introduce the proposed crew structure and the different roles that
will be filled by staff members. Describe the organizational hierarchy and
how work will be divided, assigned, and scheduled.
Include an introduction to the on-site manager, highlighting this person's
skills and experience. Provide information about the role that this individual
will play and how they will work with the City's project manager to ensure
work is being completed to specifications and in a timely manner, issues are
being responded to, and questions from the City's Project manager are
being answered.
Confirm that an appropriate number of personnel possess spray licenses
that are required to carry out the tasks presented in the scope of work.
Provide any other information about the management structure of the
proposing organization that is relevant to the scope of work, as well as any
other relevant information that highlights the capabilities of personnel and
how they will accomplish the scope of work to meet the City's standards.
Similar Work and References Maximum Points
Available: 20
Include information about the Proposing firm's background and experience
in performing this type of work. Proposals should include three examples of
a similar contract for maintenance services that the proposer has worked
under in the last 5 years. This may be maintenance or construction work
related to landscape services. Projects of a similar size are preferred to
exemplify the proposing firm's capabilities to effectively manage a large-
scale contract. Give details about the scope of services, challenges or issues
and how they were addressed, and any other relevant information to
highlight the firm's experience. Photos may be provided to highlight work.
Alternatively, proposers may provide information about similar work that
has been completed at private residences or other locations that may not
be under a formal contract.
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Proposals should include references for similar services from the example of
similar work. At least three references from the similar work experience is
required. Specifically, the reference information shall include the name,
telephone number, and email address (if available) of the project manager
or customer for each reference. References provided will be called, and
reviews will be factored into scores for this section.
Approach to Work Maximum Points
Available: 20
Provide information about how they will successfully carry out the scope of
work under the proposed contract. Proposals should include information
about the following aspects:
- Management Structure: Discuss how the scope of work will be
managed. The on-site manager will be introduced as part of Key
Personnel section. In this section, Proposer must provide clear
information about how the on-site manager will manage workload,
crews, and other aspects of the contract
- Customer Service: How will work crews, on-site management respond
to potential deficiencies in service that are presented by the City?
Discuss approach to customer service. Discuss approach to scheduling
and communication with City's Project Manager. Examples to highlight
approach may be provided.
- Task Approach: Discuss firm's approach to the different task categories
presented in the scope of work and how the duties will be performed
to the City's standards. How will crews approach the wide variety of
tasks at each site? In particular, how will maintenance work specific to
landscape sites be carried out? Discussion of equipment utilized, a
proposed work schedule, or written response to how the specifications
of work (1.1-1.12) may be provided to highlight your firm's approach.
- Safety: discuss your firm's approach to safe operations, particularly
with the knowledge that work will take place in right of way areas,
many of which are high traffic. Provide information about how your
firm will strive to keep employees safe while working at City work
sites, particularly those near traffic.
- Seasonal Work: Discuss your firm's approach to seasonal work, how it
will be scheduled, coordinated, and executed in a timely manner.
- Other Information: provide any other relevant information to show the
City the capabilities that your firm possesses to carry out the scope of
work successfully.
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Proposed Cost Maximum Points
Available: 30
Complete and submit all cost forms provided in Attachment B. Based on the
scope of work, and particularly the task frequency schedules, Proposers are
asked to provide an annual cost for each work task at each site. Please note:
if a particular task has no cost, please denote a $0.00 in the space to
indicate no cost. Spaces should not be left blank, and will result in a score of
zero for the section if incomplete.Proposers will then subtotal all task costs
to provide a lump sum, annual proposed cost for each work site. The City
will award points based on the lump sum proposed cost, which will be
provided in the Proposal Cover Page (Attachment A).
The lowest price will be awarded 30 points. The second lowest price will be
awarded the percentage of 30 points that is the percentage of the second
lowest price to the lowest price. Example: Lowest Price - $75; Second
Lowest Price: $100; $75/$100 = 75%, or 22.5 points.
COBID Certification or Subcontractor / Supplier Utilization Maximum Points
Available: 10
The City of Lake Oswego is supportive of the regional economy, and is
committed to solicit and achieve racial, gender, veteran, and emerging small
business equity in City procurements. This strategy will be implemented by
either utilizing firms certified by the State of Oregon Certification Office for
Business Inclusion and Diversity (COBID) or firms that will plan and/or have
used COBID subcontractors or purchased from COBID suppliers.
If your firm or quote is eligible for points to be awarded based on COBID
certification or utilization, please include one or more of the following:
1) Firm's COBID certification.
2) A utilization plan to employ COBID-certified subcontractors or
purchase goods from COBID-certified seller of goods, then the plan
shall be reviewed by the selection committee.
3) Documentation showing the percentage of COBID-certified
subcontractors employed and/or the dollar value of goods purchased
from COBID-certified suppliers during past six months.
Written Evaluation Criteria Total Points
Available: 100
3.5 Proposal Submission
Proposals are due no later than the due date and time as set forth in Section 1.3 of this RFP and
must be submitted by one of the following methods:
Electronic Submission:
E-mail: Submit proposal in Word, Excel, or PDF format to kashton@ci.oswego.or.us
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Mail:
Lake Oswego Public Works Department
Attn: Kristine Ashton
17601 Pilkington Road
Lake Oswego, OR 97035
Physical Delivery:
Kristine Ashton
17601 Pilkington Road
Lake Oswego, OR 97035
It is the Proposer's sole responsibility to ensure that its proposal is submitted and received by
the RFP closing date and time. The City will reject all late proposals. The City relies on the City's
computer system's server clock to determine the correct time and is not responsible for any delays or
difficulties experienced in the submittal of a proposal. Proposers are urged to submit the electronic
proposals at least two business hours prior to the deadline for submission. If a "reply confirmation" of
receipt of quotation is not received by the submitter 1 business hour prior to the deadline for
submission, it is the submitter's responsibility to telephone the person named above to assure receipt of
quotation.
3.6 Confidential Information
City is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires City
to disclose all records generated or received in the transaction of City business, except as expressly
exempted under ORS 192.338 to 192.355, or other applicable law.
Pursuant to ORS 279B.060(6), proposals will not be open for public inspection until the Notice of
Intent to Award is issued. Thereafter, the City will not disclose records submitted by a Proposer that are
exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and
limitations:
The Proposer shall mark all proposal pages containing the records it has determined as
confidential under Oregon Public Records Law and shall segregate those pages in the following manner:
a) Such pages shall be clearly marked "Confidential" on each page of the confidential
document.
b) Proposer shall separate confidential pages from its other proposal pages by providing the
confidential pages to the City in a separate attachment, envelope, or package.
c) In its proposal, Proposer shall cite the specific statutory exemption in Oregon Records Law
exempting such pages from disclosure.
d) Subsections (a) and (b) above will prevail in the event these provisions conflict with
formatting or response instructions elsewhere in this document.
e) Proposers may not mark an entire proposal confidential. Should a proposal be submitted in
this manner, the City will hold no portion of the proposal as confidential, unless such a
portion is segregated as required under subsection (b) above and is determined exempt
from Oregon Public Records Law
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