Request For Proposals (RFP) 2026-0010, City of Stockbridge Landscape Maintenance Services

REQUEST FOR PROPOSAL (RFP) 2026-0010
CITY OF STOCKBRIDGE LANDSCAPE MAINTENANCE SERVICES
Opens: Wednesday, June 24, 2026, 1:00 PM, EST
Optional Pre-Proposer's Conference - In Person
Wednesday, July 1, 2026, 11:00 AM EST
Stockbridge City Hall Building
4640 N. Henry Boulevard, Levi Conference Room, 1st Floor
Stockbridge, Georgia 30281
PROPOSAL DUE DATE:
Friday, July 24, 2026, 3:00 PM EST
Proposals shall only be accepted online through the Bonfire Portal at:
Bonfire Portal
Proposals submitted in any other format (email, paper, fax, mail, etc.)
will not be accepted.
Instructions to Offerors:
1. All communications during the RFP process is prohibited once the solicitation is
advertised, to ensure fairness, transparency, and to maintain procurement integrity.
For this reason, only clarifying procedural questions are accepted during the Q&A
Opportunity as indicated in number two (2) below.
2. All questions or requests for clarification must be sent via Bonfire under Message -
Opportunity Q&A: Bonfire Portal
3. Questions are due no later than Friday, July 10, 2026, 12:00 Noon, EST. Questions
received after this date and time will not be answered.
4. Questions and clarifications will be answered in the form of an addendum. Any addenda,
schedule changes, and other important information regarding the solicitation related to
this solicitation will be posted on Bonfire website at Bonfire Portal and it is the
Offeror's responsibility to check the Bonfire portal for any addendum or other
communications related to this solicitation.
5. The City of Stockbridge reserves the right to reject all bids and to waive technicalities
and informalities, and to make award in the best interest of the City of Stockbridge.
6. The City of Stockbridge is not responsible for any technical difficulties. It is highly
recommended that all potential contractors submit their quotes prior to the due date of
this solicitation.

PROPOSAL LETTER
We propose to furnish and deliver all the deliverables and services named in the attached Request
for Proposal (RFP). The price or prices offered herein shall apply for the period stated in the
RFP.
We further agree to strictly abide by all the terms and conditions contained in the City of
Stockbridge Procurement Manual as modified by any attached special terms and conditions, all
of which are made a part hereof. Any exceptions are noted in writing and included with this bid.
It is understood and agreed that this statement of Proposal and proposal constitutes an offer,
which when accepted in writing by Purchasing Office, City of Stockbridge, and subject to the
terms and conditions of such acceptance, will constitute a valid and binding contract between the
undersigned and the City of Stockbridge.
It is understood and agreed that we have read the City's specifications shown or referenced in
the RFP and that this statement is made in accordance with the provisions of such specifications.
By our written signature on this proposal, we guarantee and certify that all items included in this
statement meet or exceed all such City specifications. We further agree, if awarded a contract,
to deliver goods and services which meet or exceed the specifications. The City of Stockbridge
reserves the right to reject any or all offers, waive technicalities, and informalities, and to make
an award in the best interest of the city.
It is understood and agreed that this statement of Proposal and proposal shall be valid and held
open for a period of one hundred twenty (120) days from opening date.
PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)
I certify that this offer is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment,
or services and is in all respects fair and without collusion or fraud. I understand collusive
bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil
damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized
to sign this proposal for the proposer. I further certify that the provisions of the Official Code of
Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated
in any respect.
Authorized Signature Date
Print/Type Name
Print/Type Company Name Here
Email
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Contract
RFP 2026-0010, City of Stockbridge Landscape Maintenance Services
This CONTRACT made and entered into this day of , 2026 by and between the City
of Stockbridge, (Party of the First Part, hereinafter called the "City"), and .
Party of the Second Part, hereinafter called the "Service Provider" or "Contractor").
NOW THEREFORE, for and in consideration of the mutual promises and obligations contained herein
and under the conditions hereinafter set forth, the parties do hereby agree as follows:
1. TERMS:
This Agreement shall be effective upon its execution (the "Effective Date"). The services to be
performed under this Contract shall commence upon the date stated in the notice to proceed letter.
This Contact shall terminate absolutely and without further obligation on the part of the City on
December 31, 2027 (one year three-month initial term), and each December 31 of each succeeding
and renewed year, as require by O.C.G.A. 36-60-13, as amended, unless terminated earlier in
accordance with the provisions of this Contract.
OPTIONAL RENEWALS:
This Contract may be renewed at the sole discretion of the City for four (4) additional twelve-month
optional terms, upon the same terms and conditions, as provided for in this Contract, unless terminated
by the City, by notice to the service provider or termination and non-renewal by December 31 of the
Contract year.
Upon each renewal option, the contractor shall provide the City with updated contact information for the
designated person responsible for overseeing the work. This information must include their name,
telephone number, email address, cell phone number, and contact information for their immediate
supervisor.
2. ATTACHMENTS:
The following documents are attached and are specifically incorporated herein by reference; and,
along with this Contract and the General Conditions attached as Exhibit A encompass all of the
Contract documents:
Exhibit A: General Conditions.
Exhibit B: Scope of Work And Specifications.
Exhibit C: Request for Proposal.
Exhibit D: Bond Documents.
Exhibit E: Georgia Security And Immigration Compliance Act Affidavit.
Exhibit F: Drug-Free Work Place.
Exhibit G: Purchasing Policy Addendum.
Exhibit H: Affidavit Verifying Status for Public Benefit Application.
Exhibit I: References.
Exhibit J: Cost Proposal.
3. PERFORMANCE:
Service Provider agrees to furnish all skill and labor of every description necessary to carry out
perform, perform the services in accordance with the Contract Documents (the "Work").
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4. PRICE:
The City agrees to pay the Service Provider following receipt by the City of a detailed invoice
reflecting the actual work performed by the Service Provider, provided, however, Service Provider
guarantees that the maximum price for materials, labor and expenses, shall be the amount reflected in
Exhibit J.
5. INDEMINIFICATION AND HOLD HARMLESS:
[See Section 13 of Exhibit A. --- General Conditions]
Service Provider further agrees to protect, defend, indemnify, and hold harmless the CITY, its
council members, officers, agents, and employees from and against any and all claims or liability
for compensation under the Worker's Compensation Act arising out of injuries sustained by any
employee or subcontract of the Service Provider, as allowed under the law.
6. TERMINATION FOR CAUSE:
The City may terminate this Contract for cause upon ten (10) days prior written notice to the Service
Provider of the Service Provider's default in the performance of any term of this Contract. Such
termination shall be without prejudice to any City's rights or remedies provided by law.
7. TERMINATION FOR CONVENIENCE:
The City may terminate this Contract for its convenience at any time upon (30) days written notice to
the Service Provider. In the event of the City's termination of this Contract for convenience, the
Service Provider will be paid for those services actually performed. Partially completed performance
of the Contract will be compensated based upon a signed statement of completion to be submitted by
the Service Provider who shall itemize each element of performance.
8. TERMINATION FOR FUND APPROPRIATION:
The City may unilaterally terminate this Contract due to lack of funding at any time by written notice
to the Service Provider. In the event of the City's termination of this Contract for fund appropriation,
the Service Provider will be paid for those services actually performed. Partially completed
performance of the Contract will be compensated based upon a signed statement of completion to be
submitted by the Service Provider which shall itemize each element of performance.
9. CONTRACT NOT TO DISCRIMINATE:
During the performance of this Contract, the Service Provider will not discriminate against any
employee or applicant for employment because of race, creed, color, sex, national origin, age, or
disability which does not preclude the applicant or employee from performing the essential functions
of the position. The Service Provider will also, in all solicitations or advertisements for employees
placed by qualified applicants, consider the same without regard to race, creed, color, sex, national
origin, age, or disability which does not preclude the applicant from performing the essential
functions of the job. The Service Provider will cause the foregoing provisions to be inserted in all
subcontracts for any work covered by this Contract so that such provision will be binding upon each
subservice providers for standard commercial supplies of raw materials.
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10. ASSIGNMENT:
The Service Provider shall not sublet, assign, transfer, pledge, convey, sell or otherwise dispose of
the whole or any part of this Contract or his right, title, or interest therein to any person, firm, or
corporation without the previous consent of the City in writing.
11. WAIVER:
A waiver by either party of any breach of any provision, term, covenant, or condition of this Contract
shall not be deemed a waiver of any subsequent breach of the same or any other provision, term,
covenant, or condition.
12. SEVERABILITY:
The parties agree that each of the provisions included in this Contract is separate, distinct and
severable from the other and remaining provisions of this Contract, and that the invalidity of any
Contract provision shall not affect the validity of any other provision or provisions of this Contract.
13. GOVERNING LAW:
The parties agree that this Contract shall be governed and construed in accordance with the laws of
the State of Georgia. This Contract has been signed in Henry County, Georgia.
14. MERGER CLAUSE:
The parties agree that the terms of this Contract included the entire Contract between the parties, and
as such, shall exclusively bind the parties. No other representations, either oral or written, may be
used to contradict the terms of this Contract.
IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized agents, have caused
this CONTRACT to be signed, sealed and delivered.
Signatures on following page.
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STOCKBRIDGE, GEORGIA
By:
Jayden Williams
Mayor, City of Stockbridge, Georgia
ATTEST:
Cassandra Lester
Interim City Clerk
APPROVED AS TO FORM:
City Attorney
SERVICE PROVIDER:
Signature Date
Print Name
Print Title
ATTEST:
Date
Signature
Print Name
Print Title
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EXHIBIT A
GENERAL CONDITIONS
1. SCOPE OF WORK
The Contract will be to provide services to the City in accordance with the Contract Documents.
All work shall be performed in accordance with the Scope of Services attached hereto as Exhibit B
2. REGULATIONS
2.1 The Service Provides shall comply with all applicable federal, state and local laws,
ordinances, rules and regulations pertaining to the performance of the work specified
herein.
2.2 The Service Provider shall obtain all permits, licenses and certificates, or any such
approvals of plans or specifications as may be required by Federal, State and local laws,
ordinance, rules and regulations, for the proper execution of the work specified herein.
2.3 During the performance of this Contract, the Service Provider shall keep current and, if
requested by the City, provide copies of any and all licenses, registrations or permits
required by applicable governing agencies, The Service Provider shall keep a copy of any
and all licenses, registrations and permits on the job site while performing the Contract
work.
2.4 The Service Provider will comply with the City of Stockbridge's purchasing policies.
2.5 Service Provider will complete all work in accordance with all applicable legal
requirements, including but not limited to O.C.G.A. 50-5-63, as applicable.
3. SERVICE PROVIDER'S PERSONNEL
3.1 The Service Provider will abide by all State and Federal regulations on wages and hours
of an employee dealing with the employment relationship between the Service Provider
and its subsidiaries or related parties and its employees, including but not limited to the
Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal
Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.
3.2 The Service Provider shall require all prospective employees to show proof of
citizenship, or proof from the United States Immigration and Naturalization Service of
valid entry permits and/or work permits for legal aliens and proof that such legal aliens
are eligible to be employed in the United States. This includes any requirement for
participation in the DHS E-Verify or SAVE program.
3.3 Should the Service Provider engage employees who are illiterate in English, it will be the
Service Provider's responsibility and obligation to train such employees to be able to
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EXHIBIT A
GENERAL CONDITIONS
identify and understand all signs and notices in and /or around the areas that relate to
them or the services being performed by them pursuant to this Contract. In addition, the
Service Provider will have someone in attendance at all time who can communicate
instructions to said employees.
3.4 The Service Provider shall maintain a drug-free workplace within the meaning of the
Georgia Drug-free Workplace Act. No employee shall be hired by a Service Provider for
work on the City's premises prior to such employee having tested negative for drugs. In
addition, existing employees having tested negative for drugs. In addition, existing
employees of the Service Provider must be subject to drug testing by the Service Provider
upon reasonable suspicion of drug use. Results of all such drug tests are to be retained by
the Service Provider. Copies shall be provided to the City, if requested.
3.5 The Service Provider shall transfer promptly from the City any employee or employees
that the City advises are not satisfactory and replace such personnel with employees
satisfactory to the City; but in no event shall the City be responsible for monitoring or
assessing the suitability of any employee or agent of the Service Provider.
3.6 The Service Provider's employees shall be instructed that no gratuities shall be solicited
or accepted for any reason whatsoever from the tenants, customers or other persons at the
City.
3.7 A valid driver license (Commercial Driver License, if applicable) will be required of all
personnel operating motor vehicles or motorized equipment on roadways in or around the
City.
3.8 While working on city property all Service Provider's employees shall wear neat-
appearing business casual attire or uniforms with the company name and/ or logo and
footwear of a style that the complies with all legal and safety requirements, including and
without limitation, the requirements of OSHA.
3.9 Designation of Supervisor-the Service Provider shall designate an experienced
Supervisor ("Supervisor") acceptable to the City for all purpose related to the work. The
initial Supervisor shall be (TBD).
3.9.1 The Supervisor shall be fully responsible for the Service Provider meeting
all of its obligations under this Contract. The Supervisor shall provide the
City with an appropriate status report on the progress of the project.
3.9.2 The Supervisor shall be available, as reasonably required, to be on-site
during necessary times. Such times shall be discussed between the
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EXHIBIT A
GENERAL CONDITIONS
Supervisor and the City, but the final required times will be the City's
discretion.
3.9.3 In the event that the designated Supervisor terminates employment with
the Service Provider or is requested by the City to be removed from the
role of Supervisor (as provided in Section 3.5), the position shall be
assumed by an individual with equivalent qualifications, experience, and
knowledge. Such replacement shall require the City's prior approval.
3.10 The process by which the implementation partner requests the removal of a team
member from the project. If a Service Provider replaces a proposed team member,
the Service Provider shall replace that team member of similar experience. The
City reserves the right to accept or reject any proposed or replacement team
member, with or without cause, at any time during the duration of the project.
4. TOOLS AND EQUIPMENT
It shall be the sole responsibility of the Service Provider to provide for all tools, parts,
and equipment necessary to perform work under this Contract.
5. PERFORMANCE REQUIREMENTS
5.1 The Service Provider shall perform all of its obligations and functions under the Contract
in accordance with the Contract specifications and industry standards. The Service
Provider shall adjust and coordinate its activities to the needs and requirements of the
City and perform its activities so as not to annoy, disturb, endanger, unreasonably
interfere with or delay the operations or activities of the City.
5.2 The Service Provider's personnel shall perform work in compliance with all Federal,
State, and City of Stockbridge regulations.
5.3 Dates for commencement and completion of work shall be coordinated with the City's
Authorized Representative (CAR).
5.4 Any work required beyond that which is specified herein shall be reported in advance to
the City. At no time shall work beyond the scope be performed without prior written
authorization from the City.
5.5 The Service Provider shall utilize maximum safety procedures. Tools and equipment will
be in a good state of repair, safe to use, and be used in the manner in which they were
intended. The Service Provider is required to inform all workers and concerned persons
of the Material Safety Data on all products being utilized on this project. No materials or
equipment will be left unattended at any time.
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EXHIBIT A
GENERAL CONDITIONS
6. CONFIDENTIAL INFORMATION
6.1 In the course of performing the Contract work, the Service Provider may gain access
to security-sensitive and other sensitive information of the City.
6.2 The Service Provider agrees to hold all City data and information in confidence and to
make such information known only to its employees and subcontracts who have a
legitimate need to know such information and only after advising such persons of the
Service Provider's non-disclosure obligations.
6.3 The Service Provider shall seek the City's prior written consent before using for any
purpose other than the fulfillment of the Service Provider's obligations hereunder, or
before releasing, disclosing, or otherwise making such information available to any other
person.
6.4 The Service Provider shall employ such practices and take such actions to protect the
City's information from unauthorized use or disclosure as the Service Provider employs
and takes to protect its own information, but in no event shall the Service Provider use
less than reasonable efforts to protect the City's information.
6.5 The provisions of this Section shall survive the expiration or earlier termination of the
Contract.
7. USE OF PREMISES
During the progress of the work specified herein, to the extent any work is performed on
the City's premises, the Service Provider shall keep the premises free from accumulation
of waste materials, and other debris resulting from work and about the premises as well
as tools, equipment, machinery and surplus material, and leave the site clean and ready
for occupancy by the City.
8. SAFETY AND PROTECTION
The Service Provider shall be solely and completely responsible for initiating,
maintaining and supervising all safety precautions for the safety of, and shall provide the
necessary protection to prevent damage, injury or loss to all employees on the worksite
and other persons including, but not limited to, the general public who may be affected
thereby.
9. COMPENSATION - INVOICE AND PAYMENT FOR SERVICES
9.1 The City shall pay the Service Provider, subject to any authorized deductions, the
applicable prices set forth for each service authorized by the City, and actually delivered
or performed, as the case may be, by the Service Provider to the satisfaction and
acceptance, as appropriate, of the City. The timing of such payments shall be as set forth
below in the Section.
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