RFP #26-0408-01 - Northview Cemetery Landscaping.Grounds Maintenance

City of Dublin, Georgia
Request for Proposals
for
Northview Cemetery Landscaping/Grounds Maintenance
RFP #: 26-0408-01
Issue Date: April 8, 2026
Issued By: City of Dublin
Office of Purchasing
702 E. Madison St.
Dublin, GA 31021
Inquiries: David Sawyer, Purchasing Director
City of Dublin
sawyerd@dublinga.org
Proposals Due: May 12, 2026, by 2PM
Proposal Opening: May 12, 2026 @ 2PM

CITY OF DUBLIN, GEORGIA
SECTION 1.
A. PURPOSE
The City of Dublin, Georgia, located 45 miles southeast of Macon, off Interstate 16, is seeking
Competitive Sealed Proposals from qualified organizations to provide Northview Cemetery
Landscaping/Grounds Maintenance. This will be in accordance with the specifications and
conditions contained in the RFP. This RFP has been compiled for the purpose of providing
information, requirements, guidelines, specifications, and other data that can be used by Proposers
who wish to submit a proposal for consideration.
It is the intent to enter into a contract, which would result in Northview Cemetery
Landscaping/Grounds Maintenance for the City of Dublin's Public Works Department. The City
of Dublin does not guarantee a minimum value for this contract.
B. SCHEDULE INFORMATION
This RFP has been issued on Friday April 8, 2026. All Firms interested in submitting a proposal MUST
SUBMIT all addendums if applicable with their proposal.
It is the proposer's responsibility to track this proposal process. All documents including any
addendums will be posted on the City of Dublin's website at www.cityofdublin.org, under proposal
opportunities.
1. Sealed proposals will be received and time-stamped until 2:00 PM on Tuesday, May 12,
2026, at which time all proposals will be opened. Proposals will not be publicly read. Any
proposal received after the designated deadline will be deemed non-responsive and will not
be considered.
2. All questions regarding this solicitation must be submitted in writing to David Sawyer,
Purchasing Director at sawyerd@dublinga.org. Questions will be answered by issuance of an
addendum and posted on the City website at: www.cityofdublin.org. The last day for questions
is Friday April 24, 2026, by 10AM.
3. Contact with other departments or City representatives without permission may render your
proposal void.
4. Prices and quotations included in the proposal shall remain firm for not less than one hundred
twenty (120) calendar days from proposal deadline stated above.
5. The City shall not be liable for any costs associated with the preparation of responses to this
solicitation; therefore, all costs shall be borne by the proposer.
6. It is the intent and purpose of the City that this solicitation promotes competition. It shall be the
Proposer's responsibility to advise David Sawyer, Purchasing Director, in writing, via email at
sawyerd@dublinga.org, or PO Box 690., Dublin, GA 31040, if any language or requirements,
or any combination thereof, inadvertently restricts or limits this solicitation to a single source.
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Such notification shall be submitted in writing and must be received by the Purchasing Director
at least five calendar (5) days prior to proposal receipt date. A review of such notification shall
be made by the Purchasing Director.
7. Prior to submitting a proposal, each Proposer shall carefully examine the RFP document, study
and thoroughly familiarize himself/herself with the specifications/requirements of the RFP and
the Contract Documents and notify the City of any conflicts, errors, or discrepancies.
8. By submission of a proposal, the Proposer guarantees that all goods and services meet the
requirements of the RFP during the contract period.
9. Failure to submit all the required information may be determined as a non-responsive proposal.
10. Any Proposer may withdraw its proposal prior to the closing time for the receipt of proposals.
Correction or withdrawal of inadvertently erroneous proposals before or after the opening date,
or cancellation of awards or contracts based on such mistakes, may be permitted subject to the
following:
1) Mistakes discovered by the Proposer before proposal opening may be corrected by
modification or withdrawal and resubmission by submitting written notice to the City
Manager's Office prior to the time set for proposal opening.
2) After proposal opening, no changes in prices or other provisions of proposals, which
are prejudicial to the interest of the City, shall be permitted.
3) Except as otherwise allowed by law, all decisions to permit the correction or withdrawal
of proposals, or to cancel awards, or contracts, after award but prior to performance
shall be supported by a written determination made to the Purchasing Director's Office.
FACT SHEET
Title of RFP: Northview Cemetery Landscaping/Grounds Maintenance
Date of Issue: Friday April 08, 2026
Last day to submit questions: Friday April 24, 2026, by 10AM
Date of final answers: Friday May 1, 2026
Proposal due date: Tuesday May 12, 2026, by 2PM
Copies of proposal required: 1 original, 3 copies
Proposal opening date: Tuesday May 12, 2026, at 2PM
702 E. Madison St., Dublin, GA 31021
Proposal submission location: Office of the Purchasing Director
702 E. Madison St., Dublin, GA, 31021
Proposal opening location: Office of the Purchasing Director
Project name: Northview Cemetery Landscaping / Grounds Maintenance
Firm selection schedule: May 21, 2026
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C. INSTRUCTIONS FOR PROPOSALS
Written responses to all written inquiries received by 10AM EST on April 24, 2026, will be posted
on the City's website at www.cityofdublin.org under Open Bid / RFP's opportunities, Northview
Cemetery Landscaping/Grounds Maintenance, as an addendum.
It is the Proposer's responsibility to follow this proposal process so that they will be aware of all
addenda being posted prior to proposal opening. Acknowledgement of all addenda is required.
No City staff or other officials associated with this RFP should be contacted regarding this RFP
other than the City Official named below. Doing so may result in disqualification.
All inquiries regarding this RFP MUST be in writing via email and addressed to:
David Sawyer, Purchasing Director
sawyerd@dublinga.org
An original and three (3) copies of this RFP are to be submitted to:
David Sawyer
Dublin Purchasing Director
702 E. Madison St.
Dublin, Georgia 31021
Proposals MUST be submitted no later than 2PM EST on May 12, 2026. Proposals must be received
in a sealed envelope or container marked "RFP # 26-0408-01 - Competitive Sealed Proposals for
"Northview Cemetery Landscaping/Grounds Maintenance". Place the Project name and opening date
on the submitting envelope or container.
No proposal will be received or accepted after the above specified date and time of the proposal
opening. Proposals submitted after the designated date and time will be deemed invalid and
returned unopened to the proponent.
RFP Format Requirements:
1. All proposals shall be complete and carefully worded and must convey all of the
information requested by the City. If significant errors are found in the proposal, or if the
proposal fails to conform to the essential requirements of the RFP, the City and the City
alone will determine whether the variance is sufficient to warrant rejection of the proposal.
2. Proposals are to be prepared simply and, in a manner, designed to provide the City with a
straightforward presentation of the Proposer's capability to satisfy the requirements of this
RFP. The Proposer's proposal must, therefore, follow the RFP format, utilizing the same
section titles, schedules, and paragraphs.
3. The Proposer must clearly mark as "Confidential" each part of its proposal which it believes
contains proprietary information, which could be exempt from disclosure from the Privacy
Act of 1974. The City reserves the right to determine whether this information should be
exempt from disclosure, and the Proposer agrees by submitting its proposal that no claim
or legal action may be brought against the City or its agents for its determination in this
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regard.
4. The Proposer shall make its proposal in the official name of the entity or individual under
which business is conducted (showing an official business address).
5. The Proposer shall include on the proposal the Federal Employer Identification Number
(FEIN) and DUNS number of the entity issuing the proposal (or in the absence of a FEIN
and DUNS number, the Social Security Number of the individual issuing the proposal, SSN
will not be publicly disclosed and must be submitted on a separate, sealed form if required.).
6. The Proposer shall include all applicable requested information and is encouraged to
include any additional information the Proposer wishes to be considered. If the proposal
includes any comments over and above the specific information requested in our RFP, the
Proposer shall include this information as a separate appendix to the proposal.
7. The Proposer shall clearly write in ink or type-write all prices and quotations.
8. A person duly authorized to legally bind the Proposer shall execute all required documents
in ink.
9. Each copy of the proposal should be bound into a single volume where practical.
10. This RFP may result in additional negotiations. To maintain the integrity of the procurement
process, all contacts and discussions shall be directed to the City Manager's Office.
11. Comments or discussions by City personnel relative to this solicitation shall not be binding
on the City.
12. All supplementary documents and attachments are essential parts of this RFP and
requirements occurring in one are as binding as though occurring in all.
13. Each Proposer shall fully acquaint itself with conditions relating to the scope and
restrictions attending the execution of the work contemplated under this RFP. The failure
or omission of a Proposer to acquaint itself with existing conditions shall in no way relieve
the Proposer of any obligation with respect to this RFP or any agreement reached with the
City.
D. EVALUATION AND AWARD CRITERIA
1. EVALUATION TEAM
An internal Evaluation Team will conduct proposal evaluations.
2. AWARD CRITERIA
The Evaluation Team shall evaluate each of the Proposals using the criteria and applying the
percentages as set forth in the percentages below. The City reserves the right to request Proposers
to appear for an additional presentation followed by a question-and-answer period, in order to
further evaluate qualifications. The additional presentations, if any, will be scored and combined
with prior scoring to determine the successful Proposer. The City is not obligated to accept the
lowest cost proposal. The City may also award to other than the highest ranked proposer if the price
submitted by that proposer is more than the budget available for the project. If made, the award will
go to the Proposer providing the most responsive, responsible proposal that provides the best overall
value and service to the City. As further outlined below, the award, if any, will take into
consideration several factors, including the soundness and flexibility of the proposal, functional
capability, quality of performance, quality of service, the time specified in the proposal for the
performance, ability to provide support, overall cost, and the Proposer's references. Prior to award,
the City may conduct such further discussions and negotiations as contemplated by and allowed for
under the City's Procurement Policy Guidelines. The City shall have the authority to reject all
proposals, parts of all proposals, or all proposals for any one or more supplies or contractual services
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included in the proposed contract, when the public interest will be served thereby. The internal
Evaluation Team will make their recommendation to the City Council.
1. Experience and Personnel. 25%
2. Price proposal / Fee Schedule 20%
3. Conformity to Specs 20%
4. Adequate Staffing 20%
5. Safety and Insurance 15%
Total possible cumulative percentage is 100%
Proposals shall be considered only from Proposers who are regularly established in the business
called for, and who in the judgment of the City are financially responsible and able to demonstrate
sufficient evidence of their reliability, ability, experience, facility and personnel directly employed
or supervised by the Proposer. The Proposer must be able to render prompt and satisfactory service
in the volume called for under the award. The City may make such an investigation, as it deems
necessary to determine the ability of the Proposer to perform the work. Proposer shall furnish to the
City all such information and data as the City may request, including, if requested, a detailed
description of the method and program of the work which the Proposer proposes to perform. The
City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such
Proposer fails to satisfy the City that such Proposer is properly qualified to carry out the obligations
of the Agreement and to complete the work contemplated therein. Conditional proposals will not
be accepted.
3. AWARD OF CONTRACT
If awarded, the Notice of Award will be posted on the City's website at: www.cityofdublin.org.
The award shall be made to the responsive, responsible Proposer whose proposal is determined
to be the most advantageous to the City based on the criteria discussed herein.
If awarded, the Agreement will be awarded to the responsible and responsive Proposer whose
proposal is determined in writing to be in the best interest of the City. The City will be the sole
judge as to whether a proposal has or has not satisfactorily met the requirements of this RFP.
The agreement between the City and the successful Proposer will incorporate this entire
solicitation, all applicable amendments, and the successful Proposer's proposal.
E. CONTRACT MATTERS
1. EXECUTION OF AGREEMENT.
The Successful Proposer shall sign and deliver the Agreement and such other required
Contract Documents to the City within ten (10) Calendar Days after the Notice of Award
has been received by the Proposer.
2. DELIVERY OF CERTIFICATES OF INSURANCE AND BONDS
At the time of proposal submission, Proposers shall submit a written statement affirming
their ability to meet all insurance requirements specified herein. Proof of insurance,
including Certificates of Insurance and all required endorsements, shall be provided only
after notice of award and prior to execution of the contract. Failure to provide acceptable
proof of insurance shall result in withdrawal of the award.
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3. CONTRACT TERM AND RENEWAL
The initial term of any contract awarded pursuant to this Request for Proposals shall be for
a period of one (1) year, commencing on the date of execution by the City of Dublin.
The contract may be renewed at the sole option of the City for up to four (4) additional
one-year renewal terms, for a total potential contract term not to exceed five (5) years.
Any renewal shall be subject to:
* Satisfactory performance by the Contractor, as determined by the City;
* Continued need for the services;
* Availability and lawful appropriation of funds by the City; and
* Mutual written agreement of the parties.
No renewal shall be automatic. Renewal terms, if exercised, shall be confirmed in writing
by the City prior to the expiration of the then-current contract term.
The City reserves the right to terminate the contract in accordance with the termination
provisions contained in the agreement, regardless of contract term or renewal status.
4. CHANGE ORDERS
All change orders must be authorized in writing by the City Manager. The City shall not be
bound to any change in the original purchase order or contract without prior written approval
of the City Manager or City Council
5. SUBCONTRACTS
The proposer shall not subcontract work hereunder without the prior written consent of the
City, and any such subcontract without the consent of the City shall be null and void. If
Proposer proposes to subcontract any of the work hereunder, it shall submit to the City the
name of each proposed subcontractor, with the proposed scope of work which its
subcontractor is to undertake. The City shall have the right to reject any subcontractor which
it considers unable or unsuitable to satisfactorily perform its duties. The proposer shall not
enter into any cost reimbursable agreements with any proposed subcontractor without the
City's prior written authorization. Notwithstanding any consent by the City to a proposed
subcontract, Proposer shall remain responsible for all subcontracted work and services.
Proposer agrees it shall be as fully responsible to the City for the acts and omission of its
subcontractors, their agents, representatives, and persons either directly or indirectly
employed by them as it is for the acts and omissions of persons directly employed by
Proposer. Neither this provision, nor the City's authorization of Proposer's agreement with
a subcontractor, the City's inspection of a subcontractor's facilities or work, or any other
action taken by the City in relation to a subcontractor shall create any contractual relationship
between any subcontractor and the City. The proposer shall include in each of its
subcontracts a provision embodying the substance of this provision and shall present a copy
thereof to the City before commencement of any work by the subcontractor. Proposer's
violation of this provision shall be grounds for the City's termination of any agreement with
Proposer for default, without notice or opportunity for cure. In addition, by submitting a
response to this RFP, Proposer agrees to indemnify, defend, and hold the City harmless from
and against any claims (threatened, alleged, or actual) made by any subcontractor of
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Proposer (of any tier) for compensation, damages, or otherwise, including any cost incurred
by the City to investigate, defend, or settle any such claim.
F. GENERAL INFORMATION
1. The successful proposer shall take affirmative action in complying with all federal, state and
local labor and employment laws.
2. Proposals that are uncertain as to terms, delivery, compliance requirements, and/or
specifications, may be rejected or otherwise disregarded.
3. Every effort has been made to ensure that all information needed is included in this RFP. If
the Proposer finds that it cannot complete its response without additional information, it may
submit written questions to the issuing office on or before the deadline set forth herein. No
further questions will be accepted after that date.
4. Oral explanations and/or instructions given before the award shall not be binding on the City.
Any information given to a prospective Proposer about this solicitation shall be promptly
furnished to other prospective Proposers as an amendment, provided that information is
necessary in submitting proposals or if the lack of it would be prejudicial to other prospective
Proposers.
5. All amendments to and interpretations of this solicitation shall be in writing and signed by
an authorized representative of the City. Any amendments or interpretations that are not
signed and in writing shall not legally bind the City or its agents. It is the Proposer's
responsibility to acknowledge receipt of amendments by signing and returning one (1) copy
of the amendment by letter, email (with signed amendment scanned and attached in PDF),
to the City Manager (powellj@dublinga.org)
G. INSURANCE REQUIREMENTS
At the time of proposal submission, Proposers shall submit a written statement affirming
their ability to comply with the insurance requirements set forth herein. Certificates of
Insurance and required endorsements shall be submitted only after notice of award and prior
to execution of the contract and commencement of work.
Required Insurance Coverages
The successful Proposer shall procure and maintain the following insurance coverages with
insurers authorized to do business in the State of Georgia and rated A- or better by A.M.
Best:
1. Commercial General Liability
o $1,000,000 per occurrence
o $2,000,000 general aggregate
The City, its officials, employees, and agents shall be named as Additional
Insureds on a primary and non-contributory basis for ongoing and completed
operations.
2. Workers' Compensation
o Statutory coverage as required by Georgia law
o Employer's Liability limits of not less than:
$100,000 each accident
$100,000 disease - each employee
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$500,000 disease - policy limit
3. Commercial Automobile Liability
o $1,000,000 combined single limit
o Coverage for owned, hired, and non-owned vehicles
4. Umbrella/Excess Liability
o $1,000,000 per occurrence / aggregate
o Excess of General Liability, Auto Liability, and Employer's Liability
Additional Provisions
* Coverage shall be primary and non-contributory.
* Policies shall provide 30 days' prior written notice of cancellation or material change
(10 days for non-payment).
* A waiver of subrogation in favor of the City shall apply where permitted by law.
* Deductibles or self-insured retentions are subject to City approval.
Effect of Insurance Requirements
The maintenance of insurance required herein shall not limit the Proposer's liability or
obligations under the Indemnification provisions of this RFP or any resulting agreement.
H. SUBMITTAL REQUIREMENTS
1. Name, address, telephone number, email address of company.
2. List of current stockholders, officers or principals of the company and a current
organizational chart for the company.
3. List the contract completion dates of at least two similar projects
4. Submit a list of current work-in-progress with contract amounts and a list of work
currently awarded but not yet started.
5. Submit information describing the company's safety program and substance abuse
program.
6. Submit information describing your company's quality control program.
7. Describe how your company will provide job site security.
8. Submit a sample contract for the performance of the work outlined in this RFP.
I. RESERVED RIGHTS
Issuance of this RFP does not constitute a commitment on the part of the City of Dublin to award a
contract pursuant to this RFP.
1. The City shall reserve the unqualified right to reject any and all proposals or accept
such proposals, as appears in the City's best interest.
2. The City shall reserve the unqualified right to waive technicalities or irregularities of
any kind in response to this RFP.
3. In all cases, the City shall be the sole judge as to whether a Proposer's proposal has
or has not satisfactorily met the requirements of this RFP.
4. The City may reject any proposal that fails to conform to the essential requirements
of this RFP.
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5. The City may reject any proposal that does not conform to the applicable
specifications unless the RFP authorizes the submission of alternate proposals, and
the services offered as alternates meet the requirements specified in the RFP.
6. The City may reject any proposal that fails to conform to any delivery schedule or
permissible alternates stated in the RFP.
7. The City may reject a proposal when the Proposer imposes conditions that would
modify requirements of this RFP or limit the Proposer's liability to the City, since to
allow the Proposer to impose such conditions would be prejudicial to other
Proposers. For example, the City may reject proposals in which the Proposer:
I. Protects against future changes in conditions, such as increased costs, if total
possible costs to the City cannot be determined;
II. Fails to state a fee schedule, if one is required.
III. A Proposer may be requested to delete objectionable conditions from a
proposal provided the conditions do not go to the substance, as distinguished
from the form of the proposal, or work an injustice on other Proposers. A
condition goes to the substance of a proposal where it affects price, quality,
or delivery of the services offered.
IV. Any proposal may be rejected if the City Manager's Office determines in
writing that it is unreasonable as to price. The unreasonableness of price
includes not only the total price of the proposal, but the prices for any
individual line items as well.
V. Any proposal may be rejected if the prices for any line items or sub-line items
are materially unbalanced.
VI. Proposals received from any person or company that are suspended, debarred,
proposed for debarment or declared ineligible as of the proposal opening date
shall be rejected unless a compelling reason is given, and a determination
otherwise is made.
VII. The City Manager's Office must reject Proposals received from entities
determined to be non-responsible.
VIII. The originals of all rejected Proposals, and any written findings with respect
to such rejections, shall be preserved with the documents relating to the RFP.
IX. After submitting a proposal, if all of a Proposer's assets, or that part related
to the proposal are transferred during the period between the proposal
opening and the award, the transferee may not be able to take over the
proposal. Accordingly, the City Manager's Office may reject such a proposal.
J. OWNER QUESTIONS
Any vendor that submits a proposal may be requested to provide additional information to the City.
Such information is only for the purpose of clarification and in no way changes the vendor's
proposal as originally submitted. The City reserves the right to ask any or all vendors to clarify any
portion of their proposals after submission.
K. COSTS OF PROPOSALS
The City is not responsible or liable for any of the costs incurred by any vendor in preparing and/or
submitting a proposal pursuant to this RFP.
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