Streetscape Right-of-Way Grounds Maintenance Service(RFP)

Agency: State Government of North Carolina
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Jan 14, 2020
Due Date: Jan 27, 2020
Solicitation No: 274-TFS-10-19R
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help
274-TFS-10-19R Streetscape Right-of-Way Grounds Maintenance Service(RFP)
Bid Agent: Daniel Callahan 919-996-2354 Daniel.Callahan@Raleighnc.gov
1/14/2020 1/27/2020 2:00 PM ET 274-

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Request for Proposals # 274-TFS-10-19R
Title: Streetscape Right-of-Way Grounds Maintenance Service
Issue Date: January 14, 2020
Due Date: January 27, 2020 no later than 2:00 PM ET
LATE PROPOSALS WILL NOT BE ACCEPTED
Issuing Department: Department of Transportation
Direct all inquiries concerning this RFP to:
Daniel Callahan
Procurement Analyst
Email: daniel.callahan@raleighnc.gov
1
Table of Contents
1. Introduction...............................................................................................3
1.1 Purpose ..............................................................................................3
1.2 Background ........................................................................................3
1.3 RFP Timeline......................................................................................4
1.4 Pre-Proposal Conference ...................................................................4
1.5 Proposal Question ..............................................................................4
1.6 Proposal Submission Requirements & Contact Information ...............5
1.7 Rights to Submitted Material ..............................................................6
1.8 Communications.................................................................................6
1.9 Lobbying .............................................................................................6
1.10 Conflicts of Interest.............................................................................6
1.11 Proposer Expenses ............................................................................7
1.12 Proposer Acceptance .........................................................................8
2. Proposals ..................................................................................................8
2.1 Request for Proposals Required Document Format ...........................8
2.2 RFP Documents .................................................................................9
3. Proposal Evaluation .................................................................................9
3.1 Proposal Evaluation Criteria (Stage 1) ...............................................9
3.2 Interview/Demonstration (Stage 2) ...................................................10
3.3 Final Selection ..................................................................................10
3.4 Notice to Proposers Regarding RFP Terms & Conditions ................10
4. Contract Terms .......................................................................................11
5. Scope of Services...................................................................................11
Appendix I Proposal Cost Form....................................................................18
Appendix II Proposer Questionnaire ............................................................20
Appendix III Reference Questionnaire..........................................................21
Appendix IV Contract Standard Terms & Conditions .................................24
Appendix V Exceptions to RFP .....................................................................31
2
1 Introduction
1.1 Purpose
The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with
which to contract for the following services:
Maintenance of all turf, plants, trees and beds, concrete medians, curb and gutter
on the street right-of-way, and City easements in the project area. The successful
proposer shall provide all labor, materials and equipment necessary to perform the
work required for the maintenance and landscaping services. The intent is to
execute a 1-year contract for the requested services, with two (2) optional one-year
extensions.
A detailed scope of services is provided in Section 5 of this solicitation.
All information related to this solicitation, including any addenda, will be posted to
the North Carolina Interactive Purchasing System (IPS) at:
https://www.ips.state.nc.us/IPS/.
1.2 Background
The City of Raleigh, the Capital City of North Carolina, remains one of the fastest
growing areas in the country. A great economy, top educational institutions, and
exceptional health care facilities are some of the characteristics that attract people
to the triangle area. The mild climate, diverse work force and proximity to Research
Triangle Park combine to make Raleigh a great place to live.
Raleigh is a 21st Century City of Innovation focusing on environmental, cultural,
and economic sustainability. The City conserves and protects our environmental
resources through best practice and cutting-edge conservation and stewardship,
land use, infrastructure and building technologies. The City welcomes growth and
diversity through policies and programs that will protect and enhance Raleigh’s
existing neighborhoods, natural amenities, history, and cultural and human
resources for future generations. The City leads to improve quality of life for
neighborhoods and standard of living for all citizens. The City works with
universities, colleges, citizens, and local partners to promote new technology,
create new job opportunities, and encourage local businesses and entrepreneurs.
The City enlists and prepares 21st Century staff with the skill sets to carry out the
duties of the City through transparent civic engagement and by providing the very
best customer service to our citizens.
The City of Raleigh Department of Transportation maintains an array of landscape
and turf areas within the Street Right of Ways of the City.
3
1.3 Request for Proposal (RFP) Timeline
Provided below is a list of the anticipated schedule of events related to this
solicitation. The City of Raleigh reserves the right to modify and/or adjust the
following schedule to meet the needs of the service. All times shown are Eastern
Time (EST):
RFP Process
RFP Advertisement Date
Pre-Proposal Conference
Deadline for written
questions
City Response to questions
(anticipated)
Proposal Due Date and Time
Evaluation Meeting
(anticipated)
Interview/ Demonstrations (if
required)
Selection Announced at
Council Meeting (tentative)
Date
January 14, 2020
N/A
January 20, 2020
Time
12:00PM EST
January 21, 2020
End of Business
January 27, 2020 @ 2:00PM EST
Week of January 27, 2020
N/A
First week of February,
2019
1.4 Pre-Proposal Conference
If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit,
attendance by prospective proposers is strongly encouraged but is not mandatory.
Prospective Proposers are encouraged to submit written questions in advance.
Date, time, and location of pre-proposal conference is shown above in Section 1.3,
entitled RFP Timeline.
1.5 Proposal Question
It is the Proposer's responsibility to ensure that all addenda have been reviewed
and considered in the preparation of its proposal. Requests for clarification and
questions to this RFP must be received by the City not later than the date shown
above in Section 1.3, entitled “RFP Timeline” for the submittal of written inquires.
The firm’s failure to request clarification and submit questions by the date in the
RFP Timeline above shall be considered to constitute the firm’s acceptance of all
City’s terms and conditions and requirements. The City shall issue addenda
reflecting questions and answers to this RFP, if any, and shall be posted to North
Carolina Interactive Purchasing System (IPS). No information, instruction or advice
provided orally or informally by any City personnel, whether made in response to a
question or otherwise in connection with this RFP, shall be considered authoritative
or binding. Respondents shall be entitled to rely only on written material contained
in an Addendum to this RFP.
It is important that all Respondents submitting to this RFP periodically check
the North Carolina Interactive Purchasing System (IPS) for any Addenda. It is
the Respondents responsibility to ensure that all addenda have been
reviewed and, if required signed and returned.
4
All questions related to this solicitation must be submitted in writing (via email) to
the following individual:
Contact Name
Daniel Callahan
Email Address
Daniel.callahan@raleighnc.gov
Questions submitted via telephone will not be answered.
1.6 Proposal Submission Requirements and Contact Information
Proposals must follow the format as defined in Section 2 PROPOSALS, and be
addressed and submitted as follows:
DELIVER TO
City of Raleigh
ATTN: Daniel Callahan
2550 Operations Way
Suite 223
Raleigh, NC 27604
RFP No. & Title 274-TFS-10-19
Proposals must be enclosed in an envelope or package and clearly marked with
the name of the submitting company, the RFP number and the RFP Title.
Proposers must submit:
A.
one (1) signed original;
B.
one (1) electronic version of the signed proposal and;
C.
Three (3) copies of proposal.
The electronic version of the Proposal must be submitted as a viewable and
printable Adobe Portable Document File (PDF) on a Flash Drive. Both hard copy
and electronic versions must be received by the City on or before the RFP due
date and time provided in Section 1.3. Proposals received after the RFP due date
and time will not be considered and will be returned unopened to the return
address on the submission envelope or package.
Any requirements in the RFP that cannot be met must be indicated on Appendix V,
“Exceptions to the RFP” and submitted with proposal. Proposers must respond to
the entire Request for Proposals (RFP). Any incomplete proposal may be
eliminated from competition at the discretion of the City of Raleigh. The City
reserves the right to reject any or all proposals for any reason and to waive any
informality it deems in its best interest.
Proposals that arrive after the due date and time will not be accepted or
considered for any reason whatsoever. If the Firm elects to mail in its response,
the Firm must allow sufficient time to ensure the City’s proper receipt of the
package by the time specified in Section 1.3, “RFP Timeline. Regardless of the
delivery method, it is the responsibility of the Firm to ensure that their response
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