Landscaping Services RFP 27-005

Description: The City of Commerce invites qualified professional service providers to submit competitive sealed proposals for landscaping services throughout the city. Attached hereto are the general conditions, technical specifications, and submittal format. The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written addendum from The City of Commerce. Failure to comply with the written requirements for this RFP may result in disqualification of the submittal by The City of Commerce. Submittals are to be sealed, marked with the vendor's name and address and labeled: "RFP 27-005" and delivered to: City of Commerce, P.O. Box 348, 110 State Street, Commerce, GA 30529, Attn: Finance Specialist. Due no later than December 8, 2026, by 2:00 pm local time prevailing. Any proposals received after this time will not be accepted. The City of Commerce reserves the right to reject any and all submittals, to waive any technicalities or irregularities and to award contracts based on the highest and best interest of the city. Inquiries regarding this Request for Proposal (RFP) are encouraged to contact the Finance Specialist at bids@commercega.gov. The City of Commerce does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required to fully participate in any open meeting, program or activity should be directed to City Hall at 706-335-3164. PURPOSE: The City of Commerce seeks a qualified vendor to provide monthly general landscaping services that maintain a clean, professional appearance at City-owned properties. The initial contract term will be one year, with renewal to be reviewed before the term expires. RFP TIMETABLE: RFP Available November 5, 2026. Deadline for questions November 19, 2026, 2:00 pm local time prevailing. Submittal deadline December 8, 2026, 2:00 pm local time prevailing. RFP SUBMISSION: One (1) original, one (1) copy, and one (1) fully executable electronic copy (PDF) of the complete signed submittal must be received by submittal deadline. Proposals must be submitted in a sealed envelope stating on the outside the vendor's name, address, the RFP Number and title to: City of Commerce, P.O. Box 348, 110 State Street, Commerce, GA 30529, Attention: Finance Specialist. Hand delivered copies may be delivered to the above address ONLY between the hours of 8:30 a.m. and 3:30 p.m. ET, Monday through Friday, excluding City holidays. Vendors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. The Submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the vendor. CONTACT/INQUIRIES: Vendors are encouraged to contact the Finance Specialist by email at bids@commercega.gov to clarify any part of the SCOPE or purpose of this RFP, or for questions pertaining to submittal requirements. All questions must be submitted prior to ten (10) business days before the submittal due date and shall be directed to the contact person in writing via email. Unauthorized contact with elected officials or other City of Commerce employees regarding the proposal process may result in disqualification. ADDENDA: The City will issue written addenda as necessary prior to the due date. Addenda must be acknowledged by including the Addenda Acknowledgement Form with the submittal; failure to acknowledge addenda that materially change requirements may result in rejection. LATE SUBMITTAL: Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. REQUIREMENTS AND CONDITIONS: Selected vendor must provide proof of liability and worker's compensation insurance prior to work start; General Liability minimum $1,000,000 per incident. A 30-day notice of cancellation is required. A performance bond equal to 100% of the contract amount will be required upon contract. Each proposal must be accompanied by a bid bond equal to 5% of the base proposal, payable to the City of Commerce, issued by a Corporate Surety authorized to do business in Georgia. Vendors must complete required affidavits (non-collusion, Georgia Security and Immigration Compliance Act/E-Verify affidavits) and other mandatory forms included in the RFP package; subcontractor affidavits must be submitted at least five (5) days prior to subcontractor performance. SUBMISSION CONTENT: To facilitate evaluation submit one fully executable electronic copy (Word or PDF) and any technical requirements in Excel; two paper versions of the proposal (original clearly marked "original"). Include completed vendor master form and current W-9. Cost proposal (submitted in separate envelope) must include a Total All-Inclusive Not to Exceed Maximum Price encompassing all direct and indirect costs and out-of-pocket expenses and be inclusive of equipment, equipment maintenance, fertilization and weed control materials. SCOPE OF SERVICES: Vendor shall provide monthly general landscaping services to maintain grass and vegetation at City properties and rights-of-way using conventional mowing equipment, small equipment and hand tools. Vendor to provide and maintain all necessary equipment. General functions include coordination of monthly landscaping services, compliance with safety requirements, mowing turf areas, controlling weeds in landscaped beds and along concrete borders, removing leaves and other landscaping debris, pruning vegetation as directed, and controlling weeds and fertilizing turf as necessary. A list of locations and specifics are provided in Attachment A and maps in Attachment B. The Public Works Department may extend service intervals at any location during off-peak seasons including fall and winter. SELECTION: One vendor will be awarded the overall contract following committee review; recommendation to City Council and contract negotiations. Evaluation criteria: Complete proposal (20 points), understanding of services (15 points), experience and past performance (20 points), cost (45 points). OTHER: All materials submitted become public records. The City reserves the right to reject any and all submittals, to waive irregularities, to negotiate with any vendor, and to modify the procurement process and schedule. The laws of the State of Georgia govern any contract resulting from this RFP.