HomeMy WebLinkAbout94-22 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 94-22
File Number: 2022-0342
RFP 22-03 TITAN LAWN & LANDSCAPE, LLC:
A RESOLUTION TO AWARD RFP 22-03 AND AUTHORIZE A ONE YEAR CONTRACT
WITH TITAN LAWN & LANDSCAPE, LLC, FOR MOWING SERVICES ON AN
AS -NEEDED BASIS FOR THE ESTIMATED BASE AMOUNT OF $91,310.72 AND ANY
ADDITIONAL SERVICES TO BE BILLED AT THE HOURLY RATES PROVIDED IN THE
CONTRACT, WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE
YEAR TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP # 22-03
and authorizes Mayor Jordan to sign a one year contract with Titan Lawn & Landscape, LLC for
mowing services on an as -needed basis for the estimated base amount of $91,310.72 and any
additional services to be billed at the hourly rates provided in the contract, with automatic renewals for
up to four additional one year terms.
PASSED and APPROVED on 5/3/2022
Approved:
Lioneld Jordan, Mayor
Page 1
Attest: 11► t i r r r 11►4?,
FAYE7T'_,,,
Kara Paxton, City Clerk Treasure.,
Printed on 514122
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2022-0342
Agenda Date: 5/3/2022 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.5
RFP 22-03 TITAN LAWN & LANDSCAPE, LLC:
A RESOLUTION TO AWARD RFP 22-03 AND AUTHORIZE A ONE YEAR CONTRACT WITH
TITAN LAWN & LANDSCAPE, LLC, FOR MOWING SERVICES ON AN AS -NEEDED BASIS FOR
THE ESTIMATED BASE AMOUNT OF $91,310.72 AND ANY ADDITIONAL SERVICES TO BE
BILLED AT THE HOURLY RATES PROVIDED IN THE CONTRACT, WITH AUTOMATIC
RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP # 22-03 and
authorizes Mayor Jordan to sign a one year contract with Titan Lawn & Landscape, LLC for mowing services
on an as -needed basis for the estimated base amount of $91,310.72 and any additional services to be billed at
the hourly rates provided in the contract, with automatic renewals for up to four additional one year terms.
City of Fayetteville, Arkansas Page 1 Printed on 51412022
Byron Humphry
Submitted By
City of Fayetteville Staff Review Form
2022-0342
Legistar File ID
5/3/2022
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/13/2022 PARKS & RECREATION (520)
Submitted Date Division / Department
Action Recommendation:
A resolution to award RFP 22-03, Mowing Services to Titan Lawn & Landscape LLC, approving a one-year contract
with four one-year automatic renewals to be used on an as -needed basis within approved budget based on pricing
presented in the response submittal.
Budget Impact:
2250.520.9250-5315.00
2100.410.4110-5315.00
Parks Development
Street Fund
Account Number Fund
N/A N/A
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 197,004.00
$ 4,981.25
$ 192,022.75
$ 91,310.72
$ 100,712.03
V20210527
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Approval Date:
Comments: (1) Item cost presented is the total anticipated cost for planned scoped areas (2) Pricing will be utilized on an as -
needed basis by the City within approved available budget, which could include additional mowing services (3)
Approval is for contract renewals extending for a possible contract term of 5 years
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF MAY 3, 2022
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
Chris Brown, Public Works Director
Terry Gulley, Assistant Public Works Director
CITY COUNCIL MEMO
FROM: Byron Humphry, Park Maintenance Superintendent
DATE: April 13, 2022
SUBJECT: Awarding RFP 22-03, Mowing Services to Titan Lawn & Landscape LLC
RECOMMENDATION:
A resolution to award RFP 22-03, Mowing Services to Titan Lawn & Landscape LLC, approving
a one-year contract with four one-year automatic renewals to be used on an as -needed basis
within approved budget based on pricing presented in the response submittal.
BACKGROUND:
Since the onset of the Covid Pandemic, it has become increasingly difficult to retain current
employees and fill the subsequent vacant positions in the Park Maintenance and Transportation
Divisions of Public Works. Currently Park Maintenance has 9 vacant positions and
Transportation has 12 vacant which has put a strain on existing staff and severely limited the
quantity and quality of service that can be provided. To offset this staffing issue and provide the
level of service expected by the City, additional Contract Service funds were requested and
approved in the 2022 operating budget ($90,000 in Park Development and $90,000 in Street
Fund) to contract some of the mowing services performed by City Staff. RFP 22-03 was
advertised on March 13, 2022, for Mowing Services at seven neighborhood park properties and
the Right of Way (ROW) on Rupple Rd. Two proposals were received, and a selection
committee met on April 13, 2022. The selection committee ranked Titan Lawn & Landscape,
LLC as the top ranked proposer.
DISCUSSION:
The proposal was structured with an intent to mow each location weekly, from April to
November, an estimated 32 times per year. The initial anticipated annual usage for all locations
is approximately $91,310.72 and is broken down as follows:
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Est. Mows
Price Per
Estimated
Line # Location
Acres
Per Year
Mow
Annual Price
1 Holland Park
4.62
32
$ 288.09
$
9,218.88
2 Finger Park
2.40
32
$ 172.86
$
5,531.52
3 Bundrick Park
1.33
32
$ 115.24
$
3,687.68
4 Salem Park
1.80
32
$ 115.24
$
3,687.68
5 Red Oak Park
3.35
32
$ 230.48
$
7,375.36
6 Harmony Pointe Park
2.49
32
$ 172.86
$
5,531.52
7 Lierly Lane Park
3.18
32
$ 230.48
$
7,375.36
8 Rupple Rd (MLKto Wedington)
12.70
32
$1,079.50
$
34,544.00
9 Rupple Rd (Wedington to Mt. Comfort)
2.87
32
$ 267.73
$
8,567.36
10 Rupple Rd (Mt. Comfort to W. Weir Rd.)
1.94
32
$ 180.98
$
5,791.36
Total
$
91,310.72
In addition to this base proposal, the response also includes hourly rates, as requested, for
Additional Proposed Services to be utilized on an as -needed basis as follows:
Additional Proposed Services Rate/hr
Landscape Maintenance $ 45.00
Mowing $ 35.00
Drainage $ 45.00
Irrigation $ 45.00
It is anticipated that if vacant positions continue to be difficult to fill that additional Park and
ROW mowed areas or other additional services as listed above will need to be contracted to
maintain current service levels.
BUDGET/STAFF IMPACT:
This contract is funded from Park Development and Transportation Funds. Each of these funds
were budgeted at $90,000. After the initial planned scoped areas are considered, the remaining
balance in each fund will be utilized as needed for additional proposed services to offset
position vacancies. The breakdown of funds is as follows:
Purchase Order Detail
Fund
Parks Development
Street Fund
Account
2250.520.9250-5315.00
2100.410.4110-5315.00
Total
Contract
Remaining
Amount
balance
$ 42,408.00
$ 47,592.00
$ 48,902.72
$ 41,097.28
$91,310.72
$88,689.28
Attachments:
Titan Lawn & Landscape LLC Contract
RFP 22-03 — Titan Lawn & Landscape LLC Submittal
N
Aft CITY a F City of Fayetteville
FAY E T T E V I L L Jonlract for RFP 22-03, Mowing Services
Vendor: TITAN LAWN & LANDSCAPE LLC
A R KA N Sm: One year with four automatic one year renewals
This contract executed this -3 day of 2022, between the City of Fayetteville,
Arkansas C( Im, and TITAN LAWN & LANDSCAPE LLC (CONTRACTOR) in consideration of
the mutual covenants contained herein, the parties agree as follows:
TITAN LAWN & LANDSCAPE LLC at its own cost and expense shall furnish all labor,
materials, supplies, machinery, equipment, tools, supervision, bonds, insurance, tax
permits, and all other accessories and services necessary to complete items per RFP
22-03 as stated in TITAN LAWN & LANDSCAPE LLC's RFP proposal, and in
accordance with specifications attached hereto and made a part hereof under RFP #22-
03, all included herein as if spelled out word for word. Pricing shall remain firm for the
entire contract period.
2. PAYMENT: The CITY shall pay TITAN LAWN & LANDSCAPE LLC based on their RFP
proposal, in an amount not to exceed $91,310.72. City shall make payments to TITAN
LAWN & LANDSCAPE LLC after approval and acceptance of work and submission of
invoice. Invoices will be submitted monthly and payments will be made approximately
30 days after receipt of invoice.
3. The Contract documents which comprise the contract between the City of Fayetteville
and TITAN LAWN & LANDSCAPE LLC consists of this Contract and the following
documents attached hereto, and made a part hereof:
A. RFP form identified as Request for Proposal 22-03 with the specifications and
conditions typed theron.
B. TITAN LAWN & LANDSCAPE LLC's RFP proposal.
C. The Notice to Prospective Vendors and an RFP Summary.
4. These Contract documents constitute the entire agreement between the City of
Fayetteville and TITAN LAWN & LANDSCAPE LLC and may be modified only by a duly
executed written instrument signed by the City of Fayetteville and TITAN LAWN &
LANDSCAPE LLC.
5. TITAN LAWN & LANDSCAPE LLC shall not assign its duties under the terms of this
agreement.
6. TITAN LAWN & LANDSCAPE LLC agrees to hold the CITY harmless and indemnify
the CITY against any and all claims for property damage, personal injury or death,
arising from TITAN LAWN & LANDSCAPE LLC performance of this contract. This
clause shall not in any form or manner be construed to waive that tort immunity set forth
under Arkansas Law.
7. TITAN LAWN & LANDSCAPE LLC shall furnish a certificate of insurance addressed to
the CITY, showing that they cant' the following insurance which shall be maintained
throughout the term of the Contract. Any work sublet; the contractor shall require the
City of Fayetteville, AR
RFP 22-03, Mowing Services - CONTRACT
Page 1 of 3
subcontractor similarly to provide worker's compensation insurance. In case any
employee engaged in work on the project under this contract is not protected under
Worker's Compensation Insurance, TITAN LAWN & LANDSCAPE LLC shall provide
and shall cause each Subcontractor to provide adequate employer's liability insurance
for the protection of such of his employees as are not otherwise protected.
Contractor's Liability Insurance:
The insurance required by this paragraph shall include the specific coverages
and be written for not less than the limits of liability specified or required by Law,
whichever is greater.
a. Umbrella General Liability $1,000,000
b. Workers' compensation Statutory (State and Federal Limits)
c. Comprehensive General & Automobile Insurance $500,000 for each
person injured
d. Bodily Injury Liability $1,000,000 for each accident
e. Property Damage Liability $1,000,000 aggregate
8. This contract may be terminated by the CITY or TITAN LAWN & LANDSCAPE LLC
with 30 calendar days written notice.
9. This contract shall be effective from the date of signed contract to December, 31, 2022.
The City reserves the right to automatically renew the contract for four (4) additional one
(1) year terms, beginning January 1 and expiring December 31 of each renewal year.
Renewals shall be automatic unless either TITAN LAWN & LANDSCAPE LLC or the
CITY notifies the other of its intent to terminate the contract at the end of the contract
period.
10. Freedom of Information Act: CITY contracts and documents prepared while performing
CITY contractual work are subject to the Arkansas Freedom of Information Act. If a
Freedom of Information Act request is presented to the CITY, the contractor will do
everything possible to provide the documents in a prompt and timely manner as
prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq). Only
legally authorized photo coping costs pursuant to the FOIA may be assessed for this
compliance.
11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior formal contract amendment
approved by the Mayor and the City Council in advance of the change in scope, cost or
fees.
12. Jurisdiction: This contract shall be governed by and constructed in accordance with the
laws of the State of Arkansas. Venue and jurisdiction for any legal action shall be in the
Circuit Court of Washington County, Arkansas with Arkansas law applying to the case.
13. Arbitration/Mediation: The C!1y will not agree to be forced to mediate or arbitrate any
dispute.
14. Interest charges for late payments by the City: The City does not agree to any interest or
penalty for "untimely" payments. The City will pay all invoices within 30 days of accepted
invoice.
City of Fayetteville, AR
RFP 22-03, Mowing Services - CONTRACT
Page 2 of 3
WITNESS OUR HANDS THIS-. DAY OF 2022.
TITAN LAWN & LANDSCAPE LLC
ARKANSAS
By:
Signature of Authorized Representative
po z'.Ov � & .- D w N�
Authorized Representative Name & Title
Signature of Company Secretary
Treasurer
-k , Coyttu
Company Sec Lary (Printed Name)
Company Physical Addre
Rw ettal � �' k �vr) 0
Compa4 City, State, Zip Code
Date Signed: `H `Y ^ 22—
City of Fayetteville, AR
RFP 22-03, Mowing Services - CONTRACT
Page 3 of 3
CITY O FAYETTEVILLE,
A
By:
LIONELD JORDAN, yor
Date Signed: S . 3
ATTEST:
By:
Kara Paxton, City Clerk-T
��rrret�RRRe�e�
• A
FAYtT f -V[LLE
I
n
Roy Lovell
(479) 200-6702 lawntitan cgmail.com
TITAN LAWN & LANDSCAPE
Landscape Maintenance Mowing
Landscape Install Fence Repair
Concrete Work Yard Clean -Up
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8258
TDD (Telecommunication Device for the Deaf): 479.521.1316
Request for Proposal: RFP 22-03, Mowing Services
DEADLINE: Wednesday, April 06, 2022 before 2:00 PM, local time
Pre -Proposal Conference: Wednesday, March 23, 2022 at 2:00 PM, local time, on -site at:
Holland Park, 4385 W. Alberta St., Fayetteville, AR 72704
PURCHASING MANAGER: Amanda Beilfuss, ah.eilfuss@fayeaeyille-ar_gov
DATE OF ISSUE AND ADVERTISEMENT: 03/13/2022
REQUEST FOR PROPOSAL
RFP 22-03, Mowing Services
No late proposals shall be accepted. RFP's shall be submitted in one of the following methods: (1) through the City's
third -party electronic bidding platform, or (2) delivering in person via sealed envelope to the City of Fayetteville
Purchasing Division. Submitting through the City's electronic bidding platform is strongly encouraged. All bids
shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached
hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so
may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein,
and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer.
This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing
Manager.
Name of Firm: L,4,�,►,4 4- LANOSc.,kP,r LL L
Contact Person:VO� L,0,)F L,L _ Title
E-Mail: C-o-n'— Phone
Business Address: l 0 Ed_"1J6_"1L) r OF
City:
Signature:
City of Fayetteville, AR �
RFP 22-03, Mowing Services
Page 1 of 24
t1T_z C. F
State: /3,-j2
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4-7 9 -700z_-
Zip: —7 Z7yq
Date: 14,t"-Lo-a-Z
City of Fayetteville
RFP 22-03, Mowing Services
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 22-03, Mowing Services
The City of Fayetteville, Arkansas, invites qualified and experienced vendors to submit responses to Request for Proposal
(RFP) 22-03 for mowing services for various municipal departments for one (1) year with four (4) one year renewal options,
giving a possible contract term of five (5) years.
To be considered, sealed proposals shall be received by Wednesday, April 06 2022 before 2:00 PM local time, utilizing the
electronic bidding software, OR by submitting a sealed proposal at the City Administration Building, City Hall, Purchasing —
Room 306, 113 West Mountain, Fayetteville, Arkansas. No late submittals shall be accepted.
The RFP and associated addendums can be downloaded from the City's web site at www.fayetteville-ar ; _ ., i;:ri:,. All
questions regarding the process should be directed to Amanda Beilfuss at @ be i I fuss Cal fayetLev iIle-ar.gov or (479)575-8258.
A non -mandatory pre -proposal conference/site visit will be held Wednesday, March 23, 2022 at 2:00 PM local time at
Holland Park, 4385 W. Alberta St., Fayetteville, AR 72704. Interested parties can find information on the meeting by
registering with the City's online bidding portal and accessing the RFP. All interested parties are strongly encouraged to
attend.
All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the state and
local governments where the project is located.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women
business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville
encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business
enterprises.
The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all parties
agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by
any interested party because of such rejections, nor shall any interested party seek any recourse of any kind against the
City of Fayetteville because of such rejections. The filing of any Statement in response to this invitation shall constitute an
agreement of the interested party to these conditions.
City of Fayetteville
By: Amanda Beilfuss, Purchasing Agent
P: 479.575.8258 abeilfuss@tayetteville-ar.gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 03/13/2022
This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas.
Amount paid: $XXX.XX.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 2 of 24
City of Fayetteville
RFP 22-03, Mowing Services
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE:
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. References
b. Current Customers
c. Equipment and Safety Measures
d. Cost Summary
e. Additional Services (OPTIONAL)
f. Submitting and responding to this RFP: Proposals shall be prepared simply and economically,
providing a straightforward, concise description of its ability to meet the requirements for the
project. Fancy bindings, colored displays, and promotional material are not required. Emphasis
should be on completeness and clarity of content. All documents physically submitted should be
typewritten on standard 8 %" x 11" white papers and bound in one volume. Exceptions would be
schematics, exhibits, one -page resumes, and City required forms. Limit proposal to twenty- five
(25) pages or less, excluding one -page team resumes, references, and forms required by the City
for completion. All proposals shall be sealed upon delivery to the City of Fayetteville.
1. Option 1 —Electronic Submittal Istron encourai�o: Proposers can go to
www.fayetteville-ar.gov/bids and follow the prompts to submit a proposal within
the electronic bidding platform. If a proposal is submitted electronically, a physical
submission is not necessary. All Proposers must register in order to be able to
submit. There is no fee for registration.
2. Option 2 —Physical Submittal: All Proposers submitting physically shall submit one
(1) original copy of their proposal and shall be provided to the City in a sealed
manner. FedEx, UPS, USPS, or other packages should be clearly marked with the
RFP number on the outside of the mailing package.
g. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this
document. Only the names of Proposer's will be available after the deadline until a contract has
been awarded by the Fayetteville City Council. All interested parties understand proposal
documents will not be available until after a valid contract has been executed.
h. Proposers shall submit a proposal based on documentation published by the Fayetteville
Purchasing Division.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 3 of 24
Physical Proposals shall be enclosed in sealed envelopes or packages addressed to the City of
Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name,
address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well
as on any packages enclosed in shipping containers or boxes.
Proposals shall follow the format of the RFP. Proposers shall structure their responses to follow
the sequence of the RFP.
k. Proposers shall have experience in work of the same or similar nature and must provide references
that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom
they have performed similar services and must provide information as requested in this document.
Proposer is advised that exceptions to any of the terms contained in this RFP or the attached
service agreement must be identified in its response to the RFP. Failure to do so may lead the City
to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable
term will not disqualify it from consideration for award.
m. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in the
Purchasing Division Office or electronic clock located in the City's third -party bidding software.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such addenda
shall become part of the contract documents. The City will not be responsible for any other explanation or
interpretation of the proposed RFP made or given prior to the award of the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
4. RIGHTS OF CRY OF FAYE 17EVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City reserves the right to select the proposal it believes will serve the best interest of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 4 of 24
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the
request for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
h. The City reserves the right to ask for a best and final offer from one or more Proposers. The best
and final offer process is not guaranteed; therefore, Proposers shall submit and respond to this
RFP on the most favorable terms available.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score
responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the
selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated
and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the
evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in
connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct
or indirect, which would conflict in any manner with the performance or services required
hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City
Employee to Provide Services to the City".
b. The Proposer shall promptly notify Amanda Beilfuss, City Purchasing Agent, in writing, of all
potential conflicts of interest for any prospective business association, interest, or other
circumstance which may influence or appear to influence the Proposer's judgment or quality of
services being provided. Such written notification shall identify the prospective business
association, interest or circumstance, the nature of which the Proposer may undertake and
request an opinion to the City as to whether the association, interest or circumstance would, in
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 5 of 24
the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City
agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days
of receipt of notification.
9. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set
for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
Proposal and modifications received after the time set for the proposal submittal shall not be
considered. Modifications in writing received prior to the deadline will be accepted. The City
will not be responsible for misdirected bids. Proposers should call the Purchasing Division at
(479) 575-8256 to ensure receipt of their submittal documents prior to opening time and date
listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All
proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official
clock to determine local time shall be the atomic clock located in the Purchasing Division, Room
306 of City Hall, 113 W. Mountain, Fayetteville, AR.
11. LOCAL STATE AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to
this proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this
contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women business
enterprises.
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this
proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches,
political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or
other public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 6 of 24
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies
that his proposal is made without previous understanding, agreement, or connection with any person, firm
or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
14. RIGHT TO AUDIT FOIA AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a Contractor's records as such records
relate to purchases between the City and said Contractor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (contractor) will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying
costs pursuant to the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the
services or any part thereof covered by this order, and such obligation shall survive acceptance of the services
and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
17. ADA RE UIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should
call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline.
Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division,
immediately.
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this
request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville
as an additional insured. Insurance shall remain valid throughout project completion.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 7 of 24
19. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase
in hourly rates by the contract without PRIOR Fayetteville City Council approval.
20. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d. In the event sufficient budgeted funds are not available for anew fiscal period, the City shall notify
the Contractor of such occurrence and contract shall terminate of the last day of the current fiscal
period without penalty or expense to the City.
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS ANDIOR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a Proposer intends to subcontract a portion of this
work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice
to the City within thirty (30) calendar days of Contractor's notice of such action or upon the
occurrence of said action, whichever occurs first. The right to terminate this contract, which shall
not be unreasonably exercised by the City, shall include, but not be limited to, instances in which
a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local,
state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent
to assign or subcontract in its response to the RFP, without exception shall constitute approval for
purpose of this Agreement.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 8 of 24
22. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the Contractor for all work of this type,
which may develop during the contract period. This is not an exclusive contract. The City specifically reserves
the right to concurrently contract with other companies for similar work if it deems such an action to be in
the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each
item.
23. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bid d e r's/proposer's/p rotestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
24. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing priorto work, the Contractor
shall provide such additional requirements as may become necessary.
25. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL RFP DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response.
Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or
otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations
a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form
of an addendum to the original RFP documents.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 9 of 24
27. OTHER GENERAL CONDITIONS_
Proposers must provide the City with their proposals signed by an employee having legal authority
to submit proposals on behalf of the Proposer. The entire cost of preparing and providing
responses shall be borne by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or
all Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor
does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be clearly
understood that any costs incurred by the Proposer in responding to this request for proposal is
at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall
not be liable for reimbursement to the Proposer for any expense so incurred, regardless of
whether or not the proposal is accepted.
d. If products, components, or services other than those described in this bid document are
proposed, the Proposer must include complete descriptive literature for each. All requests for
additional information must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Amanda Beilfuss immediately via telephone
(479.575.8258) or e-mail (abeilfuss@fayct-Leville-ar.pov . It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate
understanding of the scope of work to be completed and/or goods to be provided. We encourage
all interested parties to ask questions to enable all Proposers to be on equal terms.
Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Amanda Beilfuss, City of Fayetteville, Purchasing Agent via e-mail
(abeilfuss fayetteville-ar.gov) or telephone (479.575.8258). No oral interpretation or
clarifications will be given as to the meaning of any part of this request for proposal. All questions,
clarifications, and requests, together with answers, if any, will be provided to all firms via written
addendum. Names of firms submitting any questions, clarifications, or requests will not be
disclosed until after a contract is in place.
g. At the discretion of the City, one or more firms maybe asked for more detailed information before
final ranking of the firms, which may also include oral interviews.
h. Any information provided herein is intended to assist the Proposer in the preparation of proposals
necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements but is not intended to limit a RFP's content or to exclude any relevant or essential
data.
Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or
in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 10 of 24
expressly and irrevocably waives any claim or defense in any said action or proceeding based on any
alleged lack of jurisdiction or improper venue or any similar basis.
j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or
to become due hereunder without written consent of City of Fayetteville. In case the successful
Proposer assigns all or any part of any monies due or to become due under this Contract, the
Instrument of assignment shall contain a clause substantially to the effect that is agreed that the
right of the assignee in and to any monies due or to become due to the successful Proposer shall be
subject to prior liens of all persons, firms, and corporations for services rendered or materials
supplied for the performance of the services called for in this contract.
k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the
services shall apply to the contract throughout, and they will be deemed to be included in the
contract as though written out in full herein. The successful Proposer shall keep himself/herself fully
informed of all laws, ordinances and regulations of the Federal, State, and municipal governments
or authorities in any manner affecting those engaged or employed in providing these services or in
any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be
discovered in these Contract Documents or in the specifications herein referred to, in relation to any
such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to
the City of Fayetteville.
I. The terms vendor, proposer, contractor, and third party all shall have one in the same meaning as
a third -party entity who responds to this RFP, that the City intends to contract with.
28. DOCUMENTS AND ATTACHMENTS ASSOCIATED WITH THIS RFP:
a. Appendix A: GIS Map of Parks and Right of Ways (ROW's) as outlined in this RFP.
b. Appendix B: Parks —Service Area Visual
c. Appendix C: Right of Ways — Service Area Visual
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 11 of 24
City of Fayetteville
RFP 22-03, Mowing Services
SECTION B: Proposal Information & Requirements
1. INTRODUCTION:
The City of Fayetteville invites qualified and experienced vendors to submit responses for mowing and weed -
eating services for various City Parks and Right of Way areas on the west side of Fayetteville, Arkansas on an as -
needed basis for one (1) year with four (4) one year renewal options, giving a possible contract term of five (5)
years.
2. SCOPE OF WORK:
Scope of work shall include all Park Areas and Right of Ways as described in this RFP, including Appendix
Documents (maps and service are visuals). Price proposed shall be inclusive of all areas described for all work
described in the Scope of Work.
a. Park Areas:
Mowing Schedule: Parks shall be mowed an estimated 32 times per year, generally on
a 7-day interval during the months of April through November or as necessary to
maintain mowing height. Mowing frequency may be seasonally altered during wet or
dry conditions that effect grass growth with City approval. Mowing schedules and
frequency alterations shall be verified with the City.
ii. Mowing Height: Mow height shall be maintained at 3 inches.
iii. Mowing Clean Up: Grass clippings shall not be blown into adjacent playgrounds,
landscaped beds, streets, or parking lots. All clippings shall be removed from sidewalks,
curbs, parking areas, playground and picnic areas after every mowing is completed and
shall be properly disposed of. Clean up shall be completed in full on the same day.
iv. Edging: All sidewalks, driving lanes, parking lots, and curb areas shall be edged to a
neat, uniform, and defined appearance. All edging debris shall be removed after each
edging operation. Edging shall be completed with every mowing.
v. String Trimming: Grass around all landscaped beds, signs, fence lines, buildings, tree
wells, and other park amenities shall be trimmed during each mowing operation.
Special precautions shall be used to protect tree trunks, light poles, and other
mechanical and electrical lines from damage during trimming.
vi. Trash Removal: Trash shall be picked up before or as mowing is performed in a manner
to not shred, break, alter, or disperse existing trash. The City shall make ongoing efforts
to keep trash to a minimum. Awarded vendor shall coordinate with the City when
mowing is intended to occur so City staff can attempt to remove trash prior to awarded
vendor arriving on site to mow. However, if it's jointly determined that trash is
excessive, the City will assist in trash removal prior to mowing.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 12 of 24
vii. General: Safety shall serve as a top priority while performing work within City Parks.
The following safety precautions shall be administered, at a minimum, while work is
being performed:
a. Yield to park users
b. Mower blades shall be disengaged if park patrons' approach
c. Extra care shall betaken around playgrounds and picnic areas to avoid user
conflicts
d. Ideally, mowing should be scheduled during low use times to avoid user
conflicts
e. Awarded vendor shall be responsible for damage caused by its operators,
mowers, or equipment
f. Discharge shall be directed away from traffic at all times
b. Ri ht of Wa Turf Areas Ru le Rd.
i. Mowing Schedule: Right of way areas shall be mowed an estimated 32 times per year,
generally on a 7-day interval during the months of April through November or as necessary
to maintain mowing height. Mowing frequency may be seasonally altered during wet or
dry conditions that effect grass growth or accessibility with City approval. Mowing
schedules and frequency alterations shall be verified with the City.
ii. Mowing Height: Mow height shall be maintained at 3 inches.
iii. Mowing Clean Up: Grass clippings shall not be blown into landscaped beds or streets. All
clippings shall be removed from streets, sidewalks, curbs, parking areas, and landscaped
areas after every mowing is completed and shall be properly disposed of. Clean up shall be
completed in full on the same day.
iv. String Trimming: Grass around all landscaped beds, signs, fence lines, tree wells, and other
obstacles shall be trimmed during each mowing operation. Special precautions shall be
used to protect tree trunks, light poles, and other mechanical and electrical lines from
damage during trimming.
v. Trash Removal: Trash shall be picked up before or as mowing is performed in a manner to
not shred, break, alter, or disperse existing trash. The City shall make ongoing efforts to
keep trash to a minimum. Awarded vendor shall coordinate with the City when mowing is
intended to occur so City staff can attempt to remove trash prior to awarded vendor
arriving on site to mow. However, if it's jointly determined that trash is excessive, the City
will assist in trash removal prior to mowing.
vi. General: Safety shall serve as a top priority while performing work with City right of way
turf areas. The following safety precautions shall be administered, at a minimum, while
work is being performed:
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 13 of 24
a. Yield to vehicles
b. Ideally, mowing should be scheduled during low traffic times to avoid user
conflicts
c. Awarded vendor shall be responsible for damage caused by its operators,
mowers, or equipment
d. Discharge shall be directed away from traffic at all times
3. ADDITIONAL REWIREMENTS
a. Awarded vendor shall provide a Certificate of Insurance supplying commercial general liability
coverage, prior to commencement of any work. Such certificate shall list the City of Fayetteville
as an additional insured. Insurance shall remain valid throughout project completion. The
following list of insurance coverages shall be considered the minimum coverage the City will
accept:
• Workers Compensation Insurance: Statutory Amount
• Automotive Insurance covering all vehicles and trailers
• General Liability: $1,000,000 each occurrence; $3,000,000 aggregate
b. All staff of awarded vendor shall be identifiable by a professional company name tag and/or
uniform while the work is being performed.
c. If any park patrons report any issues to vendor while on site, vendor shall inform the City project
manager of issue(s) within 24 hours or call 911 if it is an emergency. All emergencies shall
immediately be reported to project manager, but no longer than 24 hours.
4. CONTINUED SERVICE:
a. Initial contract period will be for one (1) year from date contract is finalized. However, this
agreement may be renewed for four (4) consecutive one (1) year terms. The City of Fayetteville
reserves the right to cancel this contract, at any time, with a thirty (30) day written notice.
b. The City reserves the right to negotiate increases or decreases in pricing on an annual basis with
awarded vendor.
5. PROPOSAL CONTENT:
Proposals shall be prepared simply and economically, providing a straightforward, concise description its
ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional
material are not required. Emphasis should be on completeness and clarity of content. All documents
should be typewritten on standard 8 %" x 11" white papers and bound in one volume. Exceptions would
be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to
accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one -page
team resumes, references, tab dividers, and forms required by the City for completion.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 14 of 24
6. PROPOSAL FORMAT: Responses shall be organized in the following format and informational sequence:
Part I — Cover Page: Page #1 of this proposal form, completed — required with RFP response
Part II — References — required with RFP response
Part III — Current Customers — required with RFP response
Part IV — Equipment and Safety Measures — required with RFP response
Part V — Cost Summary — required with RFP response
Part VII Additional Services (OPTIONAL)
Part VIII — Section C: Signature Submittal — required with RFP response
7. CONTRACT FORMATION:
If the negotiation produces mutual agreement, a contract will be considered for approval by the City of
Fayetteville City Council. If negotiations with the highest-ranking Proposer fail, negotiations may be
initiated with the next highest-ranking Proposer until an agreement is reached. The City reserves the right
to reject all offers and end the process without executing a contract.
8. SELECTION CRITERIA:
The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall
include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each
proposal submitted is not required to be ranked by the selection committee. The contract may be awarded
to the most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection
committee. Following the evaluation of the proposals, the Selection Committee may request that the top-
ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take
place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division.
1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the developer, partners, and project team. Indicated specialized
experience and technical competence of the firm in connection with the type and
complexity of the service required. Subcontractors, if used, shall be listed with information
on their organization.
2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence) of the
major personnel assigned to this specific project.
3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope) indicating
methods and schedules for accomplishing scope of work. Include with this the amount of
work presently underway.
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 15 of 24
4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous
evaluations with the City are not available, the professional firm's past performance
records with City and others will be used, including quality of work, timely performance,
diligence, and any other pertinent information. Firm will provide a list of similar jobs
performed and person whom the City can contact for information.
5) 15% Cost/Fees: Costs and fees as described in this RFP.
FORM CONTINUES ON NEXT PAGE
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 16 of 24
City of Fayetteville
RFP 22-03, Mowing Services
References
The following information is required from all Bidders so all bids may be reviewed and properly evaluated.
COMPANY NAME:
BUSINESS ADDRESS:
E LL C-
NUMBER OF YEARS IN BUSINESS: ZD A- HOW LONG IN PRESENT LOCATION: 25—
TOTAL NUMBER OF CURRENT EMPLOYEES: 6. FULLTIME 3 PART TIME
NUMBER OF EMPLOYEES YOU PLAN TO USE TO SERVICE THIS CONTRACT: & FULLTIME 3 PART TIME
PLEASE LIST FOUR (4) LOCAL COMMERCIAL AND/OR GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY
PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST THREE (3) YEARS (All fields must be
completed). Vendors shall have valid experience.
COMPANY NAME
9CivA)/v v 11U A2 7z 7/ Z_
CITY, STATE, ZIP
/
CONTACT PERSON
4-i79-1V6 - Flo
TELEPHONE
DATE COMPLETED
E-MAIL ADDRESS
3. /
COMPANY NAME
CITY, STATE, ZIP
CONTACT PERSON
q_?l - 75-/
TELEPHONE
DATE COMPLETED
E-MAIL ADDRESS
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 17 of 24
2.�/+
COMPANY NAME
CITY, STATE, ZIP
CONTACT PERSON
L1?i-5—k2- r I Zl 2-
TELEPHONE
s�i � � se2.✓/ L /
DATE COMPLETED
E-MAIL ADDRESS
4. %Z RS % uG 4e lt /Z51¢ / 5 it
COMPANY NAME
&/ybN✓i l6 ,¢iz -7 2'7 r 2_
CITY, STATE, ZIP
,4—i1/"5?1 e .`Go'IL/ Y_�
CONTACT PERSON
7_/- 717/ -4//cY
TELEPHONE
DATE COMPLETED
E-MAIL ADDRESS
City of Fayetteville
RFP 22-03, Mowing Services
Current Customers
All proposers shall provide a list of current residential and commercial customers for the 2022 season (March
through November).
Residential
Name:
Address:
Frequency of Mow:
Name:
Address:
Frequency of Mow:
Name:
Address:
Frequency of Mow:_
Name:
Address:
Frequency of Mow:_
Name:
Address:
Frequency of Mow:_
Name:
Address:
Frequency of Mow:_
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 18 of 24
Commercial
Name: 1. 1j d7�1✓?'�'�tJll�C r /'�i%i
Address:
Frequency of Mow: C09-Jwl W eelL _
Name
Address:
Frequency of Mow:_
Name: 2�� LOryt, �n,kNCIP,+-1z)(.l
Address:
Epp St✓ /G�-.
Frequency of Mow: �'" v% EZ
Name: / lw- %,Z ee— iZ
Address: WS G , �l CO
Frequency of Mow: we wc�
�D G s v✓/t / �.�/
i■Iw■� Jd d ,Y /U klf
FregileMVTrH*w:
City of Fayetteville
RFP 22-03, Mowing Services
Equipment and Safety Measures
1. All proposers shall provide an itemized list of the equipment to be used to complete the scope of work
as outlined in this RFP. Equipment listing shall include year, manufacturer, and model numbers -
include all equipment both owned in full or financed:
d syIte- {C D °
�, c ter
2U
x4.7/ Gib
6 6
5-2 `
1 d'
34o-`'
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X
S -� C)
26( ke
Z O ( fir
Lo
2. All proposers shall provide a description of all safety measures to be followed while working in City
Parks, Right of Ways, and other City property.
a. Minimum Safety Measures: Safety shall serve as a top priority while performing work within
City Parks. The following safety precautions shall be administered, at a minimum, while work is
being performed:
i. Yield to Park users
ii. Mower blades shall be disengaged if park patrons' approach
iii. Extra care shall be taken around playgrounds and picnic areas to avoid user conflicts
iv. Mowing should be scheduled during low use times to avoid user conflicts
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 19 of 24
v. Awarded vendor shall be fully responsible for all damage caused by its operators,
mowers, or equipment
vi. Discharge shall be directed away from traffic and patrons at all times
As a proposer and respondent of this RFP, do you agree to following the [Minimum Safety
Standards as presented?
ALL PROPOSERS SHALL CIRCLE RESPONSE HERE (circle one): YES or NO
b. Proposers shall list any additional safety measures to betaken (if applicable):
FORM CONTINUES ON NEXT PAGE
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 20 of 24
City of Fayetteville
RFP 22-03, Mowing Services
Cost Summary
Proposers shall submit pricing on ALL LINE ITEMS listed below for Parks and Right of Ways. The
City of Fayetteville intends on awarding to one vendor; however, the City reserves the right to
award based on the best interest of the City, based on the Selection Criteria presented in this
RFP.
Scope of work shall include all Park Areas and Right of Ways as described in this RFP, including
Appendix Documents (maps and service are visuals). Price proposed shall be inclusive of all
areas described for all work described in the Scope of Work.
VENDOR NAME: 1 _17-47-� Le4�.✓'f i-'
PRICING PROPOSAL - PARKS AND RIGHT OF WAYS
Location
Square Feet
Acres
Est. Mows
per Year
price Per Mow
Estimated
Annual Price
1
Holland Park
201,174.68
4.62
32
A213z.q
4 Z. I g. 1K'8
2
Finger Park
104,385.51
2.40
32
Z , $lp
S53 r s L
3
Bundrick Park
57,944.95
1.33
32
4
Salem Park
78,526.19
1.80
32
5
Red Oak Park
145,906.82
3.35 1
32
1 Z 3a.449
� 73 -753�
6
Harmony Pointe Park
108,551.08
2.49
32
$ 1 `72- .9('
15-5-3/.-5-z
7
Lierly Lane Park
138,393.19
3.18
32
Z30 .
3`753
8
Rupple Rd (MLK to Wedington)
553,514.45
12.70
32
$ I � 7 -I •
� 3�-fCJ�-aa
9
Rupple Rd (Wedington to Mt.
Comfort)
124,886.19
2.87
32
$ 73
Z � %.
4,
.�%
10
Rd; Rupple Rd (Mt. Comfort to W Weir
84,571.69
1.94
32
190,92
t sjj) j ..3 (a
TOTAL
1,588,157.77
36.46
320
$ 253 , µL' l
_�to) f 3 I b ? L
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 21 of 24
City of Fayetteville
RFP 22-03, Mowing Services
Additional Services (OPTIONAL)
If awarded by contract, vendor shall quote jobs to each City department based on provided hourly rates and
markup percentage presented below.
Proposers are allowed to submit additional services, regularly and routinely provided, which are not listed in
the primary scope of work for this RFP.
Additional services shall be presented in the form of hourly rates along with a description and
documentation of other services that may be provided within this proposal. Rates shall include necessary
equipment, tools, and labor. Proposal may also include a percent markup on any item the City may purchase
for use through the vendor. These items may include trees, plants, shrubs, mulch, rock, decorative stone,
irrigation supplies, etc.
1. Documentation shall be provided with each quote and approved prior to purchase. Any approved
materials and quantities shall be verified with supporting documentation along when invoices are
submitted to the City. The City reserves the right to procure materials and supplies through businesses
other than selected vendors, if it is in the best interest of the City.
2. Markup % on materials purchased for the City (16 _%). Documentation shall be provided with each
quote and approved prior to purchase. Any approved materials and quantities shall be verified with
supporting documentation along when invoices are submitted to the City. The City reserves the right to
procure materials and supplies through businesses other than selected vendors, if it is in the best
interest of the City.
ADDITIONAL PROPOSED SERVICES:
Proposer may submit additional services for offering by completing the form below or may attach hourly rates
and documentation of other services that may be provided within this proposal.
(1) Description of Service:Hourly Rate: Rate:�`f vwotn► l`L�
(2) Description of Service: %�%7l�GcIVFa
Hourly Rate'
(3) Description of Service: PiZWCAJ`
Hourly Rate Ll ��L► Xr*Aj (-k,'Z
(4) ❑escription�f Service: 04-I IA
Hourly Rate: �IS� �'t+r2
(5) Description of Service:
Hourly Rate:
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 22 of 24
City of Fayetteville
RFP 22-03, Mowing Services
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to,
any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship
exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form
must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE! CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1 NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein are accurate and true; and my organization shall comply with all State
and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment.
Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract,
with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott
Israel, the contractor must notify the contracted public entity in writing.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
Corporate Name of Firm: C 4-1 o -C- 6---e�4i� nj,_� , �19_ - (1 4-�
PrimaryContact: T�e" ty'
Title of Primary Contact: IWAIYIILFI_L
Phone#1(cell preferred): Me "'7/0% Phone#2:
E-Mail Address:
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 23 of 24
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent
as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the
appropriate blank listed herein. Failure to do so may subject Contractor to disqualification.
ADDENDUM NO.
SIGNATURE AND PRINTED NAME
DATE ACKNOWLEDGED
I
L0-'CtL--
G - 2D ZZ
ZT2,
L.ov ELv
o zz
iV
4. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification indicating
in compliance with the below Federal Executive Order. Certification can be done by completing and signing this
form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY:
PHYSICAL ADDRESS: _!.� 2 J UIJ�7�Ci�J
��7T��
cf-
flkz- ?Z —A
MAILING ADDRESS.
%t/ Z
—7
PRINTED NAME: Ieo 0 "LJt(
PHONE: Q 7 � - Le o G-IyZ
FAX:
E-MAIL: I Ckwh+I ltc� ✓YnN
SIGNATURE:
TITLE. Dud* DATE:
City of Fayetteville, AR
RFP 22-03, Mowing Services
Page 24 of 24
3
s-
7
10
10
5'
81,
Mowing Zone to RFP
Parks
1. Holland Park -
4428 W. Serviceberry
Dr., Fayetteville, AR
72704
2. Finger Park -1521
SE Farmers Rd.,
Fayetteville, AR
72704
3. Bundrlck Park -
1660 Plantation Ave.
Fayetteville, AR
72704
4. Salem Park -
3508 W. Marsh St.
Fayetteville, AR
72704
5. Red Oak Park -
4498 W. Cheyenne
Dr., Fayetteville, AR
72701
6. Harmony Pointe
Park - 6264 Milliken
Bend, Fayetteville, AF
72701
7. Lierly Lane Park
- W. Berseis Rd.,
Fayetteville, AR
72704
Right of Ways
8. Rupple Rd -
g MLK to Wedington
9. Rupple Rd -
Wedington to Mt.
Comfort
- 10. Rupple Rd - Mt.
Comfort to Weir
Appendix B - Parks
1) Holland Park-4428 W. Serviceberry Dr., Fayetteville, AR 72704
2) Finger Park— 1525 SE Farmers Rd., Fayetteville, AR 72704
3) Bundrick Park— 1660 Plantation Ave., Fayetteville, AR 72704
4) Salem Park— 3508 W. Marsh St., Fayetteville, AR 72704
I
5) Red Oak Park-4498 W. Cheyenne Dr., Fayetteville, AR 72701
6) Harmony Pointe Park-6264 Milliken Bend, Fayetteville, AR 72701
7) Lierly Lane Park — W. Berseis Rd., Fayettevi lie, AR 72704
Appendix C — Right of Ways
8) Rupple Rd. — Martin Luther King Jr. Blvd. to Wedington Dr.
9) Rupple Rd. — Wedington Dr. to Mount Comfort Rd.
10) Rupple Rd. — Mount Comfort Rd. to Weir Rd.
4
DEPARTMENTAL CORRESPONDENCE
OFFICE OF THE
CITY ATTORNEY
TO: Mayor Jordan
City Council
City Clerk Kara Paxton
CC: Susan Norton, Chief of Staff
Paul Becker, Chief Financial Officer
Chris Brown, Public Works Director
Terry Gulley, Asst. Public Works Director
Jonathan Curth, Development Services Director
Steven Dotson, Internal Auditor
FROM: Kit Williams, City Attorney
DATE: May 2, 2022
RE: Mayor recuperating at home and performing essential duties
Kit Williams
City Attorney
Blake Pennington
Assistant City Attorrey
Jodi Batker
Paralegal
Mayor Jordan is currently recuperating at home, but is fully capable and
performing the essential duties of his office. One such duty was to clarify how
and when his approval through use of his signature stamp could be exercised.
Ordinances, Resolutions, Contracts and other documents approved by the City
Council may have the Mayor's signature stamp applied upon the unanimous
agreement of the Chief of Staff, Chief Financial Officer and City Attorney. A
similar procedure was used during a rare week or longer vacation for the Mayor
years ago where cell phone service at his vacation spot was not always reliable.
An initial draft of his authority for use of his signature stamp was signed
by Mayor Jordan on Friday April 29th and is attached. Mayor Jordan has just
signed an updated and more specific and complete authorization detailing what
the City Staff should do during this period when staff may speak with him for
any necessary decisions or instructions, but when City Staff is authorized to
perform housekeeping, ministerial, and uncontroversial actions on the Mayor's
behalf. This replacement authority dated today is also attached and supersedes
the April 29th authorization.
Mayor Jordan has also designated his Chief of Staff to handle most of his
normal meetings duties until his full time return to the office. The Vice Mayor
shall conduct all City Council meetings and Agenda sessions as the Mayor
recuperates. If any document proposed for the Mayor's signature has any
questionable aspect, the Chief of Staff shall inquire upon Mayor Jordan s decision
before his signature stamp is used or withheld.
Mayor Jordan remains able to perform his necessary official duties
although much of the noncontroversial, house -keeping measures will be handled
by his Chief of Staff and necessary signatures by use of his signature stamp so
the Mayor can get more needed rest. In the unlikely event that Mayor Jordan
would be deemed by a Circuit Court as being "unable to perform the duties of
office", Mayor Jordan has signed the attached Designation of Chief of Staff Susan
Norton to Perform the Duties of the Office of Mayor If and When Necessary.
A.C.A. §14-43-501 (b)(3)(C) provides that "one of the following individuals
may perform all functions of a mayor during the disability or absence of the
mayor:
(C) An unelected employee or resident of the city if designated by the
mayor and approved by the City Council."
If the City Council does not approve the Mayor's designation of Chief of
Staff Susan Norton, then the Mayor has designated Vice Mayor Sarah Bunch who
as an "elected official of the city" does not need approval of the City Council.
(A.C.A. §14-43-501 (b)(3)(B).
2
OFFICE OF THE MAYOR
April 29, 2022
I, Lioneld Jordan, Mayor of the City of Fayetteville, do hereby authorize the following
approval procedures to be used during any period I am absent from the City, under the
following conditions:
• Until I return to regular office hours Chief of Staff, Susan Norton will have the final
approval necessary for Legistar items
My signature stamp may be used for all of the following:
1. Approval of documents deemed necessary and appropriate by the unanimous
agreement of the following:
o Susan Norton -Chief of Staff
o Paul Becker -Chief Financial Officer
o Kit Williams -Fayetteville City Attorney
2. Ordinances, resolutions, contracts and deeds as needed for items already approved by
the Fayetteville City Council
3. Development documents and other non -agenda items after their approval through the
Legistar process
Lioneld Jordan,
Date Signed
Witness
City of Fayetteville 113 W, Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov
OFFICE OF THE MAYOR
May 2, 2022
I, Lioneld Jordan, Mayor of the City of Fayetteville, do hereby authorize the following updated
approval and signatory procedures to be used during any week or longer period of time if I need some of
my more signatory and ministerial and/or in -person meeting duties performed for me until I return to
full-time status:
■ Chief of Staff Susan Norton will have the final approval necessary for Legistar items
• My signature stamp may be used to approve all of the following:
1. Approval of documents deemed necessary and appropriate by the unanimous agreement of the
following:
o Susan Norton -Chief of Staff
o Paul Becker -Chief Financial Officer
o Kit Williams -Fayetteville City Attorney
2. Ordinances, resolutions, contracts and deeds as needed for items already approved by the
Fayetteville City Council
3. Development documents and other non -agenda items after their approval through the Legistar
process
■ Chief of Staff Susan Norton may chair and attend any and all of the meetings I normally chair or
attend (except City Council meetings and Agenda Sessions). Other staff who are already
ejnpowered to represent me in regional boards or commissions may continue to represent me
iii those boarasland commissions
4tv
r...��
Lioneld Jordan,
Date Signed
Witness
City of Fayetteville 113 W, Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov
OFFICE OF THE MAYOR
Designation of Chief of Staff Susan Norton To Perform The Duties Of The Office Of Mayor If
And When Necessary
I, Mayor Lioneld Jordan, remain capable of performing the essential duties of my office
while I recuperate in the hospital or at home. I have established proper procedural guidelines
so that my signature stamp may be used instead of my written signature on documents
approved by the City Council such as Ordinances, Resolutions, Contracts, Grant Application and
Acceptances, and Deeds.
If I become temporarily unable to perform the duties of the Office of Mayor, I hereby
designate pursuant to A.C.A. §14-43-501 (b)(3)(C) that Chief of Staff Susan Norton shall assume
the powers and duties of Fayetteville Mayor until I am able to resume such powers and duties
myself.
If the City Council fails to approve my designation of Chief of Staff Susan Norton to
perform all functions of Mayor, then I designate Vice Mayor Sarah Bunch pursuant to A.C.A.
§14-43-501(b)(3)(B) to perform all functions of Mayor until j am again able to perform the
duties and functions of Mayor of Fayetteville.
s - a -
Date LIONELD J❑
Mayor
��-��
Witness
City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov