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RFP: Lawn Care

For the complete RFP Package, please contact our office.

Request for Proposals
Lawn Maintenance of Wake County Housing Authority Properties

Wake County Housing Authority
100 Shannon Drive
Zebulon, NC 27597

PREBID Meeting on Friday, May 9, 2025, at 2:00 pm

PROPOSAL DUE DATE:
Friday, May 23, 2025
2:00 pm ET

PART 1 - INTRODUCTION

1.1 General

The Housing Authority of the County of Wake, NC ("WCHA") is requesting proposals from interested firms for complete lawn maintenance. The selected proposer will assume the responsibility for all lawn maintenance of conventional housing sites, offices, shops, and community centers. Contractor shall provide all materials, tools, equipment, and labor.

It is the WCHA's intention to solicit proposals, evaluate them, conduct oral presentations with selected proposers, verify the information presented and negotiate the award of a contract(s) to the most responsible firm(s) whose proposal is most advantageous to the WCHA, with price and other factors considered.

WCHA will enter into a twelve (12) month contract with the successful proposer(s). There will be an option to annually renew the contract for an additional two, one-year periods.

The WCHA reserves the right to accept or reject any and all proposals and to waive all technicalities. No proposal will be withdrawn for a period of ninety (90) days subsequent from the receipt of the proposal without the consent of the WCHA. The WCHA assumes no liability for the cost incurred for preparing proposals.

The WCHA is a crime, drug, and smoke free workplace. The WCHA is an Equal Opportunity Employer.

The selected proposer will be responsible for all lawn maintenance services in coordination with WCHA specifications and requirements.

1.2 Directions for Submission

The required submission of the Request for Proposals shall be as follows:

Respondents shall submit one (1) original, clearly marked and containing original signature, along with two (2) copies in a sealed carton to WCHA by 2:00 PM (ET), Friday, May 23, 2025, without exception, at the following address, to be deemed responsive and eligible for consideration:

Wake County Housing Authority
100 Shannon Drive
Zebulon, NC 27597

Proposals sent by overnight delivery service will be considered timely filed if date stamped at least one (1) day before the date set for receipt of proposals and time stamped at a time that should have, pursuant to the express policy of the overnight delivery service used, permitted delivery at the date, time and place set for receipt of proposals. The burden of proof to establish timely filing of a proposal by overnight delivery service shall be solely upon the entity or person submitting the proposal. It is the respondents' obligation to ensure the required submission arrives in a timely manner at the specified location.


Any proposal which is not properly marked, addressed or delivered to the submission place, in the required form, by the required submission date and time will be ineligible for consideration.

To ensure that the respondent's Request for Proposal arrives at the proper place, on time, and to prevent opening by unauthorized individuals, cartons containing submissions must be identified on the outside, as follows:

Sealed Bid
Request for Proposals
Lawn Maintenance of Wake County Housing Authority Properties
Due: Friday, May 23, 2025 by 2:00 PM Eastern Standard Time

Faxed or electronic submissions of the Request for Proposals will not be accepted. Once received by WCHA, submissions will not be returned.

Formal communication, such as requests for clarification and/or information concerning this solicitation
shall be submitted in writing to Fred Lowell at the above address, or you may e-mail Fred at flowell@hacwnc.org. Responses to inquiries will only be provided in writing via the issuance of an addendum to all prospective bidders that have picked up the specifications for this RFP. No addendum will be issued after the 7th day prior to the opening of the proposals.

1.3 Content of Submission

Respondents shall submit an original and two additional copies in a binder, tabbed and numbered as follows:

  1. Qualifications/Technical Approach - Description and type of company: sole proprietor; Limited Liability Corporation (LLC); or, other corporation type. If corporation, submit articles of incorporation and listing of all officers of the corporation. Include Minority/Women or Disadvantaged Business Enterprise certification and/or application, as applicable. Description of the technical approach to the contract. The Technical section of the proposal must contain the following minimum information or will not be considered responsive:
    • An approach for providing services inclusive of levels of onsite/offsite supervision. Staffing
      pattern.
    • Qualification of the Company.
    • Qualifications of the employees who will actually be performing the services.
    • Proof of Insurance. (One Million Dollars Comprehensive General Liability Insurance, and Workers Compensation Coverage-Statutory Requirement.
  2. Experience - Describe the experience of the company and list other similar types of work performed. Identify the individual(s) that will perform the work and a brief resume of the individual(s).
  3. Cost Proposal - Complete the costs proposal form included in this package.
  4. References - Complete the reference form included in this package.
  5. Other forms - Complete all other forms included in this package including Section 3 Plan and Efforts: the release for criminal background consent form and the Non-Collusive Affidavit. Certified statement that neither the company nor any of its principles is debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency. (Form included in bid packet)

1.4 Selection Process

Determination of Responsiveness
An initial review process will be conducted by WCHA staff to establish responsiveness. Responsiveness will be confirmed through determining if the Respondent(s) have met all mandatory requirements outlined in this Request for Proposals. Any submission not in compliance with the mandatory requirements will be deemed "non-responsive ".

The firm determined by the WCHA to be the most qualified in terms of actual demonstrable experience, knowledge, and perceived benefit to the WCHA will be selected and contract negotiations with said firm commenced. The WCHA may request the successful firm to submit a best and final cost proposal for the services to be contracted. The cost may be selected for any or all task identified in the Service Specifications in this Invitation to Bid or additional services as deemed appropriate by the WCHA. The WCHA reserves the right to negotiate fees with the most capable firm, however if a cost-effective agreement cannot be reached, negotiations will begin with the next-ranked firm.

1.5 Evaluation Criteria

The Housing Authority will select a single respondent for this contract. Selection will be based on a combination of the factors listed below.

Qualifications / Technical Approach 20 Points
The respondent company has successfully performed similar type of work in lawn maintenance. This factor will be scored based on the description and technical approach to the contract in Section 1 and the references provided.

Experience 20 Points
The individual(s) that will perform the work have extensive experience in lawn maintenance work; This factor will be scored based on the description in Section 2.

Cost 50 Points
The fully loaded costs provided are reasonable and competitive in the Wake County area for the same and similar work performed by residential contractors. This factor will be scored using the cost proposal provided and other data retained by WCHA of area costs.

MBE/WBE/DBE 5 Points
The firm or individual is certified or has applied to the appropriate state agency for certification as a Minority, Woman or Disadvantaged Business Enterprise. This factor will be scored based on a certification or application provided in Section 1 of the proposal.

Section 3 5 Points
The firm or individual intends to utilize Section 3 residents for any portion of the contract work. This factor will be scored based on the information provided in the Section 3 Plan.

TOTAL POINTS 100 Points