RFP: Seasonal Maintenance of Wastewater Dispersal Sites

Brunswick County is soliciting sealed proposals from qualified entities to perform landscape maintenance consisting of mowing, trimming, and edging of various wastewater dispersal locations throughout Brunswick County as more particularly set forth herein.

Brunswick County has established the following objectives for this project.  Any changes to the specifications or Scope of Work will be made in the form of an addendum to this Request for Proposals and will be supplied to all known prospective contractors and posted on the Brunswick County website. Notwithstanding the foregoing, contractors will be responsible for ensuring that they have all addenda. Brunswick County may negotiate and refine the final Scope of Work with the selected contractor. Brunswick County reserves the right to negotiate additional services with the selected contractor at any time after the initial contract award.

Contractor shall perform landscape maintenance at various locations throughout Brunswick County, as more particularly set forth in the Form of Proposal and accompanying maps attached hereto and incorporated herein by reference. Each maintenance cycle includes, without limitation, removing any litter or debris from areas being maintained and including mowing and weed eating as necessary. Contractor shall also trim closely around vaults, pipes, fences, and other structures. Contractor shall provide all personnel, equipment and other resources to necessary complete this Scope of Work and shall be responsible for all costs associated with same.  The selected contractor shall conduct each maintenance cycle in one (1) continuous effort per location. Each location will be maintained four (4) times per year from February through November. During the other months, maintenance services may be requested by Brunswick County on an “as- needed” basis.

The application of herbicides may be done in each maintenance cycle but only along the property perimeter to keep facilities free of vines, tall weeds, and tree saplings.   Herbicidal application must be done around spray heads to ensure heads are visible and not damaged by mowers or weed eaters.  The application of herbicides shall be done only in areas where it will not induce erosion such as hillsides, slopes, or steep grades. Contractor shall comply with all applicable laws, rules, and regulations for the use of herbicides. Contractor shall also obtain and maintain all licenses and certifications as may be required for the use and application of herbicides. When requested by County, contractor shall promptly provide County with Material Safety Data Sheets for any herbicide used on County property.

The contractor shall begin performing all services within ten (10) days of full execution of the contract, if awarded. Once the selected contractor commences work, each maintenance cycle must be completed in one (1) continuous effort until the location is completely and neatly mowed to a uniform maximum height not greater than four (4) inches for all vegetation.   The selected contractor shall be required to work around certain obstacles within property infrastructure to include, without limitation, signposts, valve boxes, concrete vaults, ductile iron pipe, and bollards. mailboxes, and other associated equipment that may be present. Contractor shall notify Brunswick County Public Utilities of any damage to property or equipment immediately but in no event more than twenty-four (24) hours.

All proposals must include the following:

• The proposal title and due date and time.
• A cover letter/letter of intent on contractor’s letterhead, signed by an authorized representative of contractor, expressly agreeing to Brunswick County’s terms and conditions contained in this Request for Proposals and its attachments.
• The contractor’s name or company name, address and telephone number.
• The name, address and telephone number of company representatives with the authority to answer questions or provide clarification regarding the proposal’s contents.
• A list of key personnel to be assigned to perform the services and each person’s qualifications.  Personnel should possess relevant and diverse knowledge and expertise in their respective fields.
• The names of any and all subcontractors expected to perform services in connection with the project and their qualifications.   Include the estimated percentage of work that each subcontractor is expected to perform.  Brunswick County reserves the right to accept or reject any proposed subcontractor.
• A detailed Form of Proposal in substantially the form attached hereto and incorporated herein by reference.
• A full description of services and processes that will be implemented and ongoing to complete the project in the most efficient, timely and comprehensive manner.  The description should include a detailed implementation plan and project schedule outlining the primary tasks, estimated hours, responsibility, major deliverables and timing, including an estimated start date.  Additional project deliverables are set forth below.
• Any assistance requirements from Brunswick County.
• A detailed company description and history, including the areas of expertise related to the project.
• A reference list of at least three (3) current projects or projects completed within the past twenty-four (24) months for projects of similar size and scope, including the name and telephone number of a contact person for each reference listed.
• Certificate of Insurance as evidence that contractor meets the County’s Minimum Insurance Requirements attached hereto.

Contractors shall provide documentation sufficient to clearly demonstrate that their firm meets or exceeds the requirements set forth in this Request for Proposals.  Failure to provide such documentation may result in the proposal being deemed non-responsive.

In addition to the foregoing, Brunswick County reserves the right to request financial information for any contractor, in order to support the viability of the contractor.

Sealed proposals must be received no later than 3:00 pm ET on February 14, 2025, at which time they will be opened publicly and read aloud at the Brunswick County Public Utilities Operations Center at 250 Grey Water Rd in Supply, NC 28462.  Sealed proposals shall be labeled with the name of the Request for Proposals and marked “SEALED PROPOSAL, DO NOT OPEN.” Brunswick County will not be responsible for the failure of any mail or delivery service to deliver a proposal prior to the stated date and time.  Regardless of the manner of submission, any proposal received after the stated date and time will not be considered. Incomplete proposals or proposals inconsistent with the required format may be disqualified from consideration.

Hand Delivery:
Brunswick County Public Utilities
ATTN: Donald Dixon
250 Grey Water Rd.
Supply, NC 28462