2026 RFP Landscape and Maintenance of City Medians

REQUEST FOR PROPOSALS
LANDSCAPE AND MAINTENANCE
OF CITY MEDIANS
CITY COUNCIL
Rico E. Medina, Mayor
Marty Medina, Vice Mayor
Sandy Alvarez, Council Member
Tom Hamilton, Council Member
Michael Salazar, Council Member
CITY MANAGER
Alex D. McIntyre
COMMUNITY SERVICES DEPARTMENT
Travis M. Karlen, Director
Request for Proposals and Notice to Contractors:
ISSUED: Friday, September 11, 2026
DUE DATE: Tuesday, October 20, 2026 | 4:00 PM PDT
SUBMIT TO: CSDContracts@sanbruno.ca.gov

LANDSCAPE AND MAINTENANCE OF
CITY MEDIANS
Table of Contents
PART I. REQUEST FOR PROPOSAL ......................................................................................... 4
CITY BACKGROUND .................................................................................................... 4
PURPOSE AND SUMMARY .......................................................................................... 4
NOTICE .......................................................................................................................... 4
PROJECT DESCRIPTION ............................................................................................. 5
CONTRACT TERM ........................................................................................................ 5
REQUIRED CONTRACTOR'S LICENSES AND REGISTRATIONS ............................. 6
PRE-PROPOSAL CONFERENCE ................................................................................. 6
PROPOSAL REQUIREMENTS ...................................................................................... 6
Experience and Qualifications ............................................................................... 6
Methodology and Approach .................................................................................. 7
Contracting Entity .................................................................................................. 7
SELECTION PROCESS ................................................................................................ 7
SELECTION CRITERIA ................................................................................................. 8
DOCUMENTS ................................................................................................................ 9
RFP SCHEDULE............................................................................................................ 9
QUESTIONS .................................................................................................................. 9
ADDENDA .................................................................................................................... 10
CONFIDENTIALITY OF PROPOSALS ........................................................................ 10
COST OF PROPOSAL PREPARATION ...................................................................... 10
RFP EXHIBITS AND ATTACHMENTS ........................................................................ 11
PART II. EXHIBIT A - SCOPE OF WORK ................................................................................ 12
LANDSCAPING AND MAINTENANCE STANDARDS ................................................. 12
SPECIFICATIONS ....................................................................................................... 12
EXAMINATION OF SITE AND WORK ......................................................................... 12
DISPOSAL ................................................................................................................... 13
REPAIRING DAMAGED WORK .................................................................................. 13
SPECIALTY OPERATIONS ......................................................................................... 13
UNDERGROUND EXCAVATIONS .............................................................................. 13
UNFORESEEN OR ADDITIONAL WORK ................................................................... 14
OPERATIONS .............................................................................................................. 14
Work Schedules .................................................................................................. 14
TRAFFIC AND ACCESS MANAGEMENT ................................................................... 14
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WORK FORCE............................................................................................................. 15
SAFETY EQUIPMENT ................................................................................................. 16
CONTRACT MANAGEMENT ....................................................................................... 16
Meetings and Oversight ...................................................................................... 16
Records and Documentation Requirements ........................................................ 17
LIABILITY FOR DAMAGES ......................................................................................... 17
SCHEDULES ............................................................................................................... 17
Annual Schedule ................................................................................................. 17
SCOPE OF WORK LIST OF ATTACHMENTS ............................................................ 18
EXHIBIT B - PROPOSED ITEM SCHEDULE FORM (BID PROPOSAL) .................... 19
Contract Labor Summary .................................................................................... 20
PART III. TECHNICAL MAINTENANCE SPECIFICATIONS ..................................................... 21
GENERAL LANDSCAPE MAINTENANCE REQUIREMENTS .................................... 21
SPECIFIC LANDSCAPE MAINTENANCE REQUIREMENTS ..................................... 22
A. Ground Cover Maintenance ............................................................................ 22
B. Shrub, Vine, Flower, and Tree Maintenance ................................................... 22
ATTACHMENTS ......................................................................................................................... 24
LANDSCAPE MAINTENANCE LOCATIONS AND MINIMUM FREQUENCIES GRID 24
EXTRAORDINARY WORK REQUEST FORM ............................................................ 30
PROPOSAL FORMAT AND REQUIREMENTS ........................................................... 31
GENERAL SERVICES AGREEMENT - DRAFT .......................................................... 34
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PART I. REQUEST FOR PROPOSAL
CITY BACKGROUND
San Bruno, nestled within the picturesque landscape of the San Francisco Peninsula,
has been a model of community excellence since its establishment in 1914. With a
population of around 43,000 residents and spanning approximately 5.5 square miles,
the city is renowned for its progressive urban planning and dedication to preserving
green spaces.
San Bruno's network of medians serves as vital components of its urban landscape.
From well-maintained green strips to beautifully landscaped areas, the City offers a
diverse array of amenities tailored to enhance the visual appeal and functionality of its
roadways.
The City's commitment to sustainability is evident in its median management practices,
which prioritize resource conservation, habitat preservation, and eco-friendly design.
Through strategic planning, community engagement, and innovative initiatives, San
Bruno continuously strives to enhance its medians, promoting environmental resilience
and improving overall quality of life for its residents.
PURPOSE AND SUMMARY
The City of San Bruno is seeking proposals from qualified firms to provide landscape
maintenance services for city-owned medians, rights-of-way, and designated lots. The
purpose of this Request for Proposals ("RFP") is to select a professional contractor
capable of delivering high-quality upkeep, landscaping, and maintenance services to
ensure these areas remain visually appealing, safe, and well-maintained.
NOTICE
The City of San Bruno (the "City") will receive proposals prepared on the forms
furnished by the City and in accordance with the plans and specifications included in
this RFP no later than Tuesday, October 20, 2026 at 4:00 PM PDT. Proposals must be
emailed to the Community Services Department's contracts email address at:
CSDContracts@sanbruno.ca.gov
Proposals received after the date and time stated above will not be considered.
Proposers are solely responsible for ensuring timely delivery. The City is not
responsible for email transmission failures, file size limitations, or delivery delays.
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PROJECT DESCRIPTION
The selected vendor will be responsible for furnishing all labor, equipment, materials,
tools, and supervision to perform landscape maintenance as described herein, including
but not limited to the following:
(a) Weed control and cultivation - both mechanically and/or with chemicals.
(b) Shrub trimming, pruning, and training.
(c) Tree care as prescribed in the Technical Maintenance Specifications.
(d) General pest control, including insects and diseases, as necessary to maintain a
healthy environment for plant growth. This includes rodents, snails, and slugs.
(e) General litter pick-up, refuse and debris removal from planters and landscape
areas.
(f) Hardscape cleaning: clean and remove graffiti from planters, controller boxes,
and backflow devices.
Proposers are to refer to the Technical Maintenance Specifications and to Attachment A
for median locations, site access, and other relevant routes of access.
CONTRACT TERM
The initial term of the resulting Agreement shall commence January 1, 2027 and shall
end December 31, 2027, subject to issuance of a written Notice to Proceed by the City.
Each contract year spans two City fiscal years. The Agreement and each extension
term are contingent upon appropriation of funds by the City Council for the applicable
fiscal years; if funds are not appropriated, the City may terminate the Agreement without
penalty upon written notice.
The City, at its sole discretion, may extend the Agreement for up to two (2) additional
one-year terms, through December 31, 2029. Any extension shall be subject to
satisfactory contractor performance, continued appropriation of funds by the City
Council, agreement on pricing for the extension term, and execution of a written
amendment. No extension is automatic, and nothing in this RFP obligates the City to
exercise any extension option.
Pricing proposed for the initial term shall be firm. For any extension term, the City will
consider an adjustment not to exceed the percentage change in the Consumer Price
Index for All Urban Consumers (CPI-U), All Items, for the San Francisco-Oakland-
Fremont, CA metropolitan area as published by the U.S. Bureau of Labor Statistics (or
its successor index or successor area designation), for the twelve months preceding the
extension, or three percent (3%), whichever is less. If the index is discontinued and no
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successor index is published, the City and Contractor shall agree on a comparable
published index.
REQUIRED CONTRACTOR'S LICENSES AND REGISTRATIONS
The Proposer shall hold a valid and current California C-27 Landscaping Contractor
license and shall submit a copy thereof to the City. The Proposer shall also maintain a
California State Licensed Pest Control Applicator license or a Qualified Applicator
Certificate with a Maintenance Gardener Business License, Category B.
The use of any chemical by the Proposer shall be based on the written recommendation
of a State Licensed Pest Control Advisor. The names and permit numbers will be
supplied to the City at the beginning of the Contract, and any changes to this
information shall be forwarded to the City within twenty-four (24) hours of said change.
The Proposer shall not store any pesticide within a City-owned facility without the
express written permission of the City representative.
The Proposer shall obtain and maintain a current City of San Bruno Business Tax
Certificate for the full duration of the Agreement, including any extension term.
Because this work is subject to prevailing wage, the Proposer and all subcontractors
must be currently registered with the California Department of Industrial Relations
("DIR") pursuant to Labor Code section 1725.5 at the time of proposal submission and
throughout the term of the Agreement. Proposers shall provide their DIR registration
number in the proposal. The selected firm and all subcontractors shall furnish certified
payroll records through the DIR's electronic certified payroll reporting system.
PRE-PROPOSAL CONFERENCE
The City will hold a non-mandatory pre-proposal Zoom conference to answer questions
regarding this Request for Proposals. Attendance is strongly encouraged but is not a
condition of proposal submission.
Date: Wednesday, September 23, 2026 at 1:00 PM PDT
Venue: https://sanbruno-ca-gov.zoom.us/j/83198159798
Statements made by City representatives at the pre-proposal conference are not
binding unless confirmed in a written addendum issued by the City.
PROPOSAL REQUIREMENTS
Experience and Qualifications
The proposal must describe the Proposer's experience and qualifications in conducting
similar landscaping and median maintenance work for government entities and
community projects.
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Key Personnel: Provide resumes and an organization chart for key team members,
showing hierarchy and roles. If using subcontractors, include a management chart
indicating reporting relationships. Propose two mid-level project managers who will
maintain ongoing familiarity with the work.
Firm Qualifications and Experience: Describe the firm's qualifications, including past
projects of similar scope. Supply three (3) current references with contact
information.
Methodology and Approach
Outline your approach to median and landscape maintenance, including site
assessment, data collection and analysis, community consideration, and planning.
Explain how you will develop maintenance strategies and improvements based on site
conditions and community needs.
Contracting Entity
The proposal shall identify the exact legal name of the entity that will execute the
Agreement, its entity type (corporation, limited liability company, partnership, or sole
proprietorship), its state of formation, and its Federal Tax Identification Number. The
entity named in the proposal must match the entity named on all insurance certificates
and endorsements submitted at award.
SELECTION PROCESS
Submitted proposals will be rated based on responsiveness, technical merit, and the
ability of the firm to provide the required scope of services. The successful Proposer will
be dependable and cost-effective, will provide consistent high-quality support, will meet
expected turnaround times, and will provide excellent internal and external customer
service.
The RFP process will establish a ranking based on how each submittal meets the
qualifications of the Scope of Work and the requirements of this RFP. The applicant
shall conform to the Proposal Format and Requirements (Attachment 1). All listed items
must be included with the submission. Responses that do not comply with the
requirements of this RFP, or that are received after the deadline, will not be considered.
The Proposer shall be required to execute the City's standard General Services
Agreement (Attachment 2). All Proposers responding to this RFP shall assume that
execution of this agreement, without changes, will be a required condition of award. Any
requested exception to the Agreement must be identified in writing in the proposal;
unidentified exceptions are waived.
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The City may, at its discretion, request interviews, clarifications, or best-and-final offers
from one or more Proposers. The City reserves the right to reject any or all
submissions, to negotiate specific requirements and costs using the selected proposal
as a basis, and to waive any irregularity in order to choose the firm which, in the City's
opinion, best serves the City's interests.
Proposals shall remain valid and irrevocable for ninety (90) calendar days following the
proposal due date.
SELECTION CRITERIA
Proposals will be evaluated and scored on the following weighted criteria:
Criterion Weight Reference
Experience and Qualifications - demonstrated experience in
landscaping and median maintenance, including relevant projects 20 Att. 1, 5-6
and client references.
Proposed Approach and Methodology - clear and effective plan
for maintaining medians, including techniques and processes to 20 Att. 1, 3
ensure quality and compliance with specifications.
Cost Proposal - competitive pricing and clarity of the cost
20 Exhibit B
structure in relation to the scope of work.
Staff Qualifications and Availability - qualifications, training, and
10 Att. 1, 5, 9
availability of personnel assigned to the contract.
Equipment and Resources - adequacy and condition of equipment
10 Att. 1, 3
and resources necessary to perform the work efficiently.
Environmental and Sustainability Practices - commitment to
environmentally responsible landscaping practices and use of 5 Att. 1, 3
sustainable materials and methods.
Schedule and Responsiveness - ability to meet the required
5 Att. 1, 3
schedule, including startup and ongoing maintenance timelines.
Safety Record and Practices - proven safety practices and record
5 Att. 1, 7
of safety compliance.
Client References and Past Performance - feedback from
5 Att. 1, 8
previous clients regarding quality, reliability, and professionalism.
TOTAL 100
Compliance with City Requirements - ability to meet all licensing,
Pass /
DIR registration, insurance, business tax certificate, and legal Att. 1, 10-12
Fail
requirements of the City of San Bruno.
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A proposal that fails the Compliance with City Requirements criterion will be deemed
non-responsive and will not be scored.
DOCUMENTS
Proposers may obtain proposal documents from the City of San Bruno Bid Postings
page at https://www.sanbruno.ca.gov/Bids.aspx or by emailing a request to the
department's contracts email address at CSDContracts@sanbruno.ca.gov.
RFP SCHEDULE
Milestone Date
RFP Release Friday, September 11, 2026
Non-Mandatory Pre-Proposal Zoom Wednesday, September 23, 2026 at 1:00 PM
Conference PDT
Deadline for Written Questions Tuesday, October 6, 2026 at 4:00 PM PDT
City Response to Questions / Addenda Issued Friday, October 9, 2026
Deadline to Submit Proposal Tuesday, October 20, 2026 at 4:00 PM PDT
Evaluation and Reference Checks October 21 - 30, 2026
Tentative Notice of Award Tuesday, November 3, 2026
Compliance Documents Due from Selected
Friday, November 13, 2026
Firm
Anticipated Contract Execution Wednesday, November 18, 2026
Anticipated Notice to Proceed Wednesday, December 2, 2026
Contract Term Commences Friday, January 1, 2027
All dates other than the deadline to submit proposals are estimates and may be
adjusted by the City. Any change to the proposal due date will be made by written
addendum posted to the City's Bid Postings page at
https://www.sanbruno.ca.gov/Bids.aspx.
QUESTIONS
Questions regarding the information contained in this RFP must be submitted in writing,
by email, to:
Travis M. Karlen, Director
Community Services Department
Email: CSDContracts@sanbruno.ca.gov
Phone: (650) 616-7181
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Written questions must be received by Tuesday, October 6, 2026 at 4:00 PM PDT.
Questions will be responded to in writing. Written summaries of all questions and
answers will be distributed to each proposer and posted to the City's Bid Postings page
at https://www.sanbruno.ca.gov/Bids.aspx. Anonymity of the source of specific written
questions will be maintained in the written responses.
Telephone requests for information or inquiries will be allowed only if the nature of the
request or inquiry does not lend itself to formulation into a written question. Verbal
inquiries are discouraged, and calling parties may be requested to submit written
questions in lieu of receiving a verbal response. The intent behind this requirement is to
ensure that all proposers have available to them the same information and that no
inconsistent, incomplete, or misinformation is communicated to any team.
From the date of release of this RFP until the Notice of Award, Proposers shall not
contact any City official, officer, or employee regarding this solicitation other than
through the contact identified above. Violation may result in disqualification.
ADDENDA
If any changes or updates to the RFP are made, a copy of the current RFP and all
addenda will be posted on the City of San Bruno's Bid Postings page at
https://www.sanbruno.ca.gov/Bids.aspx. Proposers are responsible for checking that page
for addenda prior to submitting a proposal. Each Proposer shall acknowledge receipt of all
addenda in its Letter of Transmittal. Failure to acknowledge an addendum may render a
proposal non-responsive.
CONFIDENTIALITY OF PROPOSALS
Under the California Public Records Act, all materials submitted in response to this
RFP, as well as any contract resulting from it, are public records and may be disclosed
upon request. Submission of a proposal constitutes a waiver of any claim to
confidentiality and grants the City of San Bruno permission to release the materials
without further notice. The submitter agrees to indemnify the City against any claims
related to disclosures.
The City reserves the right to disclose any submitted information and will not assert
privileges on behalf of the submitter. Submission also waives any claims against the
City for disclosure, including claims of privacy violations or trade secret violations.
COST OF PROPOSAL PREPARATION
All costs incurred in the preparation and submission of a proposal, including any costs
of attending the pre-proposal conference, site visits, interviews, or negotiations, shall be
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