IFB S26011 Landscaping and Ground Cover Maintenance Services

CITY OF DAYTON, OHIO
INVITATION FOR BID
AD # 4/10 & 4/14 IFB No. S26011
Division of Procurement
Room 514, CITY HALL
101 W. Third St.
DAYTON, OHIO 45402
Landscaping and Ground Cover Maintenance Services
For Further Information Contact: Date April 10, 2026
Jason Schortgen
Room 514, CITY HALL Nicole Fox
101 W. Third St. Acting Purchasing Agent
Dayton OH 45402
Phone No. 937-333-4034
Fax No. 937-234-1600
ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO bids@daytonohio.gov
NO LATER THAN: 2:00 P.M. local (Dayton OH) time on April 24, 2026.
Your electronic PDF bid is requested for the following: To establish a firm Price Agreement for
Landscaping and Ground Cover Maintenance Services with firm pricing through March 31, 2027 with a
possible option to renew, at the City of Dayton's discretion, firm pricing for four (4) additional 12-month
periods from April 1, 2027 through March 31, 2031.
For additional information on this IFB, please contact the Division of Procurement, Jason Schortgen at (937)
333-4034.
A copy of this bid may be found on the City's Website at: http://www.daytonohio.gov/bids.aspx
All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of
Dayton, please complete and submit your complete Vendor Application form. Forms must be on file with the
City of Dayton before any Purchase Order or contract can be awarded with your company.
Forms can be found on the City of Dayton's website at: http://www.daytonohio.gov/781/Doing-Business-
With-the-City-of -Dayton
Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in
"Subject" line. All supplemental documentation shall be included with the original.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.
A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been made.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this I.F.B.
Bids are to include all shipping costs to the point of delivery as indicated above.
The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).
Multi-year orders are valid only if funds are available in succeeding years.
State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names on our
bid form are to establish quality levels and do not indicate preference.
The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the judgment of
proper officials, is to the best interest of the City.
The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to quote, advise
to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.
BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W. Second
St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can be issued.
Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26011
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.
Landscaping and Ground Cover Maintenance Services
1. Landscape Maintenance (Per Attached Specifications)
Miami Water Water Quality Burkhardt Ottawa Water Ottawa Yards
Treatment Plant Lab / ADMIN Standpipe Treatment Plant Fencing
A. April $ __________ $ __________ $ __________ $ __________ $ __________
B. May $ __________ $ __________ $ __________ $ __________ $ __________
C. June $ __________ $ __________ $ __________ $ __________ $ __________
D. July $ __________ $ __________ $ __________ $ __________ $ __________
E. August $ __________ $ __________ $ __________ $ __________ $ __________
F. September $ __________ $ __________ $ __________ $ __________ $ __________
G. October $ __________ $ __________ $ __________ $ __________ $ __________
Bidder shall provide all product Summary and Specifications related to product(s) and Manufacturer's Warranty listed below with
your company's bid response.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL ACCORDANCE WITH
THE CITY OF DAYTON SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED ABOVE.
"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City's Revised Code of General
Ordinances Section 35.70 through 35.74 regarding Living Wages." [ ] YES [ ] NO
All delivery costs are included in this quotation Bidding Company____________________________________
regardless of F.O.B. designation.
Address : ___________________________________________
Cash Discount Allowed:______% 10th Proximo.
Leave blank if your terms are Net 30 Days. ___________________________________________________
City State Zip Code
Delivery will be made within ________ calendar
days after receipt of order. ____________________________________________________
Email address to send Purchase Order to:
Prices quoted will remain firm for acceptance with-
in 90 calendar days after bid opening unless other- By:_________________________________________________
wise stated. (Please Print or Type) Name and Title
Signature: ___________________________________________
Phone No.__________________/FED. ID#_________________

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26011
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.
Landscaping and Ground Cover Maintenance Services
(Per Attached Specifications)
Note: Price bid shall include all labor, materials, fuel surcharges, removal and disposal costs. No additional
costs or fees shall be assessed or billed to the City by the successful bidder.
All services shall be performed between the hours of 8:00 a.m. and 3:00 p.m., Monday - Friday.
Please specify the years of experience providing the services requested in this bid: _______________
Is a statement describing your proposed services, methods of disposal and availability to provide timely
landscape services included with your firms bid? Yes [ ] No [ ]

City of Dayton, Ohio
Department of Water
Landscaping and Ground Cover Maintenance Services
IFB No. S26011
April 2026
SPECIFICATIONS
The Water Supply and Treatment Division is seeking professional landscaping services for the year 2026
with the option to renew for four years.
I. General
This specification is for furnishing landscaping services to maintain existing landscape installations at
locations: the Miami Water Treatment Plant (MWTP), Ottawa Water Treatment Plant (OWTP), General
Ottawa yards fencing maintenance and the Burkhardt Standpipe. All locations have established
landscaping or ground cover, some on steep slopes, and the work required is to maintain the health and
appearance of the plantings, and coverage of the ground cover while controlling invasive undesired plants.
* If you would like to see the locations, please call Liz Zelinski at 937-333-6134 to set up a time. *
II. Scope
A. MWTP: 3210 Chuck Wagner Lane, Dayton 45414. This site is approximately 30 feet by 450 feet in
area, with a steep slope across the 30-foot dimension. The ground cover is Euonymus. This location
also includes a small landscape area along the front of the Miami Water Treatment Plant.
B. Water Quality Lab / ADMIN: 3210 Chuck Wagner Lane, Dayton 45414. This site includes a landscape
area along the front of the administration building as well as a sign (Miami Water Treatment Plant) in
the yard.
C. OWTP: 1044 Ottawa St. Dayton OH 45402. Maintain approximately 250 sq ft of existing ornamental
landscape installations and planter boxes.
D. Standpipe: At northeast corner of Burkhardt Ave and Smithville Rd. This site is approximately 50 feet
by 380 feet in area, with a steep slope across the 50-foot dimension. The ground cover is Crown
Vetch. Note: the area includes honey locust and spruce tree specimen plantings.
E. Ottawa Yards facility fencing: General vegetation management, maintain vegetation along
approximately 3700 feet of perimeter and internal fence rows. NOTE: Hand or mechanical means only
along the Mad River, and around the OWTP finished water reservoirs sections of fencing.
F. Provide monthly visits to these (5) sites for maintenance, April through November. Maintenance work
shall include, as necessary:
* Hand removal of non-desired vegetation
* Trimming of desired ground cover for uniform appearance
* Application of fertilizer to maintain health of desired ornamentals and ground cover
* Mulch and weeding, bed maintenance
* Trimming or pruning of ornamental plantings
* Trimming of shrubs / trees in landscaping
* (No herbicide usage in these areas accept for the Ottowa Yards Fencing)
G. Remove and dispose of all waste materials.
H. Provide City with copies of all MSDS documentation for review and approval prior to first application.

III. Qualifications
A. Bidding firm shall be a member of the Ohio Nursery and Landscape Association.
B. Bidding firm shall have an Ohio Certified Nursery Technician on staff and available to provide oversight
of this project.

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26011
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.
The City of Dayton is using P-Cards (Master Charge) for many low dollar purchases based on any Price
Agreement(s) in effect - please bid accordingly.
Do you accept Master Charge Cards? ______________
Price to remain firm for the period through March 31, 2027?
Yes [ ] or No [ ] If no, for how long? ______________.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional
12-month period (from April 1, 2027 through March 31, 2028) at the City's sole discretion?
Yes [ ]
No [ ] If no, state maximum percent of increase (based on pricing as of first year of bid) to retain
this option is _________%. Any provided request shall be accompanied by supporting
documentation that clearly indicates the detailed justification of the requested increase.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional
12-month period (from April 1, 2028 through March 31, 2029) at the City's sole discretion?
Yes [ ]
No [ ] If no, state maximum percent of increase (based on pricing as of first year of bid) to retain
this option is _________%. Any provided request shall be accompanied by supporting
documentation that clearly indicates the detailed justification of the requested increase.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional
12-month period (from April 1, 2029 through March 31, 2030) at the City's sole discretion?
Yes [ ]
No [ ] If no, state maximum percent of increase (based on pricing as of first year of bid) to retain
this option is _________%. Any provided request shall be accompanied by supporting
documentation that clearly indicates the detailed justification of the requested increase.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional
12-month period (from April 1, 2030 through March 31, 2031) at the City's sole discretion?
Yes [ ]
No [ ] If no, state maximum percent of increase (based on pricing as of first year of bid) to retain
this option is _________%. Any provided request shall be accompanied by supporting
documentation that clearly indicates the detailed justification of the requested increase.

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26011
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.
BID DOCUMENT
All bid shall be submitted as PDF via electronic submission to bids@daytonohio.gov. The City's email size can only
accept 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total).
Should the bid document be larger than this size your company will have to submit bid in several email documents.
Should the bid be submitted in multiple parts please designated in the "Subject", your bid response as multiple
"Parts", i.e. IFB No. S26011 Part 1, IFB No. S26011 Part 2, etc.
BID OPENING
Topic: S26011 Bid Opening
Time: Apr 24, 2026 02:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
https://us02web.zoom.us/j/86312328451?pwd=z9zvqmsoV9uuP0RtEJBSBtZC0YlIJk.1
Meeting ID: 863 1232 8451
Passcode: 430420

City of Dayton, Ohio
Landscaping and Ground Cover Maintenance Services
IFB No. S26011
April 2026
REFERENCES FOR BIDDING COMPANY
Name of Bidding
Company:
List Company names, addresses, and telephone numbers for at least three references presently or
previously served by your Company for IFB No. S26011. Do not use the City of Dayton as a reference.
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:

TERMS AND CONDITIONS
1. BILLING: All goods or services must be billed to THE CITY OF DAYTON, OHIO and at prices not exceeding those stated on the Purchase Order. If prices or terms do not agree with quotation, notify the
City of Dayton, Division of Procurement, immediately.
2. INVOICE: All invoices must be in duplicate and must be forwarded to the City of Dayton at the address shown on the Purchase Order. Each Purchase Order must be invoiced separately. Invoices for partial
shipments will be accepted; final invoice must indicate completion of order.
3. CASH DISCOUNTS: All cash discount terms will be effective from date of actual receipt and acceptance of the items purchased, or from receipt of correct and acceptable invoice, whichever is later.
4. F.O.B.: Destination (City of Dayton, Ohio) with delivery to the specified Department at the specified street address. NO COLLECT FREIGHT SHIPMENTS WILL BE ACCEPTED. All quotations are
solicited won a delivered price basis. When, in rare instances, the City accepts a quotation not including all shipping charges, your claim for reimbursement must be itemized on the invoice and supported with
a copy of the original freight bill.
5. TAXES: The City of Dayton is exempt from payment of Federal excise taxes and State retail sales taxes. The City of Dayton's Federal Exemption Certificate is No. 31-73- 0546K and Ohio Vendor's License
No. is 57-15847. The Vendor is responsible for all Social Security taxes and Workers' Compensation contributions for the Vendor or any of the Vendor's employees.
6. DELIVERIES: All deliveries on this order must be in full accordance with specifications, properly identified with the Purchase Order number, and must not exceed the quantities specified.
7. CANCELLATION: The City of Dayton reserves the right to cancel this order by written notice if the Vendor does not fulfill its contractual obligations with respect to timeliness and/or quality.
8. DEFAULT PROVISIONS: In case of default by the Vendor, the City of Dayton may procure the items from other sources, and the Vendor shall be responsible for any excess costs occasioned thereby.
9. NO VERBAL AGREEMENTS: The City of Dayton will be bound only by the terms and conditions of this order and will not be responsible for verbal agreements made by any other officer or employee of
the City of Dayton. The receipt of this purchase order does not indicate an authorization of fulfillment. Confirmation by City personnel must be received as indicated in the purchase order before any orders are
placed.
10. PATENT AND COPYRIGHT INFRINGEMENTS: It is hereby understood that by acceptance of this order, the Vendor agrees to defend, indemnify, and save harmless the City of Dayton, Ohio, its officers,
agents and employees from any and all loss, costs or expense on account of any claim, suit or judgment as a result of, caused by, or incidental to any patent, copyright or trademark infringement and/or royalty,
actual or claimed, because of the use or disposition by said City of any article enumerate on this order and sold to said City pursuant to this order.
11. APPLICABLE LAWS: The Vendor warrants that the items and their production or completion shall not violate any federal, state or local laws, regulations or orders.
12. INSPECTION: The City of Dayton may inspect the items ordered hereunder during their manufacture, construction and/or preparation at reasonable times and shall have the right to inspect such items at the
time of their delivery and/or completion.
13. WARRANTY: The Vendor warrants all items delivered hereunder to be free from defects of material or workmanship, to be of good quality, and to conform strictly to any specifications, drawings or samples
which may have been specified or furnished by the City of Dayton, and the Vendor further warrants that the Vendor will have good title to the items free and clear of all liens and encumbrances and will transfer
such title to the City of Dayton. Said warranties shall not negate or limit any implied warranties of merchantability or fitness. This warranty shall survive any inspection, delivery, acceptance or payment by the
City of Dayton.
14. RISK OF LOSS: Title and risk of loss to and with respect to the items shall remain in the Vendor until the items in a completed state have been delivered to and accepted by the City of Dayton or to an agent
or consignee duly designated by the City of Dayton at the location specified on the face hereof, items which are to be shipped shall be shipped F.O.B. destination unless otherwise specified by the City of Dayton.
A packing slip must accompany each such shipment and if a shipment is to a consignee or an agent of the City of Dayton, a copy of the packing slip shall be forwarded concurrently to the City of Dayton. If no
such packing slip is sent, the count or weight by the City of Dayton or its agent or consignee is agreed to be final and binding on the Vendor with respect to such shipment.
15. SAVE HARMLESS: To the fullest extent permitted by law, the Vendor shall protect, defend, indemnify and hold free and harmless the City of Dayton, its agents, consignees, employees, and representatives
from any and all claims, damages, losses claims of loss, causes of action, penalties, settlements, costs, liabilities and expenses of any kind, including but not limited to attorney's fees, arising out of any acts or
omissions of the Vendor; its officers and employees, including but not limited to temporary employees that the Vendor provides to the City of Dayton who may be trained or controlled by the City of Dayton to any
degree; consultants; agents; and, subvendors of any tier used in any way to provide the goods or services for this purchase order.
16. FORCE MAJEURE: Neither the City nor Vendor shall be considered in default of these Purchase Order Terms and Conditions for delays in performance caused by circumstances beyond the reasonable
control of the non-performing party. For purposes of these Terms and Conditions, such circumstances include, but are not limited to: abnormal weather conditions; floods; earthquakes; fire; epidemics; wars,
riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses, or authorization from any local, state, or
federal agency for any of the supplies, materials, accesses, or services required to be provided by either the City of Consultant under this Agreement. Should such circumstances occur, the non-performing party
shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume
performance under this Purchase Order.
17. INSURANCE: If requested by the City of Dayton, the Vendor shall maintain policies of liability insurance of such types and such amounts and with such companies as may be designated by the City of
Dayton, which policies shall be written so as to protect the City of Dayton and the Vendor from the risks enumerated in Section 15. Such policies of insurance shall not be cancellable except upon thirty (30) days
written notice to the City of Dayton and proof of such insurance shall be furnished by the Vendor to the City of Dayton. In addition, such policies shall protect all subvendors of the Vendor. The Vendor agrees
to make prompt written report to the insurance company involved of all accidents, occurrences, injuries or losses which may occur and of any and all claims made against the persons insured under said policies.
18. SPECIFICATIONS CONFIDENTIAL: Any specifications, drawing, notes, instructions, engineering notices or technical data referred to in this Purchase Order shall be deemed to be incorporated herein
by reference the same as if fully set forth. The City of Dayton shall at all times retain title to all such documents and the Vendor shall not disclose such to any party other than the City of Dayton or a party duly
authorized by the City of Dayton. Upon the City of Dayton's request or upon completion and delivery of the items the Vendor shall promptly return all such documents to the City of Dayton.
19. EXAMINATION OF PREMISES: If work is to be performed hereunder on the premises of the City of Dayton, the Vendor represents that it has examined the premises and any specifications or other
documents furnished in connection with the items and that it has satisfied itself as to the condition of the premises and site and agrees that no allowance shall be made in respect of any error as to such on the part
of the Vendor.
20. CLEANING OF PREMISES: If work is to be performed hereunder on the premises of the City of Dayton, the Vendor shall at all times keep the premises free from accumulation of waste material
or rubbish. At the completion of the items the Vendor shall leave the premises and the items broom-clean.
21. EQUAL EMPLOYMENT OPPORTUNITY, R.C.G.O. Sec. 35.14: (a) The Vendor agrees that it will not discriminate against any employee or applicant for employment because of race, color, religion, sex,
sexual orientation, gender identity, ancestry, national origin, place of birth, age, marital status, or handicap with respect to employment, upgrading, promotion or transfer, recruitment or recruitment advertising,
lay-off, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. (b) It is expressly agreed and understood by Vendor that R.C.G.O. Sec. 35.14 constitutes a
material condition of this contract as fully as if specifically rewritten herein and that failure to comply therewith shall constitute a breach thereof entitling the City to terminate the contract at its option.
22. AGREEMENT TO BE EXCLUSIVE: This Purchase Order contains the entire agreement between the parties and supersedes all other agreements between them. The parties acknowledge and agree that neither
of them has made any representation with respect to the subject matter of this Purchase Order or any representation inducing the execution and delivery of this Purchase Order except such representations as are
specifically set forth herein, and each party acknowledges that it has relied on these representations in connection with its dealings with the other.
23. GOVERNING LAW: This Purchase Order, the performance under it, and all suits and special proceedings under it shall be construed in accordance with the laws of the State of Ohio. In any action, special
proceeding or other proceeding that may be brought arising out of, in connection with, or by reason of this Purchase Order, the laws of the State of Ohio shall be applicable and shall govern to the exclusion of the
laws of any other forum, without regard to the jurisdiction in which the action or special proceeding may be heard.
24. ADDITIONAL RIGHTS: Any rights or remedies granted to the City of Dayton in any part of this Purchase Order shall not be exclusive of, but shall be in addition to, any other rights or remedies granted in
another part of this Purchase Order and any other rights or remedies that the City of Dayton may have at law or in equity in any such instance.
25. PRODUCT MANUFACTURE LABOR STANDARDS: Products and services provided for in this Purchase Order cannot be produced under "Sweatshop" Conditions as defined in Informal Resolution No. 301-
97 as adopted by the Commission of the City of Dayton. The City of Dayton encourages vendors, vendors, Enterprise Zone employers and other organization doing business with the City of Dayton to use their best
efforts to pay a living wage to their employees in accordance with Informal Resolution No. 321-98 as adopted by the Commission of the City of Dayton.
26. VENDOR: Vendor acknowledges its employees are not public employees for purpose for Ohio Public Employees Retirement System ("OPERS") membership.
27. VENUE: Vendor agrees that all suits or special proceedings pertaining to or arising from this Purchase Order shall be brought exclusively in a court of competent jurisdiction located in Montgomery County,
Ohio. Vendor hereby consents and submits to the exclusive jurisdiction of such court. Vendor agrees that no legal action, suit or proceeding with respect to this Purchase Order may be brought in any other forum.
28.VENDOR WARRANTS AND GUARANTEES THAT: (a) all services provided shall be performed in a timely, efficient, and professional manner; (b) all personnel assigned to perform services shall have the necessary
skill and training; and (c) services shall be performed in a manner consistent with the standard of care in the industry. The Vendor shall fully warrant and guarantee the effectiveness, fitness for purpose intended,
quality and merchantability of any services or work performed. This shall be in addition to any other warranty, guarantee, or remedy provided by law or otherwise.
29. TERMINATION: The City may, at any time, upon twenty days written notice to the vendor, terminate this purchase order in whole or in part for the City's convenience and without cause. The vendor shall not
be entitled to any profit or overhead for the materials, equipment or services not performed.
T&C Revision Date: 20 November 2024

AFFIRMATIVE ACTION ASSURANCE
NOTE: Prior to any award on this bid the vendor(s) must have a current
Affirmative Action Assurance Form on file and approved by the City
of Dayton Human Relations Council.
If you have a current approval, please enclose a copy with your bid.
If you do not have a current approval, or are not sure if you do, please
contact the Human Relations Council at 937-333-1403 or by
following instructions at link:
http://daytonhrc.org/business-technical-assistance/affirmative-
action-assurance/affirmative-action-assurance-application.
If you are notified by the City of Dayton that your company does not
have a current "AAA" approval, you will have five (5) working days
to obtain the approval. Failure to obtain this approval within five (5)
working days may be cause for rejection of your bid(s).