Landscaping Services for Cemeteries

Request for Proposal
City of Suffolk
RFP#27034-AG
September 15, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
Landscaping Services for Cemeteries
Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time
and date shown below (local prevailing time), for furnishing the items or services described in the
solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP
number and title in the subject line.
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor for the
City's annual requirements for landscaping services at Holly Lawn Cemetery located on North Main
Street which consists of approximately thirty (30) acres and Cedar Hill Cemetery located on East
Constance Road which consists of approximately thirty-five (35) acres.
The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.
All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents
to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City
regarding this RFP.
Proposals are due: 3:00 p.m. October 8, 2026
Amy Gardner________________
Contract Officer: ________
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
Firm Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
RFP 27034-AG Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if
the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt
of proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set, to be delivered at the time and place specified herein. The offeror's signature on the prior
page certifies the offeror has read, understands, and agrees to all terms, conditions, and requirements
of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Request for Proposal documents are available on the Purchasing website:
http://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth's bid board (eVA), or at
Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer
listed on the front page.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a more timely response.
ELECTRONIC BID SUBMITTAL
An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the
RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to
the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure
date shown, if desired. Documents should be saved as a .pdf document and should conserve disk
space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City's
system. To receive confirmation of receipt of proposal, send request to the contracting officer at
agardner@suffolkva.us. Do NOT send proposal directly to contracting officer
Hard copies of proposals will also be accepted, however, they must be in a sealed
envelope.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS
DIVISION AS SOON AS POSSIBLE.
Proposals may be submitted through EVA.
RFP 27034-AG Page 2

REQUEST FOR PROPOSAL
Table of Contents
Landscaping Services for Cemeteries
SECTION/TITLE
PURPOSE ....................................................................................................................................... 4
COMPETITION INTENDED ......................................................................................................... 4
TERM OF CONTRACT ................................................................................................................. 4
GENERAL SPECIFICATIONS ...................................................................................................... 5
INSTRUCTIONS FOR SUBMITTING PROPOSALS .................................................................. 9
SPECIFIC PROPOSAL REQUIREMENTS ................................................................................. 11
EVALUATION AND AWARD CRITERIA ................................................................................ 12
EQUIPMENT LISTING ............................................................................................................... 14
PROPOSED PRICING SCHEDULE-Cedar Hill Cemetery ......................................................... 15
PROPOSED PRICING SCHEDULE-Holly Lawn ....................................................................... 16
ADDITIONAL INSTRUCTIONS ................................................................................................ 17
CONTRACT TERMS AND CONDITIONS ................................................................................ 21
SIGNATURE SHEET ................................................................................................................... 30
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ............................... 31
EXCEPTIONS TO RFP ................................................................................................................ 32
ANTICOLLUSION ....................................................................................................................... 33
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................... 34
Attachment A-Cedar Hill Cemetery Map
Attachment B-Holly Lawn Cemetery Map
Attachment C-Map of Prohibited Mowing Areas
Attachment D-Photos of Prohibited Mowing Areas
RFP 27034-AG Page 3

PURPOSE
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor
for the City's annual requirements for landscaping services at Holly Lawn Cemetery located on
North Main Street, which consists of approximately thirty (30) acres, and Cedar Hill Cemetery
located on East Constance Road, which consists of approximately thirty-five (35) acres.
The City reserves the right to award separate contracts for Holly Lawn Cemetery and
Cedar Hill Cemetery
COMPETITION INTENDED
It is the City's intent that this Request for Proposal (RFP) permits competition. It is the offeror's
responsibility to advise the Senior Buyer in writing if any language requirement, specification,
etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this
RFP to a single source. Such notification must be received by the Purchasing Agent not later
than five (5) business days prior to the date set for acceptance of proposals.
TERM OF CONTRACT
The contract will cover the period beginning November 1, 2026, (or upon receipt of signed
contract) and continuing through October 31, 2027. This contract may be renewed based on
the terms and conditions at the expiration of its term at the sole discretion of the City. Automatic
renewals will occur for up to four (4) additional one-year periods through October 31, 2031.
The right is further reserved by the City to not renew the resulting contract at the expiration of
the anniversary date by furnishing the contractor with thirty (30) days written notice.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)
months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all
Urban Consumers (CPI-U) - Other Goods and Services (unadjusted for the current 12- month
period) or 3%. The City does not guarantee approval of any rate increase. The City must be
notified of any rate increases during the contract period.
CONTRACTOR'S QUALIFICATIONS
The City desires the following qualifications:
1. Have thorough technical knowledge of the best maintenance practices for the cemetery
industry as needed for each of the locations as defined above.
2. Have adequate staff to respond quickly to tasks and attend to on-site needs in a timely
manner.
3. Have adequate equipment and operators to fulfill maintenance obligations and to
provide timely replacement for such due to unforeseen failure(s).
4. Have had considerable favorable experiences in servicing projects of like size, stature
and cost.
RFP 27034-AG Page 4

GENERAL SPECIFICATIONS
CEDAR HILL AND HOLLY LAWN CEMETERIES
By accepting these specifications and understanding the work herein described, Contractor
accepts the delegated responsibility of the City of Suffolk's best possible public relations while
furnishing its citizens with safe access to City properties and roadways (right of ways) without
impairing good public relations with citizens, pedestrians, motorists, the general public, or other
utilizing these facilities. In addition, the Contractor agrees not to interrupt the normal traffic flow.
Special care shall be taken so as not to damage cemetery monuments, headstones,
footstones, vases, etc. The contractor shall be responsible for repairing all such damage.
Any damages are reported to the Cemetery Superintendent and the City's Risk
Management Department for review.
All work shall be performed in a professional and workman-like manner by experienced and
well-trained uniformed personnel, utilizing clean, well-maintained equipment of the latest and
most efficient design.
The Contractor shall train crew members to respect not only the solemn dignity of the
cemetery, avoiding loud talking, running, etc., but will also train all employees
concerning the provisions of this request for proposal and the need to prevent the
damage to tombs, stones, and monuments.
MOWING AND TRIMMING
Mowing all open areas, including the field and ditch part of Holly Lawn up to the cedar trees
which consists of five (5) acres, and trimming around all stones, both flat and raised lot pins as
well as any other fixtures, fences, shrubs, or raised installations. Grass shall be mowed to a
height of two (2) inches using equipment as specified herein.
Annual mowing season is from March 15 through November 1. It is anticipated that each
cemetery will be mowed and trimmed a minimum of 18 times per year. In addition, there will
be certain holidays which will require additional mowing. The mowing season may vary
depending on the weather and will be at the discretion of the Cemetery Superintendent.
As much as practical the mowing schedule will be developed to ensure appropriate mowing for
the holidays without additional mowing. The mowing schedule may be affected by weather
conditions. Should weather delay the schedule, mowing will be required as soon as the
cemetery is suitable for mowing as determined by the Cemetery Superintendent.
Cemetery sections shall be done in order starting on one side of the cemetery and working
toward the other, unless otherwise directed by the Cemetery Superintendent.
Mowing and trimming operations shall be performed in such a manner as to prevent the piling
of excessive and unsightly grass clippings on lawns. The Contractor shall remove excessive
clippings immediately following each mowing cycle prior to work crew leaving the work site.
Contractor shall include all trimming at each mowing using hand labor, or mechanical devices.
Trimming shall include around all trees, shrubs, beds, fences, groundcovers, utilities poles,
RFP 27034-AG Page 5

buildings, obstacles, curbing, sidewalks, and parking lots, concrete pads, including cracks and
expansion joints and edges of all exterior hard surfaces. Any vegetation located by the mowing
operation, adjacent to, above, or hanging over the curb, must be trimmed each mowing cycle.
At time of each mowing, trimming shall be done in a manner as not to damage trees, shrubs,
fences, etc. At no time shall wild vegetation be allowed to grow out of these areas.
At the time of each mowing, the contractor shall remove all wild vines, trees, and other
vegetation growing up between and around grave markers, monuments, and other obstacles
before it reaches six (6) inches in height. At no time shall any vegetative growth be allowed to
remain growing up between and/or any grave markers or monuments. Vegetation does not
include ivy covering the graves. However, ivy should be trimmed when out of control as
deemed necessary by the Cemetery Superintendent. Growth above the ivy should be cut
and/or trimmed during regular grass cutting season.
Please see Attachment C for Map of Prohibited Mowing Areas
The following are restricted mowing areas:
1.Confederate Monument and Lots D 95, 96, 100, and 101
2.Block E Lot 31
3.Block F Lot 179
4.Block H Lot 42
5.Block H Lot 42
Please see Attachment D for Photos of Prohibited Mowing Areas
No tractors shall be used for mowing without approval of the Cemetery Superintendent; only
riding mowers and zero-turn mowers. A high quality of cut shall be provided using mowers
with sharp cutting edges. Contractor shall only use equipment with safety guards and shall
practice safe operating procedures to properly protect the operator, bystanders, and adjacent
property from injury/damage. Mowing shall be in such a manner as not to damage trees,
shrubs, plants, signs, or other obstructions.
Contractor shall not be allowed to continue with routine maintenance while funeral services are
being held unless approved by the Cemetery Superintendent.
R SPRAYING
t Contractor shall herbicide roadways in both cemeteries at the discretion of the Cemetery
Superintendent. This should be done in a manner not to kill the grass in the connecting
sections. All herbicides shall be environmentally safe and comply with all federal, state and
local regulations. Contractor shall be registered and keep valid all permits, licenses, and
certifications.
Contractor shall spray paved roadways and sides with an acceptable Group 5 herbicide, as
needed to control the growth of weeds. The roadway sides should be sprayed at least two
inches (2") from road surfaces on both sides up to a maximum of three inches (3").
RFP 27034-AG Page 6

The main roadways to be treated are located in Cedar Hill but may also include Holly Lawn.
LITTER REMOVAL AND DISPOSAL OF LITTER DEBRIS
Prior to each mowing operation, the Contractor shall remove all litter and debris, including
paper, cans, bottles, bags, grass clippings, accumulated leaves, dead or unsightly burial
decorations; and other tree litter including tree limbs from the areas of contract locations.
Including but not limited to fence lines, lawns, sidewalks, trees shrubs, groundcover beds, all
curbs and gutters, and other hard surfaces, etc. within the contract areas. Special attention
shall be given to ensure the removal of objects, which may cause injury, if thrown from mowing
equipment.
All resulting lawn clippings shall be removed from ANY AND ALL grave markers, roadways,
walkways, parking areas, or any other hard surfaces including curbs and gutters from plant
beds, tree collars, etc., IMMEDIATELY after each mowing by the Contractor prior to the work
crew leaving the work site. Clippings are NOT to be left on ANY surface following mowing.
Litter collection shall be included as part of the mowing price and litter may be disposed of in
the dumpster at Holly Lawn. The Contractor shall always be required to promptly (the day it is
collected) remove all litter and debris and have it promptly disposed of. Should the Contractor
dispose of the litter and debris at an illegal dumpsite, it shall be cause for termination of this
contract.
Leaf raking and removal will be considered as part of the mowing price. Leaves must be blown
to an area designated by the Cemetery Superintendent.
Removal of flowers and other arrangements shall be considered as part of the mowing price
and removal will be directed by the Cemetery Superintendent. As much as possible removal
may be scheduled during regular mowing.
SHRUBS, TREES AND CITY MAINTAINED FLOWER BEDS
Seasonal planting shall occur three (3) times a year. Currently the only flower bed to be
maintained is at the entrance off North Main Street onto Mahan Street at Cedar Hill Cemetery.
Seasonal planting shall consist of seasonal plants, pot size 6", to be approved by the Cemetery
Superintendent. Plants are to be planted along the perimeter of the flower bed as directed by
the Cemetery Superintendent.
Flower beds will be maintained as directed by the Cemetery Superintendent and paid on per
event pricing. No flower beds are located at Holly Lawn cemetery
Shrub pruning is anticipated four (4) times per year to be determined by the Cemetery
Superintendent. All dead shrubs are to be removed by the Contractor. The Contractor is not
responsible for replacement of the shrubs.
Tree trimming will be required two (2) times per year and shall consist of broken limbs and
anything hanging that can be reached from the ground. If a severe storm comes through and
takes down several trees the City shall be responsible for the removal.
RFP 27034-AG Page 7

TRASH CONTAINER MAINTENANCE
Weekly emptying of City provided trash receptacles will be considered as part of the mowing
pricing. The Contractor shall also empty trash containers, as directed above, on the last
working day prior to the following designated holidays; Easter, Memorial Day, July 4th, and
Christmas.
Throughout the year, the Contractor shall maintain all trash containers in clean, safe, durable,
usable, attractive and upright condition.
Each week, year-round, the contractor shall empty contents of all trash containers.
HOURS FOR MAINTENANCE
The Contractor shall supply the City with a written work schedule to indicate the normal starting
and completion times for its operations. The schedule shall be delivered to the Cemetery
Superintendent two (2) weeks prior to beginning the work. Changes in such work schedules
must be approved by the City. Contractor shall not perform site work on Sundays or Holidays.
SITE DEFECTS
Contractor shall promptly (same day) notify the Cemetery Superintendent of any holes, cave-
ins, or depressions in mulched areas, broken signs, and any other defects or hazards.
CONTRACTOR'S OTHER RESPONSIBILITIES
It shall be the responsibility of the Contractor to become aware of and comply with all
ordinances and policies.
All applicable federal and state laws, municipal ordinances, and the rules and regulations of all
authorities having jurisdiction over the project shall apply to the contract throughout and shall
be deemed to be included in the contract the same as though herein written out in full.
All licenses, insurances, etc., necessary to assume the responsibilities for said work shall be
acquired by the Contractor and/or put into effect to cover both person and property as might
come into contact with or be affected by said work. The Contractor shall furnish proof of
coverage for all employees and/or workers under the required insurance including Worker's
Compensation.
. The Contractor will not be allowed to subcontract any portion of this contract unless written
approval is granted by the Department of Parks and Recreation. The subcontractor, as
approved, shall be bound by the conditions of the contract between the Department of Parks
and Recreation and the Contractor.
PRICING SCHEDULES (Pages 15-16)
The successful offeror shall submit a Maintenance Cost Schedule for the work to be performed
under this contract for each site. The total cost of the items on the Maintenance Cost Schedule
shall equal the accepted total price for each individual site.
After each monthly cycle, the contractor shall submit to the City representative an original
RFP 27034-AG Page 8

invoice for the preceding cycle, claiming the monthly dollar value in accordance with the
Maintenance Cost Schedules(s). For work items partially completed (mulching, over-seeding,
etc.) the contractor shall be paid for the percentage of the work actually completed. Invoices
are to be submitted at the end of the month for which the services were rendered.
INSTRUCTIONS FOR SUBMITTING PROPOSALS
A. Submission of Proposals
An electronic document must be submitted by e-mail attachment to
proposals@suffolkva.us with the RFP number, title, in the subject line. Electronic
copies may be delivered to the Purchasing Office, 442 West Washington Street, Room
1086, Suffolk, Virginia prior to the closure date shown, if desired. Documents should
be saved as a .pdf document and should conserve disk space to allow transfers of data.
ZIP files cannot be accepted; they do not work in the City's system. To receive
confirmation of receipt of proposal, send request to the contracting officer at
agardner@suffolkva.us. Do NOT send proposal directly to contracting officer.
Offerors so selected will be allowed to make a formal presentation of their qualifications
and job approach and may be selected for final negotiations of contract. Therefore, care
should be given to address the issues relating to the criteria to follow. Read the entire
solicitation before submitting a proposal. Failure to read any part of this RFP shall not
relieve any offeror from his or her contractual obligations.
B. Questions and Inquiries
Questions and inquiries pertaining to the Request for Proposals will be accepted from
any and all firms via e-mail to agardner@suffolkva.us or fax. Inquiries must provide
RFP number, title and acceptance date. Material questions will be answered by
Addendum and will be posted on the City's website:
http://www.suffolkva.us/Bids.aspx?CatID=17 and to all firms who receive the RFP
provided that all questions are received five (5) days prior to opening date.
Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City of
Suffolk with respect to this RFP. All questions and/or comments should be directed to
her attention. The respondents to this RFP shall not contact, either directly or indirectly,
any other employee or agent of the City regarding this RFP. This prohibition shall also
extend to the Suffolk City Council and other elected City officials. Any such
unauthorized contact may disqualify the offeror from the procurement.
C. Addendum and Supplement to Request
If it becomes necessary to revise any part of this request or if additional data are
necessary to enable an exact interpretation of provisions of this request, an addendum
will be issued. It is the responsibility of the offeror to ensure that he has received all
addendums prior to submitting a proposal. All addenda can be downloaded from
http://www.suffolkva.us/Bids.aspx?CatID=17
RFP 27034-AG Page 9

D. Firm Pricing for City Acceptance
Offers made during negotiation must be honored for City acceptance for 180 days from
the date of offer.
E. Proprietary Information
Trade secrets or proprietary information submitted by an offeror in connection with this
solicitation shall not be subject to disclosure under the Virginia Freedom of Information
Act; however, the offeror must invoke the protections of this section prior to or upon
submission of the data or other materials and must clearly identify the data or other
materials to be protected and state the reasons why protection is necessary. Offerors
shall not mark sections of their proposal as proprietary if they are to be part of the award
of the contract and are of a "Material" nature. Any propriety information must be listed
on the attached "Proprietary/confidential Information Identification" form and submitted
with the proposal. An all-inclusive statement that the entire proposal is proprietary will
result in rejection of the proposal.
F. Authority to Bind Firm in Contract
Proposals must give full firm name and address of offeror. Failure to sign proposal may
disqualify it. Person signing proposal should show title or authority to bind his firm in a
contract. Firm name and authorized signature must appear on proposal in the space
provided on the pricing page.
G. Preparation and Submission of Proposals
1. All proposals must be signed by the individual or authorized principals of the
firm.
2. All attachments to the Request for Proposal requiring executing by the firm are
to be returned with the proposals.
3. Proposals are to be submitted electronically; title must indicate the RFP number,
time and date of public acceptance, and the title of the proposal.
4. It is the Offeror's responsibility that the proposals are received by the
Purchasing Division BEFORE the hour specified on the opening date. Requests
for extensions of this time and date will not be granted. Proposals or unsolicited
amendments to proposals received by the City after the acceptance date will
not be considered.
H. Miscellaneous Requirements
1. The City will not be responsible for any expenses incurred by a firm in preparing
and submitting a proposal. All proposals must provide a straightforward, concise
delineation of the firm's capabilities to satisfy the requirements of this request.
Emphasis should be on completeness and clarity of content.
RFP 27034-AG Page 10