RFB-BL-2026-033 - On-Call Abated Property Landscaping Services

CITY OF NEW ROCHELLE
NEW YORK
OFFICE OF PURCHASING & SUPPLY
515 NORTH AVENUE
NEW ROCHELLE, NY 10801
REQUEST FOR BIDS (RFB)
ON-CALL ABATED PROPERTY LANDSCAPING SERVICES
RFB-BL-2026-033
DATE OF ISSUANCE: JULY 21, 2026 at 5:00PM
QUESTIONS DUE BY: JULY 27, 2026 at 10:00AM
ANSWERS POSTED BY: JULY 31, 2026 at 4:00PM
SUBMISSION DEADLINE: AUGUST 5, 2026 at 3:00PM

TABLE OF CONTENTS
PART I: Bidding Procedures & Legal Core
Notice to Bidders / Advertisement for Bids ........................................................................ NTB-1
Instructions to Bidders ....................................................................................................................... ITB-1
o Includes: Submission Rules, Addenda Workflow, and the Cone of Silence
General Terms and Conditions ......................................................................................................... GTC-1
o Includes: Indemnification, Termination Protocols, and FOIL Disclosures
PART II: Project Specifications & Required Submissions
CRITICAL NOTICE TO BIDDERS: All forms in this section must be fully executed, signed, and returned in a sealed
envelope to constitute a responsive bid. Failure to include any of these completed forms at the time of the public bid
opening represents an uncurable fatal defect.
Schedule A: Project Overview, Scope of Work, & Bid Proposal Price Sheet
o Project Overview & Scope of Work ...................................................................................... S-1
o Bid Proposal Price Sheet / Fee Schedule ...................................................................... S-3
Schedule B: Insurance Requirements ................................................................................................. S-5
o Includes: General Liability and NYS Statutory Mandates (Workers' Comp/DB/PFL)
Schedule C: "No Bid" Response Form .................................................................................... S-7
Schedule D: Non-Collusive Bidding Certification (Required by NYS GML 103-d) ......................... S-8
Schedule E: Statement of Bidder's Qualifications ............................................................................. S-9
Schedule F: Vendor Responsibility Form & Questionnaire .............................................................. S-10
o Includes: Business Characteristics & Integrity History
Schedule G: Sexual Harassment Policy Certification ....................................................................... S-13
Schedule H: Iran Divestment Act Certification ..................................................................... S-14
Schedule I: Certification Under Executive Order No. 16 ........................................................ S-15
Schedule J: Final Attestation & Notarized Execution ............................................................ S-16
PART III: Exhibits
Exhibit A: City Charter Chapter 213
Exhibit B: New York State Boarding Standards (Appendix A)

NOTICE TO BIDDERS
CITY OF NEW ROCHELLE
NOTICE IS HEREBY GIVEN that separate, sealed bids for ON-CALL ABATED PROPERTY LANDSCAPING
SERVICES, Specification Id No. RFB-BL-2026-033, will be received by the Office of Purchasing & Supply, located
at 515 North Avenue, New Rochelle, NY, 10801, until 3:00 PM local time on Wednesday, August 5, 2026, at which
time and place all bids received will be publicly opened and read aloud.
1. DESCRIPTION OF WORK / GOODS
The selected contractor will serve as the City's primary on-call landscaping provider for privately owned properties
that fail to comply with local property maintenance standards. The scope of services includes rapid response, site
assessments, vegetation management, routine grounds maintenance, debris removal, and documentation of site
conditions. All services will be performed on an as-needed basis across designated locations in the City of New
Rochelle as identified by the Department of Buildings.
2. OBTAINING BID DOCUMENTS
Specifications, contract drawings (if applicable), and bidding sheets may be examined and obtained on or after July
21, 2026 by the following methods:
Digital Download (Preferred): Documents can be accessed via the City of New Rochelle's bid posting
portal at https://www.newrochelleny.gov/bids.aspx.
In-Person Pick Up: Printed copies may be obtained at the Office of Purchasing & Supply during regular
business hours (8:30 AM to 4:30 PM) upon payment of a non-refundable deposit of $10.00 per set. Checks
must be made payable to the City of New Rochelle.
3. BID SECURITY & SUBMISSION REQUIREMENTS
All bids must be submitted in a sealed envelope clearly marked on the outside with the Bid Title, Spec Number, and
the Name and Address of the Bidder. Bids submitted via facsimile or email will not be accepted.
4. LEGAL & COMPLIANCE REQUIREMENTS
The contractor will be required to comply with all applicable local, state, and federal laws.
Non-Collusion: Bidders must execute a Non-Collusive Bidding Certification in accordance with NYS GML
Section 103-d.
Tax Exemption: The City of New Rochelle is exempt from federal, state, and local sales taxes, and such
taxes must not be included in the bid price.
5. RESERVATION OF RIGHTS
The City of New Rochelle reserves the right to waive any informalities, minor irregularities, or technical defects in
the bids received, to reject any or all bids, or to accept any bid or part thereof which it deems to be in the best interest
of the City of New Rochelle.
FROM THE DEPARTMENT OF FINANCE
DATED: JULY 21, 2026
BY: ADAM F. ROSS, DEPUTY FINANCE COMMISSIONER
RFB-BL-2026-033 NTB-1

INSTRUCTIONS TO BIDDERS
1. DEFINED TERMS & FORMAT OF PROPOSALS
1.1 The Term "Bidder" shall mean any person, firm, or corporation submitting a proposal for the work or
commodities detailed herein. The term "Owner", "City", or "Municipality" shall refer to the City of New Rochelle.
1.2 All bids must be submitted on the blank Bid Proposal Sheets attached hereto. All blank spaces must be
legibly filled in using ink or typewritten. Digits must be written both in words and numbers where requested. In
the event of a discrepancy between written words and numbers, the written words shall govern.
1.3 Proposals must be signed in ink by an authorized principal of the bidding entity. If a corporation, the
corporate seal must be affixed, and the title of the signing officer must be stated.
2. DELIVERY OF BIDS & MASTER TIME CLOCK
2.1 Every bid must be enclosed in a securely sealed envelope, addressed to the City of New Rochelle, Office
of Purchasing and Supply, and clearly endorsed on the outside with the Spec Number, Bid Title, and the
Name and Address of the Bidder.
2.2 Bids must be physically received by the designated office prior to the time and date specified in the Notice
to Bidders. The time-date stamp machine located in the Purchasing Office shall serve as the official master
timepiece.
2.3 Bids received after the exact time and date specified will not be considered and will be returned to the
bidder unopened. The Bidder assumes all responsibility for timely delivery, regardless of the method of
shipment chosen (including courier services, USPS, or hand-delivery).
3. INTERPRETATION OF DOCUMENTS & ADDENDA
3.1 No verbal interpretation of the meaning of the plans, specifications, or other contract documents will be
made to any bidder. Every request for interpretation must be made in writing, addressed to
aross@newrochelleny.gov and received at least five (5) business days prior to the date fixed for the opening
of bids.
3.2 Any and all such interpretations, along with any supplemental instructions, will be issued in the form of
written Addenda to the specifications. Addenda will be posted to the municipal purchasing website and/or
emailed to all prospective bidders of record no later than three (3) business days prior to the bid opening.
3.3 Failure of any bidder to receive any such addendum or interpretation shall not relieve them from any
obligation under their bid as submitted. All addenda so issued shall become a formal part of the contract
documents.
3.4 Failure of any bidder to acknowledge receipt of any issued Addenda on the designated executions sheets
within Schedule J shall constitute a material, non-curable fatal defect, and the bid submission shall be
immediately rejected as non-responsive.
4. THE CONE OF SILENCE
4.1 Establishment of the Cone: A formal blackout period, hereby designated as the Cone of Silence, is
officially established for this solicitation. The Cone of Silence shall become effective immediately upon the
public advertisement and issuance of this bid packet and shall remain in strict effect until the date the
Governing Board passes a formal resolution awarding the contract, or until the City officially rejects all bids.
RFB-BL-2026-033 ITB-1

4.2 Prohibited Contact: Except as explicitly provided in Section 4, no bidder, proposer, or prospective
vendor-including their corporate principals, employees, agents, or hired lobbyists-shall communicate, either
directly or indirectly, regarding any aspect of this active procurement with any elected official, department
head, municipal employee, evaluation committee member, or board representative of the City of New
Rochelle.
4.3 Permitted Exceptions: The Cone of Silence shall not apply to regular, transparent communication
workflows specifically designated within these contract documents, restricted exclusively to:
o The submission of formal, written questions or clarification requests directed solely to the Purchasing
Manager or the designated procurement official via aross@newrochelleny.gov .
o Publicly noticed pre-bid conferences, site walk-throughs, or interview presentations explicitly
scheduled by the Purchasing Department.
o Standard administrative communications initiated directly by the Purchasing Department to clarify a
vendor's submission details or verify bidder responsibility checks.
4.4 Penalties for Violation: Any unauthorized verbal, written, electronic, or backdoor communication by a
bidder or their agent that violates the terms of this section shall be logged by the Purchasing Department. A
verified violation of the Cone of Silence constitutes a material breach of the procurement process and shall
result in the immediate disqualification of the offending bidder's proposal as non-responsible. Furthermore,
the violating firm may be subject to a temporary or permanent debarment from participating in future municipal
bids.
5. MANDATORY CERTIFICATIONS & RESPONSIVENESS
5.1 To be considered a responsive bid, the submission must include fully executed, signed, and completed
copies of the following standard statutory certifications and background forms contained within this packet:
o Schedule A: Overview, Scope of Work, & Bid Price Sheet
o Schedule B: Insurance Requirements
o Schedule C: "No Bid" Response Form
o Schedule D: Non-Collusive Bidding Certification (Pursuant to General Municipal Law)
o Schedule E: Statement of Bidder's Qualifications
o Schedule F: Vendor Responsibility Form & Questionnaire
o Schedule G: Sexual Harassment Policy Certification
o Schedule H: Iran Divestment Act / Prohibited Entities Certification
o Schedule I: Certification Under Executive Order No. 16
o Schedule J: Final Attestation & Notarized Execution
5.2 Failure to submit these executed documents at the exact time of the bid opening is a fatal defect that
cannot be cured after the fact, and the bid shall be deemed non-responsive.
6. WITHDRAWAL OF BIDS & AWARD PROCESS
6.1 Any bid may be withdrawn by written request, signed by the bidder, and received by the City prior to the
scheduled time for the bid opening.
6.2 No bidder may withdraw a bid within forty-five (45) days after the actual date of the opening.
RFB-BL-2026-033 ITB-2

6.3 The contract will be awarded to the lowest responsible and responsive bidder matching the specifications
as outlined in Schedule A.
6.4 The City reserves the right to reject any or all bids, to waive minor informalities or technical irregularities,
or to award individual items or groups of items if it is determined to be in the public interest.
7. Q&A TIMELINE
7.1 All inquiries regarding this solicitation must be submitted in writing via email to aross@newrochelleny.gov
by 10:00AM on July 27, 2026. Responses to any valid inquiries will be posted to the City's website by 4:00PM
on July 31, 2026.
RFB-BL-2026-033 ITB-3

GENERAL TERMS & CONDITIONS
1. INDEMNIFICATION & HOLD HARMLESS
The Contractor shall defend, indemnify, and hold harmless the City of New Rochelle, its officers, officials, employees,
and volunteers from any and all claims, demands, suits, actions, damages, liabilities, losses, or expenses (including,
but not limited to, reasonable attorneys' fees and litigation costs) arising out of, relating to, or resulting from the
performance of the work, operations, or services provided under this Agreement, provided that any such claim is
caused in whole or in part by any negligent act, error, omission, or willful misconduct of the Contractor, any
subcontractor, or anyone directly or indirectly employed by them.
2. TERMINATION PROTOCOLS
2.1 Termination for Convenience: The City reserves the right to terminate this contract, in whole or in part,
at any time for its convenience upon thirty (30) days written notice to the Contractor. Upon receipt of such
notice, the Contractor shall immediately cease all work or deliveries, unless the notice dictates otherwise. The
Contractor shall be compensated for verifiable work satisfactorily completed and materials accepted up to the
effective date of termination but shall not be entitled to anticipated profits on unperformed work.
2.2 Termination for Cause: If the Contractor fails to deliver commodities or perform services within the
timeframe specified, fails to maintain required insurance coverages, complies poorly with safety regulations,
or breaches any material provision of this Agreement, the City may issue a written five (5) day Notice to Cure.
If the default is not completely remedied to the City's satisfaction within that timeframe, the City may terminate
the contract for cause immediately.
2.3 Remedies for Default: In the event of a termination for cause, the City reserves the right to procure the
required goods or services from alternative sources on the open market. The defaulting Contractor shall be
held liable to the City for any excess completion costs, administrative expenses, and legal fees incurred.
3. STATUTORY COMPLIANCE & PUBLIC RECORDS (FOIL)
3.1 Public Access to Records: All bids, proposals, contracts, and supporting documentation submitted to
the City are subject to public inspection under the state Freedom of Information Law (FOIL) or public records
access statutes.
3.2 Proprietary Markings: If a Contractor considers specific financial info, proprietary data models, or
technical trade secrets exempt from disclosure, they must explicitly identify and label those specific pages or
sections upon submission. A blanket marking of the entire document as "confidential" will not be honored. The
City reserves the final right to determine disclosure compliance under statutory guidance.
3.3 Independent Contractor Status: The Contractor is, and shall perform all duties as, an independent
contractor. Nothing contained herein shall be construed to create an employer-employee, partnership, or joint-
venture relationship.
4. CONTRACT TERMS, PRICE ADJUSTMENTS, & INVOICING
4.1 Base Term: The initial term of this contract shall be for one (1) year from the date of formal award or
execution.
4.2 Extension Options: The contract may be renewed for up to four (4) additional one-year periods under
identical terms and conditions. Renewal is contingent upon the price adjustment provisions set forth in
Sections 4.3 and 4.4 and requires mutual agreement between the Bidder and the City.
RFB-BL-2026-033 GTC-1

4.3 Escalation / De-escalation Formula: Bid pricing must remain firm and fixed for the initial base term. For
any optional extension periods, price adjustments will be evaluated based on the annual percentage change
in the following index:
Official Index: Consumer Price Index (CPI-U) Northeast Urban Regional Average, as published by the U.S.
Bureau of Labor Statistics (BLS).
4.4 Cap on Adjustments: Any price increase requested under an extension option shall be strictly limited to
the actual percentage increase of the designated BLS index over the preceding 12-month period, or Three
Percent (3%), whichever is less.
4.5 Notification Timeline: The Contractor must submit a written request for a price adjustment, along with
verifiable BLS index documentation, at least sixty (60) days prior to the expiration of the current contract term.
If the Contractor fails to request an adjustment within this window, the price shall remain firm for the extension
period.
4.6 Standard Submission: All invoice submissions for services rendered or commodities delivered under this
contract must be itemized to match the exact line-item nomenclature and unit rates established within the
approved Bid Proposal Price Sheets. Invoices for work performed must be submitted no later than ten (10)
business days after the work is completed.
4.7 Condition Precedent to Payment: No invoice will be processed, reviewed, or approved for payment
unless it is accompanied by all mandatory backup documentation specified within the contract documents.
This includes, but is not limited to: verified progress verification reports, matching pre- and post-work digital
photography files, certified weekly payroll transcripts (if applicable), and executed lien waivers from all active
subcontractors. Failure to submit required documentation shall result in the immediate rejection of the billing
claim and a total forfeiture of payment for that specific service event until cured.
4.8 Disputed Invoices: In the event that the City finds any invoice or portion thereof to be inaccurate,
unsubstantiated, or reflective of non-conforming workmanship, the City will notify the Contractor in writing of
the deficiency. The City reserves the right to withhold payment on the disputed portion of the invoice without
penalty, interest accumulation, or chargeback while the remaining undisputed balance is processed in
accordance with standard municipal payment schedules.
5. SPLIT-AWARD VS. NET-AGGREGATE AWARD PROVISIONS
5.1 Method of Award: The City reserves the right to award this contract in one of the following manners,
depending on what is determined to be in the best economic interest of the public:
o Net-Aggregate Award: Awarded to a single low bidder based on the total combined sum of all
itemized line items.
o Split-Award (Line-by-Line): Awarded to multiple unique vendors based on the lowest price for each
individual line item.
5.2 Tie Bids: In the event of identical low bids from two or more responsible responsive vendors, the award
will be determined by a public coin toss during the bid opening.
6. ASSIGNMENT, SUBCONTRACTING, & NON-WAIVER
6.1 Prohibition on Assignment: The Contractor shall not assign, transfer, convey, sublet, or otherwise
dispose of this Agreement, or its right, title, or interest therein, or its power to execute such contract, to any
other person, company, or corporation without the prior written consent of the City. Any unauthorized
assignment shall be void and shall immediately terminate the contract at the City's option.
RFB-BL-2026-033 GTC-2

6.2 Subcontractor Approval: If subcontracting is permitted under the technical specifications, the Contractor
must submit a full list of proposed subcontractors for municipal approval prior to the commencement of work.
The Contractor remains fully responsible for the performance and compliance of all subcontractors. The use
of subcontractors is limited and must never exceed 49% of the project's value.
6.3 Non-Waiver: The failure of the City to insist upon strict performance of any term or condition of this
Agreement shall not be construed as a waiver of any subsequent breach or the right to enforce that term in
the future.
7. GOVERNING LAW & VENUE
This Agreement, and all disputes arising out of or relating to it, shall be governed by, construed, and enforced in
accordance with the laws of the State of New York, without regard to conflict of law principles. Any legal action, suit,
or proceeding arising under this contract must be instituted exclusively in a court of competent jurisdiction located in
Westchester County.
RFB-BL-2026-033 GTC-3

SCHEDULE A
PROJECT OVERVIEW, SCOPE OF WORK, & PRICE SHEET
1. PROJECT OVERVIEW
The City is seeking qualified landscaping contractors to provide nuisance abatement services for privately
owned properties that fail to comply with local property maintenance standards. Overgrown lawns, excessive
weeds, and unmanaged vegetation can create safety concerns, negatively impact neighborhood appearance,
and reduce overall community quality of life. When property owners do not correct these violations after proper
notice, the City is authorized to perform abatement work and recover associated costs.
To support timely and consistent enforcement, the City intends to establish a contracted service for mowing,
trimming, vegetation removal, and related grounds maintenance on properties designated for abatement.
Contractors will be responsible for performing this work promptly, safely, and in accordance with all municipal
requirements on a "as-needed" basis.
2. SCOPE OF WORK (SOW)
2.1 On-Call Assignment Protocol
Work orders will be issued via email or phone by a Building Official or designated Code Enforcement Officer.
Each work order will include:
Property address
Tax map parcel ID
A basic description of the abatement required
Additional requirements:
Projects exceeding 8 man-hours: Pre-authorization by a city inspector is required before work begins.
Projects exceeding $750: Pre-authorization by a city inspector is required before work begins.
Properties larger than 10,000 sq. ft.: Contractor must submit a written proposal. The proposal must
be reviewed and approved by a city inspector before work begins.
2.2 Mandatory Response Times
Standard Abatements: The Contractor must mobilize and initiate work within forty-eight (48) hours of work
order issuance.
Emergency/Safety Hazards: The Contractor must respond to emergency tasks (e.g., sight-line obstructions at
intersections or fallen brush blocking public rights-of-way) within four (4) hours of notification.
2.3 Pre- and Post-Documentation
Contractors are strictly required to take high-resolution, time-stamped digital photographs of the property
immediately before starting work and immediately upon completion. These photos must accompany all
invoices. Failure to provide verified, matching before-and-after digital photography files shall result in the
immediate rejection of the invoice and a forfeiture of payment for that specific abatement action event.
RFB-BL-2026-033 S-1