Landscaping Services

SPECIAL INSTRUCTIONS: a) Leaf Removal Equipment: Please note that the Village follows Montgomery County code Sec. 31B-9 on leaf removal equipment, which prohibits the use of leaf blowers emitting an average sound level exceeding 70 dBA at a distance of 50 feet as well as the use of gas-powered leaf blowers. b) Pesticide Use: The Contractor shall use natural pest control measures (i.e. no synthetic chemicals). Such measures could include botanical and organic sprays, manual weeding, companion planting, biological controls, and maintaining healthy soil. Contractor will reach out to Village Manager for approval before using said sprays or biological controls. c) Debris Removal: Edging debris shall be removed and properly disposed of off-site by the Contractor. Debris shall not be placed in the planting beds, tree rings or disposed in refuse receptacles. d) Removal of Dead or Dying Plants: The Contractor shall report any diseased, dying, or dead shrubs, groundcover, and perennials, and the same shall be removed upon approval by the Village Manager. The Contractor shall properly dispose of all associated debris off-site. e) Procurements: The Contractor shall be available to provide top soil, turf sod, and neonic-free native plants as needed but only upon approval of the Village Manager. The Contractor shall proactively procure and apply mulch per the scope of work. f) The Contractor shall only provide services to the Village and in the locations specified per the scope of work. In no event shall any special accommodation be made for compensation from a resident or other party to the Contractor or the Contractor’s employees. Any such requests are to be reported directly and promptly to the Village Manager. 3. VILLAGE SIGN MAINTENANCE (upon request): a. Clean street signs b. Install and reposition street signs 4. WORK SCHEDULE a. Communication: The Contractor shall establish a calendar of planned dates of service for the year prior to the first service date. If the Contractor cannot complete services on a scheduled date due to inclement weather or any other reason, the Contractor shall notify the Village Manager immediately and provide the alternate date of service. b. Spring clean-up will require one site visit in April. c. Two fall clean-ups shall be completed by December. d. Hours of operation within the Village shall be between 8 AM and 5 PM weekdays. No work is permitted on weekends unless authorized in advance by the Village Manager. e. Prior to the commencement of work under the Contract each season, the Contractor must complete a full walk-through of the required scope of work with the Village Manager and the crew members. The walk-through shall be incidental to the submitted bid rates. f. The Contractor shall maintain and provide all fertilizer application records and provide copies at the request of the Villager Manager. 5. DURATION OF CONTRACT AND RENEWAL: The initial period to be covered by the Contract shall be from March 18, 2026 through December 31, 2029. At the end of the contract term, the contract may be extended on the same terms and conditions by the VILLAGE, in its sole discretion, for up to two (2) additional one (1) year terms. 6. INVOICING: Invoicing under the contract shall consist of billing at the time of work for the spring clean-up, at the time of the second fall clean-up, and eight (8) equal monthly invoices billed to the Village during the growing season only, which is defined as being between April and November, for the remainder of the work. Materials listed in the bid shall be provided at that unit price. Invoicing will be based on an hourly wage rate. 7. LABOR: The Contractor shall be required to furnish any necessary supervision, crew(s), equipment, materials and supplies required for the efficient and safe execution of Landscape Maintenance Services ordered pursuant to the Contract. Trained and experienced personnel shall perform all work in a neat and workmanlike manner in strict accordance with the federal Occupational Safety and Health Act and the Maryland Occupational Safety and Health Act regulations. The Contractor shall, when requested by the Village Manager, provide its best estimate of the labor, equipment and material costs necessary to complete a specific job outside the scope of work identified above.

1. TIME FOR SUBMISSION OF BIDS. Bids must be delivered electronically to Dana Peterson, Village Manager, at manager@northchevychase.gov. A receipt will be sent by email. 2. All bids must be received no later than Friday, March 13, 2026 at 5:00 P.M. EST. 3. Bids must contain the signature of an individual authorized to bind the Bidder. 4. All bids must be organized as outlined below, and, at a minimum, must contain the following information: a. Cover Page / Letter of Interest – A cover page that includes the following information: i. Bidder’s name and mailing address; ii. Bidder’s current legal status (e.g., corporation, partnership, sole proprietor); iii. General description of the Bidder, including the Bidder’s size, professional capabilities, key staff, organizational structure, and interest in the project; iv. Acknowledgement of operating equipment in compliance with Montgomery County and Village of North Chevy Chase regulations; v. Contact person’s name, title, phone number, and e-mail address; and vi. PDF of original signature of authorized officer of the Bidder. b. Related Experience – Description of relevant experience in the performance of Landscape Maintenance Services for municipalities or other entities which the Bidder believes may be relevant. Include any street sign maintenance work. c. References - Bidders must submit a list of at least three (3) former or current clients for whom the Bidder has or is currently performing services that is substantially similar to the services requested herein. Bidder must submit contact information for each reference and a description of the relevant qualifications and the scope of work undertaken for each. d. Key Personnel – Bidders must identify an employee of the Bidder who will be designated as the point of contact for any and all inquiries by the Village. e. Pricing Bid – Bidders must include in their bid pricing for all items listed in Attachment C as a firm fixed price. The Village reserves the right to request more detailed information in any one or more of the above categories from one or more Bidder(s) before final selection is made. The contents of the bid and any clarification to the contents submitted by the successful Bidder become part of the contractual obligation and will be incorporated by reference into the contractual agreement entered into between the Village and the successful Bidder. If selected, the successful Bidder will be expected to enter into and abide by the terms and conditions set forth in the proposed Contract for Services (Attachment D). f. U.S. Treasury Department Employer Identification Number (EIN). g. State of Maryland Employer Identification Number. h. Certificate of Good Standing, if Bidder is a corporation or a limited liability company. i.. Copy of MDA Pesticide License and MDA Fertilizer Applicator Business License 5. FURTHER INFORMATION. Any questions regarding the contractual terms or technical requirements of this Invitation for Bid shall be made in writing to the attention of Dana Peterson, Manager, Village of North Chevy Chase. Ms. Peterson may be contacted via e-mail at manager@northchevychase.gov or Village mobile at 301-654-7084. 6. EVALUATION CRITERIA/REJECTION OF BIDS. Evaluation considerations will include but not be limited to the following: Responsiveness of the Bid which demonstrates a clear understanding of work to be performed; Technical experience of the Bidder (as a company); Technical experience of the Bidder’s personnel; Favorable assessment by other clients with similar needs of the Bidder’s services; and Cost. Although a significant factor, cost may not be the determining factor. Cost is particularly important when all the other evaluation criteria are relatively equal. The Village reserves the right to reject any and all bids in whole or in part and to waive any and all formalities as may best serve the interests of the Village. Incomplete bids or bids not complying with the stated requirements set forth may be considered non-responsive and may be rejected. At the conclusion of the Village’s evaluation of the bids, the Village Manager will recommend a Bidder to the Village Council for award of the Contract. 7. AWARD. Award will be made to the responsible Bidder, whose bid is determined to be the most advantageous to the Village taking into consideration responsiveness, price and the evaluation criteria specified herein. 8. REGISTRATION IN MARYLAND. Companies not organized under the laws of Maryland must be in compliance with the applicable provisions of Title 21 of the Code of Maryland Regulations (State Procurement Regulations) in order to enter into a contract with the Village. Pursuant to §7-201, et seq. of the Corporations and Associations Article of the Maryland Code, companies not organized in the State shall be registered or qualified, as required, with the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201 before doing business in this State. 9. LICENSES. The selected Bidder shall possess and keep all necessary licenses and permits valid for the entire duration of the term of the contract or any extensions thereof and promptly provide evidence of such extensions to the Village as appropriate. 10. CAPACITY TO PERFORM. The Bidder, by submitting its bid, represents that all equipment necessary for providing the described services is in working order, that materials needed are now in stock or will be available so as not to delay timely performance, and that all personnel needed are available or will be available by the date work is to commence. 11. ACCURATE INFORMATION. The Bidder certifies that all information provided in response to this Invitation or that will be provided to the Village is true and correct and can be relied upon by the Village in awarding, modifying, accepting services, making payments, or taking any other action with respect to the contract contemplated as a result of the Invitation for Bids. Any false or misleading information is a ground for the Village to reject a Bid or to terminate the contract and to pursue any other appropriate remedy. 12. QUALIFICATION OF BIDDER. The Village shall have the right to take such steps as it deems necessary to determine the responsibility of the Bidder to perform the obligations under the contract and the Bidder shall furnish to the Village all such information for this purpose as the Village may request. The Village reserves the right to reject any bid where an investigation of available evidence or information does not satisfy the Village that the Bidder is qualified to carry out the terms of the contract. 13. AGREEMENT. The successful Bidder shall be required to complete a two-party contract in substantially the form in Attachment D within seven days of notice of award. The terms and conditions in this solicitation shall be incorporated into the contract and shall be binding on the successful Bidder. 14. INDEPENDENT CONTRACTOR. The successful Bidder shall perform approved services under the contract as an independent contractor and not as an employee or agent of the Village. 15. INSURANCE. The successful Bidder, within five (5) days following award and prior to commencement of any approved work, shall furnish to the Village proof of insurance and additional insured endorsement of at least the kinds and minimum amounts set forth in the sample contract attached to the Invitation for Bids as Attachment D. 16. SUBCONTRACTING. When allowed, Bidders who intend to subcontract any portion of the work including but not limited to delivery, installation, or maintenance will submit with their bid: 1) a description of the items to be subcontracted; 2) all subcontractor names, addresses and telephone numbers; and 3) the qualifications of the subcontractor(s). If subcontractors are identified, the contractor shall not be relieved from the prime responsibility of full and complete performance under any awarded contract. There shall be no contractual relationship between the Village and any subcontractor. 17. INTERPRETATION. The submission of a bid shall be prima facie evidence that Bidders thoroughly understand the terms of all bid documents, including but not limited to the Technical Specifications and/or Scope of Work. The successful Bidder shall take no advantage of any error or omission in any of the bid documents, including but not limited to the Technical Specifications and/or Scope of Work. The Village shall make such corrections and interpretations as may be deemed necessary and that decision shall be final. 18. LEGAL REQUIREMENTS. All materials, equipment, supplies, and services shall conform to all applicable Federal, State, County and local laws and regulations. The selected Bidder shall observe and comply with all applicable Federal, State, County and local laws, ordinances, and regulations. 19. CONTRACT AWARD. It is expected that the contract will be awarded by March 18, 2026. Time is of the essence as to the successful Bidder’s performance under the awarded contract. 20. BID PROTEST. Any Bidder, who is aggrieved in connection with the bid or award of a contract must first seek resolution of such complaint by submitting a protest to the Village Manager. If this effort fails to resolve the complaint, the aggrieved party may protest to the Village Council in writing.