RFP 2026-071 Landscape Services

Request for Proposal No. 2026-071
Landscape Services
Due Date: June 15, 2026
Time: 11:00 AM Local Time
Submittal Location: Electronic Submission
Union County Government Center
Procurement Department
Procurement Contact:
Corey Brooks, CLGPO
Director of Procurement & Contract Management
704.283.3683
corey.brooks@unioncountync.gov

Contents
1 Notice of Advertisement ................................................................................................................ 4
2 Submittal Details ........................................................................................................................... 5
2.1 PROPOSAL SUBMISSION DEADLINE ........................................................................................................................ 5
2.2 PROPOSAL SUBMISSION REQUIREMENTS ................................................................................................................ 5
2.3 PROPOSAL QUESTIONS ........................................................................................................................................... 5
2.4 PROPOSAL ADDENDUM .......................................................................................................................................... 5
2.5 COMMUNICATION................................................................................................................................................... 6
3 Introduction ................................................................................................................................... 6
3.1 COUNTY ................................................................................................................................................................. 6
3.2 PURPOSE ................................................................................................................................................................ 6
3.3 PROJECT BACKGROUND .......................................................................................................................................... 6
4 Scope of Work................................................................................................................................ 7
4.1 OVERVIEW .............................................................................................................................................................. 7
4.2 CONTRACTOR REQUIREMENTS ............................................................................................................................... 7
4.3 FACILITY MAINTENANCE CLEANUP ....................................................................................................................... 8
4.4 LAWN MAINTENANCE (MOWING & EDGING) ......................................................................................................... 8
4.4.1 Mowing.......................................................................................................................................................... 9
4.4.2 Pre-Mowing Requirements ............................................................................................................................ 9
4.4.3 Edging and Trimming .................................................................................................................................... 9
4.4.4 Clipping and Debris Management ................................................................................................................. 9
4.4.5 Equipment Standards..................................................................................................................................... 9
4.5 TURF MAINTENANCE (FERTILIZATION, AERATION, SEEDING, CHEMICALS)............................................................ 9
4.5.1 Soil Testing and Fertilization ....................................................................................................................... 10
4.5.2 Aeration and Over-Seeding ......................................................................................................................... 10
4.5.3 Chemical and Pest Management ................................................................................................................. 10
4.6 TREE, SHRUB, AND PLANT MAINTENANCE ........................................................................................................... 11
4.6.1 Plant Bed Maintenance ............................................................................................................................... 11
4.6.2 Tree Maintenance ........................................................................................................................................ 11
4.6.3 Shrub Maintenance...................................................................................................................................... 12
4.6.4 Annuals and Seasonal Planting ................................................................................................................... 12
4.6.5 Perennials, Groundcovers, and Bulbs ......................................................................................................... 12
4.7 IRRIGATION .......................................................................................................................................................... 13
4.7.1 System Monitoring and Operation ............................................................................................................... 13
4.7.2 Repairs and Maintenance ............................................................................................................................ 13
4.7.3 Damage Responsibility ................................................................................................................................ 13
4.7.4 Seasonal System Management ..................................................................................................................... 14
4.8 SPECIAL FACILITY REQUIREMENTS ...................................................................................................................... 14
4.8.1 Fairview EMS and Similar Facilites ............................................................................................................ 14
4.8.2 Union County Cemetery .............................................................................................................................. 14
4.8.3 Sheriff's Office Training Center................................................................................................................... 15
4.8.4 Additional Site-Specific Requirements ......................................................................................................... 15
4.9 SNOW & ICE REMOVAL ........................................................................................................................................ 15
4.9.1 Scope of Services ......................................................................................................................................... 15
4.9.2 Materials and Methods ................................................................................................................................ 15
4.9.3 Exclusions.................................................................................................................................................... 16
4.9.4 Compensation .............................................................................................................................................. 16
4.10 PERFORMANCE STANDARDS ................................................................................................................................. 16
4.10.1 Gengeral Expectations ................................................................................................................................ 16
4.10.2 Appearance Standards................................................................................................................................. 16
4.10.3 Timeliness of Services .................................................................................................................................. 17
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RFP 2026-071 Landscape Services

4.10.4 Staffing and Supervision .............................................................................................................................. 17
4.10.5 Safety and Protection of Property ................................................................................................................ 17
4.10.6 Quality Assurance ....................................................................................................................................... 17
4.11 INSPECTION AND DEFICIENCY CORRECTION ......................................................................................................... 17
4.11.1 Inspections ................................................................................................................................................... 17
4.11.2 Deficiency Notification ................................................................................................................................ 18
4.11.3 Repeated Deficiencies .................................................................................................................................. 18
4.11.4 Correction of Deficiencies ........................................................................................................................... 18
4.12 PROPERTY LOCATIONS ......................................................................................................................................... 18
5 Detailed Submittal Requirements and Instructions ................................................................. 21
5.1 TERMS OF SUBMISSION ......................................................................................................................................... 21
5.2 DUPLICATE PROPOSALS......................................................................................................................................... 22
5.3 PROPOSAL FORMAT .............................................................................................................................................. 22
5.3.1 Section A - Cover Letter .............................................................................................................................. 23
5.3.2 Section B - project team .............................................................................................................................. 23
5.3.3 Section C - project experience..................................................................................................................... 24
5.3.4 Section D - project approach and quality control ....................................................................................... 24
5.3.5 Section E - References................................................................................................................................. 24
5.3.6 section F - Cost Proposal ............................................................................................................................ 25
5.3.7 Section G - Required Signature Forms ....................................................................................................... 25
6 Evaluation Criteria and Selection Process................................................................................. 25
6.1 SELECTION PARTICIPANTS .................................................................................................................................... 25
6.2 EVALUATION SELECTION PROCESS ...................................................................................................................... 26
6.3 AWARD PROCEDURE ............................................................................................................................................ 27
7 General Conditions and Requirements ..................................................................................... 28
7.1 TERMS AND CONDITIONS...................................................................................................................................... 28
7.2 CONTRACTUAL OBLIGATIONS .............................................................................................................................. 28
7.3 SUB-OFFEROR/PARTNER DISCLOSURE ................................................................................................................. 28
7.4 EXCEPTION TO THE RFP ....................................................................................................................................... 28
7.5 MODIFICATION OR WITHDRAWAL OF PROPOSAL .................................................................................................. 29
7.6 EQUAL EMPLOYMENT OPPORTUNITY ................................................................................................................... 29
7.7 MINORITY AND SMALL BUSINESS PARTICIPATION PLAN ...................................................................................... 29
7.8 LICENSES .............................................................................................................................................................. 29
7.9 E-VERIFY ............................................................................................................................................................. 29
7.10 DRUG-FREE WORKPLACE .................................................................................................................................... 29
7.11 INSURANCE .......................................................................................................................................................... 30
7.12 INDEMNIFICATION ................................................................................................................................................ 32
8 Appendix A - Cost PropOsal...................................................................................................... 33
8.1 BASE ANNUAL COST PER SITE ..................................................................................................................... 33
8.2 ADDITIONAL SERVICES ........................................................................................................................................ 35
8.3 SNOW & ICE ...................................................................................................................................................... 35
8.4 OTHER FEES ......................................................................................................................................................... 36
9 Appendix B - Proposal Submission Form ................................................................................. 37
10 Appendix C - Addendum and Anti-Collusion Form................................................................ 38
11 Appendix D - Template Contract .............................................................................................. 39
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Union County, North Carolina
RFP 2026-071 Landscape Services

1 NOTICE OF ADVERTISEMENT
Union County, North Carolina
Request for Proposals No. 2026-071
Landscape Services
Electronic proposals will be received by the Union County's Procurement Department until 11:00
AM Local Time on June 15, 2026.
Union County, North Carolina, through its Facilities & Fleet Management Department, is seeking
proposals from qualified firms to provide comprehensive landscape maintenance services,
including mowing, grounds maintenance, and related services, at various County-owned and
operated facilities throughout Union County.
Copies of the solicitation may be obtained from the locations listed below:
1. Download the Solicitation Documents from the Union County website:
https://www.unioncountync.gov/departments/bids-procurement/current-bids
2. Download the Solicitation Documents from the State of North Carolina eVP website:
https://evp.nc.gov/solicitations/ (Search County of Union)
All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the
Procurement Representative listed on the cover page (corey.brooks@unioncountync.gov) no later
than June 2, 2026, at 5:00 PM Local Time.
Union County reserves the right to reject any or all proposals, to waive technicalities and to make
such selection deemed in its best interest.
Union County reserves the right to award to multiple vendors.
Offerors are required to comply with the non-collusion requirements set forth in the Solicitation
Documents.
Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and
Small Businesses.
--End of Advertisement--
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RFP 2026-071 Landscape Services

2 SUBMITTAL DETAILS
2.1 PROPOSAL SUBMISSION DEADLINE
All Proposals are to be received electronically by the Union County Procurement Department
no later than June 15, 2026, at 11:00 AM Local Time, per the instructions below. Any
proposals received after this date and time shall be rejected without exception.
2.2 PROPOSAL SUBMISSION REQUIREMENTS
The proposal must be submitted electronically using the following link:
https://lfportal.unioncountync.gov/Forms/procurementsubmit. The proposal must be signed
by a person who is authorized to bind the proposing Company. Instructions for preparing the
proposal are provided herein.
Select the solicitation drop down arrow and choose this RFP from the list. Complete the form,
upload your proposal as one (1) complete document, and select submit. The maximum size
accepted is 30 MB. A delivery notification email, from LF-Forms@co.union.nc.us, will be sent
as your confirmation of receipt.
Paper submissions and/or email submissions will not be accepted.
There is no expressed or implied obligation for Union County to reimburse for any expenses
incurred in preparing proposals in response to this request.
Union County reserves the right to reject any or all proposals, to waive technicalities and to
make such selection deemed in its best interest, cancel this solicitation and award to multiple
vendors.
2.3 PROPOSAL QUESTIONS
Proposal questions will be due on or before June 2, 2026, at 5:00 PM Local Time. The
primary purpose of this is to provide participating vendors with the opportunity to ask
questions, in writing, related to the RFP.
Submit questions by email to Corey Brooks at corey.brooks@unioncountync.gov by the
deadline shown above. The email should identify the proposal number and title. All questions
and answers may be posted as addenda on www.unioncountync.gov and
https://evp.nc.gov/solicitations/.
2.4 PROPOSAL ADDENDUM
Union County may modify the RFP prior to the date fixed for submission of proposals by the
issuance of an addendum. Should an Offeror find discrepancies or omissions in this RFP, or any
other documents provided by Union County, the Offeror should immediately notify the County of
such potential discrepancy in writing via email as noted above.
Any addenda to these documents shall be issued in writing. No oral statements, explanations,
or commitments by anyone shall be of effect unless incorporated in the written addenda.
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Receipt of Addenda shall be acknowledged by the Offeror on Appendix C, Addendum and
Anti-Collusion Form.
2.5 COMMUNICATION
All communications, any modifications, clarifications, amendments, questions, responses or
any other matters related to this Request for Proposals must be made only through the
Procurement Contact noted on the cover of this RFP. A violation of this provision is cause for
the County to reject a Company's proposal. No contact regarding this document with other
County employees is permitted and may be grounds for disqualification.
3 INTRODUCTION
3.1 COUNTY
Union County (estimated population 263,386) is located in the central, southern Piedmont
region of North Carolina. The County provides its residents with a full range of services
including public safety, water and wastewater utilities, human services, cultural and
recreational programs, and general government administration.
Union County owns, operates, and maintains multiple facilities and properties throughout the
County, including administrative buildings, parks, public safety facilities, and support service
locations. These facilities require consistent and professional landscape maintenance to
ensure a safe, functional, and aesthetically pleasing environment for staff and the public.
3.2 PURPOSE
Union County, North Carolina, through its Facilities & Fleet Management Department, is
seeking proposals from qualified firms to provide comprehensive Landscape Services at
various County-owned and operated facilities.
The selected contractor shall be responsible for providing all labor, supervision, equipment,
materials, and services necessary to maintain landscaped areas in a professional and well-
maintained condition. Services shall include, but are not limited to, mowing, edging, pruning,
fertilization, irrigation monitoring, seasonal maintenance, and general grounds upkeep.
The intent of this solicitation is to establish a contract with a qualified firm capable of delivering
consistent, high-quality landscape maintenance services that enhance the appearance,
safety, and functionality of County facilities.
3.3 PROJECT BACKGROUND
Union County currently maintains approximately 25 facilities and properties, with additional
sites anticipated during the term of the contract. These locations vary in size, use, and
landscape complexity, requiring a contractor capable of managing diverse service needs
across multiple sites.
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The County's existing landscape services contract is approaching expiration, and this
solicitation is intended to establish a new contract that reflects current operational needs,
service expectations, and industry best practices.
The selected contractor will be expected to work closely with Facilities staff to ensure services
are performed in accordance with County standards, respond to service requests in a timely
manner, and maintain a high level of quality and accountability across all assigned locations.
4 SCOPE OF WORK
4.1 OVERVIEW
Union County is seeking proposals from qualified contractors to provide comprehensive
landscape maintenance services at various County-owned and operated facilities throughout
Union County.
The Contractor shall provide all labor, supervision, equipment, materials, tools, transportation,
and incidentals necessary to perform landscape services in accordance with the requirements
of this Request for Proposals.
The intent of this contract is to maintain all landscaped areas in a safe, functional, and
aesthetically pleasing condition that reflects positively on County operations and public-facing
facilities.
Services shall include, but are not limited to, mowing, edging, pruning, fertilization, irrigation
monitoring, seasonal maintenance, and general grounds upkeep. The Contractor shall be
responsible for maintaining all assigned properties in accordance with industry best practices
and the specific requirements outlined herein.
The County currently maintains approximately twenty-five (25) facilities and reserves the right
to add or remove locations during the term of the contract.
In the event of any ambiguity or discrepancy in the interpretation of this Scope of Work, the
County's determination shall govern.
4.2 CONTRACTOR REQUIREMENTS
The Contractor shall meet the following minimum requirements:
1. Maintain all licenses required to perform the work, including but not limited to:
* North Carolina Registered Landscape Contractor (if applicable)
* North Carolina Pesticide Applicator License
* North Carolina Irrigation Contractor License (if applicable)
2. Provide documentation of all required licenses prior to commencement of work.
3. Provide trained and qualified personnel capable of performing all services described
in this RFP.
4. Provide all equipment necessary to perform services in a safe and efficient manner.
5. Perform all services in accordance with applicable federal, state, and local laws and
regulations.
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6. Maintain a professional appearance, including clearly identifiable uniforms and
properly marked vehicles.
4.3 FACILITY MAINTENANCE CLEANUP
The Contractor shall perform general grounds and facility cleanup services at all assigned
County properties to maintain a clean, safe, and professional appearance.
At a minimum, the Contractor shall perform the following services during each scheduled visit:.
1. Trash and Debris Removal
* Remove all litter, trash, and debris from parking lots, sidewalks, driveways,
landscaped areas, and entryways prior to performing other services.
* This includes, but is not limited to, paper, plastic, cigarette butts, and other small
debris.
2. Leaf and Organic Debris Removal
* Remove leaves, branches, and other organic debris from turf areas, planting beds,
walkways, and hard surfaces.
* During the fall season, leaf removal shall be performed as frequently as necessary
to prevent accumulation, turf damage, or an unkempt appearance.
3. Hard Surface Cleaning
* Keep sidewalks, curbs, drive lanes, patios, and parking areas clear of debris.
* Following mowing or maintenance activities, all hard surfaces shall be blown clean
and free of grass clippings and debris.
4. General Site Appearance
* Maintain all landscaped areas in a neat and orderly condition at all times.
* Prevent buildup of debris in planting beds, turf areas, and along fence lines or
structures.
5. Storm Debris
* Removal of excessive debris resulting from storms or unusual events is not included
in routine services and shall be considered an additional service, subject to County
approval.
Routine landscape services shall be performed at a minimum frequency of once per week
unless otherwise approved by the County.
Failure to maintain acceptable site conditions may result in required corrective action at
no additional cost to the County.
4.4 LAWN MAINTENANCE (MOWING & EDGING)
The Contractor shall provide routine lawn maintenance services at all assigned County
properties to maintain a consistent, healthy, and well-manicured appearance.
At a minimum, the Contractor shall perform the following services:
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4.4.1 MOWING
1. Turf areas shall be mowed at intervals necessary to maintain a uniform and
healthy appearance.
2. Hybrid tall fescue turf shall be maintained at a height of three (3) to four (4)
inches, and shall not exceed five (5) to six (6) inches between mowing cycles.
3. Mowing frequency shall be adjusted based on seasonal growth conditions, with
more frequent service during peak growing seasons.
4. Turf areas that cannot be safely mowed with standard equipment (e.g., steep
slopes, drainage swales) shall be maintained using appropriate equipment such
as string trimmers.
4.4.2 PRE-MOWING REQUIREMENTS
1. All trash, debris, and foreign materials shall be removed from turf areas prior to
mowing.
2. Contractor shall inspect turf areas for hazards or obstructions and take
appropriate precautions to prevent damage to property or injury.
4.4.3 EDGING AND TRIMMING
1. All sidewalks, curbs, driveways, buildings, planting beds, trees, fences, and other
obstacles shall be trimmed and edged during each mowing cycle.
2. Edging shall maintain clean, defined lines between turf and adjacent hard
surfaces or planting areas.
3. Mechanical edging shall be performed as needed to maintain bed definition and
curb lines.
4.4.4 CLIPPING AND DEBRIS MANAGEMENT
1. Grass clippings shall be removed from all hard surfaces, including sidewalks,
parking areas, and building entrances, immediately following mowing operations.
2. When mowing adjacent to buildings, vehicles, or pedestrian areas, Contractor
shall use appropriate equipment (e.g., chute guards or bagging systems) to
prevent discharge of debris.
3. Turf areas shall be left in a clean and uniform condition following each service
visit.
4.4.5 EQUIPMENT STANDARDS
1. All mowing and edging equipment shall be properly maintained to ensure a
clean, even cut.
2. Dull or improperly maintained equipment that results in tearing or damage to turf
will not be permitted.
4.5 TURF MAINTENANCE (FERTILIZATION, AERATION, SEEDING, CHEMICALS)
The Contractor shall provide comprehensive turf care services to promote healthy,
sustainable, and visually consistent turf across all County properties.
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All turf maintenance practices shall be performed in accordance with industry best practices
and applicable federal, state, and local regulations.
4.5.1 SOIL TESTING AND FERTILIZATION
1. Soil testing shall be performed annually for all turf areas to determine pH levels and
nutrient requirements.
2. Fertilizer and lime applications shall be based on recommendations from the North
Carolina Soil Testing Laboratory or equivalent.
3. The Contractor shall provide the County with:
* Soil test results
* Recommended treatment plans
* Fertilization schedules
4. Fertilizer applications shall be performed at appropriate times throughout the year to
promote turf health while minimizing environmental impact.
5. Any areas with a high content of common Bermuda or any other undesirable grasses
will be treated by appropriate methods to ensure effective removal of unwanted
grasses between late August and early September of every year. Treated areas
shall then be repaired in mid-September as needed.
4.5.2 AERATION AND OVER-SEEDING
1. Turf areas shall be aerated and over-seeded annually during the fall season
(typically September through early October).
2. Contractor shall:
* Perform core aeration to promote root development
* Apply a blend of hybrid tall fescue seed
* Provide straw or equivalent ground cover in bare or heavily worn areas
3. Turf shall be maintained to support proper germination, including irrigation
adjustments as needed.
4.5.3 CHEMICAL AND PEST MANAGEMENT
The Contractor shall implement an Integrated Pest Management (IPM) approach for all
turf and landscaped areas.
1. Cultural, mechanical, and biological control methods shall be utilized as the primary
means of pest and weed control, with chemical applications used only when
necessary.
2. The Contractor shall provide the County with a list of all proposed herbicides,
pesticides, and fertilizers to be used under this contract for review and approval prior
to application.
3. The Contractor shall provide a minimum of 24-hour advance notice to the County
prior to any chemical application.
4. Pre-emergent herbicides shall be applied at appropriate times to control weed
germination.
5. Broadleaf weeds and other undesirable vegetation shall be treated as necessary to
maintain acceptable turf conditions.
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RFP 2026-071 Landscape Services