RFP 2026-0019 Mulch Installation Services

REQUEST FOR PROPOSAL
FOR
Mulch Installation Services
(RFP 2026-0019)
PROPOSAL SUBMITTAL DEADLINE
5:00 P.M. (EST)
Friday, July 24, 2026
LOCATION:
SAVANNAH AIRPORT COMMISSION
400 AIRWAYS AVENUE
SAVANNAH, GA 31408
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REQUEST FOR PROPOSAL
Mulch Installation Services
(RFP) 2026-0019
PURPOSE OF PROPOSAL
The Savannah Airport Commission (SAC) is seeking proposals from qualified
contractors to provide mulch installation services throughout the airport campus. This
solicitation will result in the award of a three (3) year agreement, with the option for
two (2) additional one (1) year renewal terms, exercised at the sole discretion of SAC.
Proposed pricing shall remain firm for the contract term. The scope of work includes,
but is not limited to, the furnishing, delivery, and installation of mulch in landscaped
areas across the airport campus. Services shall include proper site preparation, weed
control, edging, and the application of mulch to specified depths to promote plant
health, moisture retention, erosion control, and an aesthetically pleasing appearance.
The Contractor shall ensure all work is performed in a safe, efficient, and professional
manner, in accordance with industry best practices.
Additional services may include periodic replenishment, removal and disposal of old
or displaced mulch, and emergency response services following severe weather
events, as needed to restore landscaped areas to acceptable conditions.
Participation in this RFP process is at the sole expense of the proposer. Any costs
incurred in the preparation or submission of a proposal shall not be reimbursed by the
Savannah Airport Commission. Proposals for these services will be received by the
Savannah Airport Commission until 5:00 P.M. (EST), July 24, 2026, at which time they
will be opened by the Commission's Purchasing Manager, whose contact information
is below. All responses to this proposal must be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or
mail.
Christy Dixon, A.A.E., NIGP-CPP
Purchasing Manager
cdixon@flySAV.com
TABLE OF CONTENTS
Airport Overview pg. 3
RFP Timeline pg. 4
Contract Terms pg. 5
Scope of Services pp. 5-8
Submittal Instructions pp. 8-10
Required Forms pg. 10-11
Evaluation Criteria & Award pp. 11-13
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Request for Proposals
Mulch Installation Services (RFP 2026-0019)
For Savannah Airport Commission
Airport Overview
The Savannah/Hilton Head International Airport (the "Airport") is operated by
Savannah Airport Commission, a public body corporate organized under the laws of
the State of Georgia (Georgia Code L-1952, Section 13) ("Commission"), and an
operating agency of the City of Savannah. Commission consists of five members,
appointed by the Mayor and Aldermen of the City of Savannah, for a term of five
years.
The Commission is responsible for the improvements, maintenance, and operation of
the Airport, and it is authorized to enter into contracts for the rental of buildings, land,
office space and other property; to adopt rules and regulations for the operation of
the Airport; and to have control, custody and direction of all lands, properties and
improvements affixed thereto by the actions of the General Assembly, and to have
general direction of the same. The Commission meets monthly, usually at 9:00 a.m.
on the first Wednesday of each month, in the Commission Conference Room,
located on the third floor of the terminal building at 400 Airways Avenue, Savannah,
Chatham County, Georgia. The Commission acts by and through its Executive
Director and staff on all matters pertaining to the management and operations of the
Airport.
The Airport is a 3,681-acre site located approximately eight miles northwest of the
business district of Savannah, only 45 minutes from Hilton Head Island, South
Carolina, and less than two hours from the Golden Isles at Brunswick or Charleston,
South Carolina. The following major airlines serve the airport: Allegiant Air, American
Airlines, Avelo Airlines, Breeze Airways, Delta Air Lines, JetBlue Airways, Southwest
Airlines, Sun Country Airlines, and United Airlines. Collectively these airlines, along
with affiliated regional air carriers, transported approximately 4.1 million passengers
in 2024.
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RFP Timeline Summary:
The Commission reserves the right to modify this timeline at any time.
All questions must be submitted through Bonfire and will not be accepted via email or mail.
All questions must be submitted no later than July 9, 2026, by COB (5:00pm EST). All
Questions: responses to questions will be provided through https://savannahairport.bonfirehub.com/
in an addendum by the date noted on this document. Please contact Christy Dixon via email
at CDixon@flySAV.com for questions.
Deadline for
Submitting July 24, 2026, by COB (5:00pm EST)
Proposals:
A Preproposal Meeting will be held on July 1, 2026 @ 1:00 p.m. Attendance of the
Non-Mandatory preproposal meeting is not mandatory for bid submission. The preproposal meeting will be
Preproposal held at 640 Gulfstream Road, Savannah, GA. 31408. Please RSVP if you will be
Meeting: physically present for the meeting.
If you are not able to attend the Preproposal Meeting in person, there is an option to attend
the meeting via Microsoft Teams. Please contact Melanie Freeman @
mfreeman@flysav.com for the Teams Meeting Information.
Site Visit: A group site visit will be conducted immediately following the Preproposal Meeting on July
1, 2026. If you are unable to attend the meeting in person but would like to participate in a
site visit, please contact Melanie Freeman at mfreeman@flysav.com to RSVP for the
second site visit, which will be held on July 2, 2026, at 10:00 a.m.
Attendance at either site visit is not mandatory to submit a proposal.
Submittal All responses to this proposal must be submitted through
Information: https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. Note:
Please be sure to Acknowledge all associated addendums before submission of proposal
response. The date for the final addendum is noted below.
RFP Timeline:
Issue Date: June 22, 2026
Preproposal Meeting/Site Visit July 1, 2026
Additional Site Visit Date: July 2, 2026
Written Questions/Comments Due Date: July 9, 2026
Last Addendum Released: July 14, 2026
RFP Response Due Date: July 24, 2026
Notification of Award Notifications to Bidders: NLT September 30, 2026
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Cone of Silence
Upon issuance of this solicitation and continuing until a final contract award is made
or the solicitation is withdrawn, rescinded, or cancelled, all communications
regarding this solicitation by any Respondent, proposer, bidder, or any of their
officers, employees, agents, lobbyists, or representatives are strictly prohibited,
whether direct or indirect, with any member of the governing authority, evaluation
committee, or staff of the issuing agency, except as expressly authorized in this
solicitation. All communications must be submitted in writing to the Procurement
Officer identified herein. Any violation of this Cone of Silence shall be grounds for
immediate disqualification, rejection of the submittal, or other sanctions permitted by
law.
Contract Term and Renewal
A formal contract for services will be executed between the Savannah Airport
Commission (SAC) and the selected proposer prior to the commencement of any
work. No services shall begin until the contract has been fully executed by all parties.
The contractor shall not incur any costs or perform any work in advance of receiving
the official notice. Any work performed prior to contract execution shall be at the
contractor's sole risk and expense. The Commission may adjust contract specifics
between renewal periods to accommodate changing requirements.
The intended initial term of the contract shall be three (3) years, with the option to
renew for up to two (2) additional one-year periods, subject to satisfactory
performance, continued need for services, and approval by the Savannah Airport
Commission. The Commission may adjust contract terms and specifications between
renewal periods to accommodate changing operational or service requirements.
Convenience Termination of Contract
The Commission reserves the right to terminate the Contract, in whole or in part, at
any time if it determines that such action is in its best interest. Termination may be
initiated with or without cause, including but not limited to unsatisfactory performance
by the service provider. In such an event, the Commission will provide the service
provider with thirty (30) days' written notice, specifying the effective date of
termination. No penalties or termination fees shall be due to the service provider as a
result of such termination.
Scope of Services
The Savannah Airport Commission (SAC) requires the provision of mulch installation
and maintenance services throughout designated landscaped areas across the
airport campus. Quantities will include 1400 sq yards of pine bark mulch per year,
with up to 3 installation dates annually. Work shall include all labor, supervision,
equipment, materials, transportation, and incidentals necessary to complete mulch
installation and related services in accordance with the terms outlined herein.
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1. Mulch Requirements
All mulch shall be mini pine bark mulch sourced from a vendor approved by
SAC.
Quantities will include 1400 sq yards of pine bark mulch per year, with up to 3
installation dates annually.
The SAC Grounds Manager shall have the right to inspect and approve the
mulch prior to installation.
Mulch shall be delivered to and stored at a designated location on airport
property, as directed by SAC.
2. Scheduling and Coordination
Areas to be mulched shall be scheduled by the SAC Grounds Manager.
SAC shall provide the contractor with a minimum of thirty (30) days' notice of
installation dates and required quantities.
The contractor shall coordinate all work activities to minimize disruption to
airport operations.
3. Traffic Control and Safety
The contractor shall be responsible for initiating any required lane closures
necessary for safe operations.
All GDOT-approved signage and traffic control measures must be in place
prior to the commencement of work.
Operations on Airways Avenue must be coordinated to align with traffic
patterns and minimize congestion during peak ingress and egress periods for
airport customers and vendors.
4. Equipment and Installation
The contractor shall utilize mulch blowing equipment approved by the SAC
Grounds Manager.
Installation shall be performed in a professional manner consistent with
industry standards.
5. Cleanup and Restoration
The contractor shall be responsible for cleaning all areas where mulch is over
sprayed or spilled during operations.
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All affected areas shall be restored to clean and orderly condition upon
completion of work.
6. Pricing
Pricing shall be submitted on a per square foot basis.
Contractor Responsibilities
The Contractor shall be responsible for the full and proper execution of all mulch
installation and maintenance services as required by this Contract, including but not
limited to the following:
Provide all labor, supervision, equipment, tools, materials, transportation, and
incidentals necessary to complete the work in a safe, timely, and professional
manner.
Perform all work in accordance with industry best practices and applicable
standards, ensuring a neat, uniform, and aesthetically consistent finished
product across all designated areas.
Coordinate all activities with the SAC Grounds Manager and comply with all
scheduled work windows, access restrictions, and operational requirements.
Ensure all personnel are properly trained, qualified, and equipped to perform
assigned duties in a safe manner consistent with FAA and airport operational
safety expectations.
Maintain full compliance with all applicable federal, state, and local regulations,
including Georgia Department of Transportation (GDOT) requirements and
airport security protocols.
Implement and maintain required traffic control measures, including signage,
barriers, and lane closures, as necessary to safely perform work activities.
Protect airport infrastructure, including pavement, landscaping, utilities,
signage, lighting, and adjacent facilities, from damage during all operations.
Immediately repair or replace any property or infrastructure damaged as a result
of Contractor operations at no additional cost to SAC.
Maintain a clean worksite at all times and ensure that all mulch, debris, and
waste materials are properly contained, removed, and legally disposed of off-
site.
Respond promptly to directives from the SAC Grounds Manager and adjust
operations as needed to accommodate airport operational needs.
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Provide adequate supervision at all times during active work operations to
ensure quality control and compliance with contract requirements.
Coordinate deliveries and staging of materials to approved airport-designated
areas only.
Ensure all equipment used on-site is properly maintained, in safe operating
condition, and approved for use by SAC when required.
Submittal Instructions
All responses to this proposal must be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.
In order to provide a response to this proposal, all respondents must first register
their company by using the above link. Registration is easy and free. Please be sure
to select the NAICS codes associated with your business and/or organization. For
questions regarding vendor registration or instructions on proposal submittal,
please contact Melanie Freeman at mfreeman@flysav.com.
All addenda associated with this RFP will be provided through
https://savannahairport.bonfirehub.com/ by the date noted on page 5 of this
document. All questions must also be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.
As required, it is the respondent's responsibility to ensure that all addenda are
acknowledged through submission of the Acknowledgement of Addendum Form.
Except as otherwise provided herein, proposals which are incomplete or which are not
in conformance with the law, may be rejected as non responsive. Timely Proposals
received will be subject to applicable laws and regulations governing public disclosure.
Submission of a Proposal indicates acceptance by the respondent of the conditions
contained in this RFP, and the intent to enter into an Agreement with Commission.
The Savannah Airport Commission reserves and may exercise the following
rights and options: (i) to reject any and all proposals, negotiate with any respondent,
alter the scope of work, to extend the date for submittal responses to request additional
information from any Proposer, to supplement, amend or otherwise modify the RFP
prior to the closing date and time, and reissue the RFP at any time prior to execution
of a final agreement if, in Commission sole opinion, and best interest to do so; (ii) to
supplement, amend, substitute, or otherwise modify this RFP at any time prior to
selection of one or more proposer for negotiation and (iii) to cancel this RFP with or
without issuing another RFP; (iv) to reject the proposal of any proposer who, in the
Commission's sole judgment, has been delinquent or unfaithful in the performance of
any contract with Commission is financially or technically incapable or is otherwise not
a responsible responder; (v) To reject as informal or non-responsive, any proposal
which, in Commission's sole judgment, is incomplete, is not in conformity with
applicable law, is conditional in any way, or deviates from the mandated requirements
of the RFP and; (vi) to waive any informalities in the submission process, defect, non-
responsiveness and/or deviation from this RFP that is not considered in the best
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interest and/or best value to Commission, at its sole judgment. Any exceptions to the
specifications included in this RFP must be clearly stated in the proposal.
Organization of Submission (Must Be Included in Response)
To ensure an efficient and consistent evaluation process, all proposals must be
organized according to the format outlined below. Proposals that do not adhere to
this structure or that lack the required documentation may be scored lower or
deemed non-responsive, which may result in disqualification. In the event of any
discrepancies or conflicts within the proposal documents, the SAC reserves the sole
right to determine the appropriate resolution.
Submit data as requested in the following sections: This section will be submitted in
Bonfire under Table of Contents, per section (Tab A, Tab B, etc.) as noted below.
A. (Tab A) Cover/Letter of Interest: Each proposal must have a Cover/Letter
of Interest expressing the company's interest in being considered for this
opportunity while also summarizing the company's qualifications and
experience relevant to the scope of services. In addition, the letter will
include the company's information including mane of company (include
any DBA names); headquarters and parent company locations; and brief
history of the company; Company's mailing address, contact person,
telephone number for primary contact person, and email address; and a
principal or officer of the company authorized to execute contracts or other
similar documents on the firm's behalf must sign the letter.
B. (Tab B) Contractor Experience and Qualifications: Proposals will be
evaluated based on the contractor's demonstrated experience and
qualifications relevant to mulch installation and landscape maintenance
services. Consideration will be given to the contractor's years of
experience, experience performing similar work on airport, municipal, or
commercial properties, qualifications of proposed personnel, and the
contractor's overall ability to successfully perform the required services.
Preference will be given to contractors with demonstrated experience in
large-scale commercial landscaping and mulch installation utilizing blow-in
application methods and traffic-controlled environments.
C. (Tab C) Technical Approach: Proposals will be evaluated on the
contractor's understanding of the scope of work and proposed approach to
performing mulch installation and maintenance services. This includes
material handling, mulch application methods, equipment selection
(including mulch blowing systems where applicable), site protection
measures, traffic control coordination, and cleanup procedures to ensure a
safe, uniform, and professional appearance. Consideration will also be
given to the contractor's ability to minimize disruption to airport operations
during active work activities.
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D. (Tab D) Cost: Proposers shall submit a detailed, itemized cost proposal
for the initial three (3)-year contract term. The cost proposal shall also
include pricing for two (2) optional one (1)-year renewal terms, which may
be exercised at the sole discretion of SAC. The estimated annual quantity
is 1,400 square yards of pine bark mulch, with up to three (3) installation
events per year. Pricing shall include all labor, supervision, equipment,
materials, transportation, and incidental costs necessary to furnish and
install the mulch and perform all related services in accordance with the
requirements of this solicitation.
Proposers shall provide a unit price per cubic yard. The awarded
contractor shall maintain the proposed unit price throughout the entire
contract term, including any exercised renewal terms, regardless of
increases or decreases in quantities.
E. (Tab E) References and Past Performance: Proposals will be evaluated
based on the quality and relevance of references provided for similar
projects. SAC may consider performance history, reliability,
professionalism, communication, and the contractor's ability to meet
schedules and safety requirements.
Required Forms (Must Be Included in Response)
The following forms must be completed in full and submitted with the proposal:
1. Proposal Certification Form. This certifies that the Respondent has certain
specific capabilities, and that the proposal accurately represents those
capabilities.
2. Non-Collusion Affidavit Form. This certifies that the Respondent has not colluded,
conspired, or engaged in any anti-competitive behavior in connection with the
preparation or submission of this proposal.
3. Acknowledgement of Addendum Form. Please sign and acknowledge all addenda
(if any) associated with this RFP.
4. Reference Forms. Proposers must provide reference information for at least three
(3) comparable service agreements completed within the last three (3) years. By
including this list, the respondent grants permission to the Commission to contact
this client list.
Each reference submission should include:
* Service location
* Scope of work performed
* Completion date
* Owner or client contact information for reference
5. Local, Small Business/Minority Business Form. Please complete the Local, Small
Business/Minority Business Form of this RFP. If your company does not have
either designation, please check the box noted as non-applicable. If applicable,
please complete the form in its entirety.
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