Lawn Maintenance

STATE OF NORTH CAROLINA
Gaston College
Request for Proposal #: 26-004
Lawn Maintenance
Date of Issue: May 4, 2026
Proposal Opening Date:
June 2, 2026
At 2:00 PM
Direct all inquiries concerning this RFP to:
DaShawn Biddy
Email: biddy.dashawn@gaston.edu
Phone: 704-922-6513

STATE OF NORTH CAROLINA
Request for Proposal #
26-004
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be
removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register athttps://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation.
Ver: 11/2025

Proposal Number: 26-004 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of Gaston College
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 26-004
DaShawn Biddy Proposals will be publicly opened: June 2, 2026 2:00 PM
Procurement Manager https://teams.microsoft.com/meet/2353794109809?p=w4IcujYUsxrRkwDL6S
Meeting ID: 235 379 410 980 9
Passcode: LP9L9S5t
Using Agency: Gaston College Commodity No. and Description: 701117-Lawn Care Services
Requisition No.: 26-004
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to
furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter
78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each
employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify
system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance
of any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the
public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By
execution of this response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor
is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA
GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this
document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be
accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
Ver: 11/2024

Proposal Number: 26-004 Vendor: __________________________________________
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by
mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency
issuing this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written
agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall
apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Gaston College)
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Proposal Number: 26-004 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ................................................................................................................................. 5
1.1 CONTRACT TERM ...................................................................................................................................................... 5
2.0 GENERAL INFORMATION ......................................................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ..................................................................................................................... 5
2.2 E-PROCUREMENT FEE ...................................................................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................................................................ 5
2.4 RFP SCHEDULE .......................................................................................................................................................... 6
2.5 SITE VISIT................................................................................................................................................................... 6
2.6 PROPOSAL QUESTIONS ............................................................................................................................................. 7
2.7 PROPOSAL SUBMITTAL ............................................................................................................................................. 7
2.8 PROPOSAL CONTENTS .............................................................................................................................................. 7
2.9 ALTERNATE PROPOSALS ........................................................................................................................................... 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ..................................................................................................... 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ................................................................................. 8
3.1 METHOD OF AWARD ................................................................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION .................................................... 9
3.3 PROPOSAL EVALUATION PROCESS ............................................................................................................................ 9
3.4 EVALUATION CRITERIA.............................................................................................................................................. 9
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ....................................................................................................... 10
3.6 INTERPRETATION OF TERMS AND PHRASES ........................................................................................................... 10
4.0 REQUIREMENTS .................................................................................................................................................... 10
4.1 PRICING ................................................................................................................................................................... 11
4.2 FINANCIAL STABILITY .............................................................................................................................................. 11
4.3 HUB PARTICIPATION ............................................................................................................................................... 11
4.4 VENDOR EXPERIENCE AND QUALIFICATIONS ................................................................................................................ 11
4.5 REFERENCES ............................................................................................................................................................ 11
4.6 BACKGROUND CHECKS ........................................................................................................................................... 11
4.7 PERSONNEL ............................................................................................................................................................. 11
4.8 VENDOR'S REPRESENTATIONS ................................................................................................................................ 12
4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION ........................................................................................... 12
4.10 SECRETARY OF STATE REGISTRATION ..................................................................................................................... 12
5.0 SPECIFICATIONS AND SCOPE OF WORK ................................................................................................................. 13
5.1 GENERAL ................................................................................................................................................................. 13
5.2 PROJECT ORGANIZATION ........................................................................................................................................ 15
5.3 TECHNICAL APPROACH ........................................................................................................................................... 15
6.0 CONTRACT ADMINISTRATION ............................................................................................................................... 15
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ................................................................................................... 15
6.2 INVOICES ................................................................................................................................................................. 15
6.3 POST AWARD BUSINESS REVIEW MEETINGS .......................................................................................................... 16
6.4 CONTINUOUS IMPROVEMENT ................................................................................................................................ 16
6.5 ACCEPTANCE OF WORK .......................................................................................................................................... 16
6.6 FAITHFUL PERFORMANCE ....................................................................................................................................... 16
6.7 TRANSITION ASSISTANCE ........................................................................................................................................ 16
6.8 DISPUTE RESOLUTION ............................................................................................................................................. 16
6.9 CONTRACT CHANGES .............................................................................................................................................. 17
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Proposal Number: 26-004 Vendor: __________________________________________
7.0 ATTACHMENTS ..................................................................................................................................................... 18
ATTACHMENT A: PRICING .............................................................................................................................................. 18
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................................................... 19
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ............................................................................ 19
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .................................................................................... 19
ATTACHMENT E: CUSTOMER REFERENCE FORM ............................................................................................................. 19
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .................................................................................... 19
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .......................................................................................... 19
8.0 DETAILED LIST OF SPECIFICATIONS: LAWN SERVICE FREQUENCY CHART ................................................................ 20
Ver: 11/2025 4

Proposal Number: 26-004 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Proposals (RFP) is to seek competitive sealed bids from qualified vendors to provide
professional lawn and grounds maintenance consisting of, but not limited to, labor, supervision, equipment and supplies as
specified herein for Gaston College Main campus at 201 Highway 321 South, Dallas, NC 28034
Gaston College is one of 58 institutions that operates under the North Carolina Community College System, The college is
located on Highway 321 S. between the interchanges of Dallas - Cherryville Hwy and Grier Beam Blvd. and serves Gaston and
Lincoln counties. Our goal is to gain momentum as a growing institution that thrives as part of the North Carolina Community
College System.
Gaston College's main campus Dallas location includes approx. 159 acres.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution the "Effective
Date". The Vendor shall begin work under the Contract within thirty (30) business days of the Effective Date.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which
are incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT
of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/ .
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions,
all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements
and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that
may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance
with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result
of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect
to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the
question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate
or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise. This applies to
any language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and
conditions or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's
proposal shall constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and
Ver: 11/2025 5

Proposal Number: 26-004 Vendor: __________________________________________
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this
paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State May 4, 2026
Hold Pre-Proposal Meeting/Site Visit State May 18, 2026 Robinson Classroom Building Room 126
- 250 Library Lane Gaston College Dallas Campus
Submit Written Questions Vendor May 21, 2026 5:00 PM
Provide Response to Questions State May 27, 2026 12:00 PM
Submit Proposals Vendor June 2, 2026 1:50 PM
Bid Opening State June 2, 2026 2:00 PM
https://teams.microsoft.com/meet/2353794109809?
p=w4IcujYUsxrRkwDL6S
Meeting ID: 235 379 410 980 9
Passcode: LP9L9S5t
Contract Award State July 30, 2026 - estimated
2.5 SITE VISIT
Mandatory
Date: 05/18/2026
Time: 10:00 AM Eastern Time
Location: Robinson Classroom Room 126
250 Library Lane Gaston College
Dallas, NC 28034
Contact #: 704-922-6513
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit.
Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor
represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR
SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do
so to the extent that space and circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S PROPOSAL BEING DEEMED NON-
RESPONSIVE AND NOT CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will
affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit. No allowances
will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by
this RFP.
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Proposal Number: 26-004 Vendor: __________________________________________
2.6 Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in
this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP. PROPOSAL
QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP to submit the best proposal
possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to biddy.dashawn@gaston.edu by the date and time specified above. Vendors should
enter "RFP # 26-004 Questions" as the subject for the email. Question submittals should include a reference to the applicable
RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary
by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall
become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel,
whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or
binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.
2.7 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and
will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to
unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described
in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when
received. Any proposal or portion thereof received after the proposal deadline will be rejected.
All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be
found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the
proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted
from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services or
appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules
set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion,
having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined
to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.
However, under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release
an unredacted version if a record request is received.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's
proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
2.8 CRITICAL UPDATED INFORMATION MAY BE INCLUDED IN ADDENDA TO THIS RFP. IT IS
IMPORTANT THAT ALL VENDORS RESPONDING TO THIS RFP PERIODICALLY CHECK THE STATE'S
EVP WEBSITE FOR ANY ADDENDA THAT MAY BE ISSUED PRIOR TO THE BID OPENING DATE. ALL
VENDORS SHALL BE DEEMED TO HAVE READ AND UNDERSTOOD ALL INFORMATION IN THIS RFP
AND ALL ADDENDA THERETO.PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in
the State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:
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Proposal Number: 26-004 Vendor: __________________________________________
a) Cover Letter, which must contain the following:
i. a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all
Addenda released in conjunction with the RFP,
ii. a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and
specifications contained herein; and
iii. Vendor's agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
Vendor's Proposal addressing all Specifications of this RFP.
e) Completed version of ATTACHMENT A: PRICING
f) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.9 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or
levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and
advantages addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must
be clearly marked with the legend: "Alternate Proposal #26-004". Each proposal must be for a specific set of Goods and
Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with
a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of
other proposals offered.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which
are incorporated herein by this reference.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Services being procured shall dictate the application and order of criteria; however, all award
decisions shall be in the State's best interest. All qualified proposals will be evaluated, and awards will be made to the
Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria
described below.
While the intent of this RFP is to award a Contract to a single vendor, the State reserves the right to make separate awards
to different Vendors for one or more-line items, to not award one or more-line items or to cancel this RFP in its entirety
without awarding a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in proposals received.
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