Sewer Easement Mowing Maintenance

REQUEST FOR PROPOSALS
RFP #354-PW27-14
Project Title: Sewer Easement Mowing Maintenance
Issue Date: September 28, 2026
Due Date: October 28, 2026 at 4:00 PM ET
Issuing Department: Public Works
Direct all inquiries concerning this RFP to:
Name - Taylor McDaniel
Title - Wastewater Collections System Operator
Email: Taylor.McDaniel@carync.gov
v.04.15.24

Table of Contents
1 REQUEST FOR PROPOSALS ....................................................................... 2
1.1 Introduction ........................................................................................................ 2
1.2 Purpose and Background ................................................................................... 2
1.3 Notice to Vendors Regarding RFP Terms and Conditions .................................. 2
1.4 RFP Response Timeline ..................................................................................... 3
1.5 Proposal Questions ............................................................................................ 3
1.6 Proposal Submission Requirements and Contact Information ............................ 3
1.7 Rights to Submitted Material ............................................................................... 4
2 PROPOSALS .................................................................................................. 4
2.1 Request for Proposal Document ......................................................................... 6
2.2 Evaluation Criteria .............................................................................................. 6
2.3 Proposal Evaluation Process .............................................................................. 7
2.4 Final Selection .................................................................................................... 7
2.5 Contract Term .................................................................................................... 8
2.6 Invoices .............................................................................................................. 8
2.7 Notice to Proposers Regarding RFP Terms and Conditions ............................... 8
3 SCOPE OF SERVICES .................................................................................. 8
4 COST PROPOSAL/EXECUTION OF PROPOSAL ....................................... 15
5 REFERENCES .............................................................................................. 16
INSTRUCTIONS TO VENDORS ........................................................................ 17
TOWN OF CARY PRINCIPAL CONTRACT ....................................................... 19

1 REQUEST FOR PROPOSALS
1.1 Introduction
The Town of Cary is soliciting proposals from qualified contractors to provide mowing and
related vegetation management services for sanitary sewer easements throughout the Town of
Cary's service area. The selected contractor will be responsible for maintaining designated
sewer easements in a manner that provides safe, reliable, and unobstructed access to the
Town's sanitary sewer infrastructure.
1.2 Purpose and Background
The Town of Cary owns and maintains approximately 1,000 miles of sanitary sewer lines
throughout Cary's service area. Approximately half of Cary's sewer infrastructure is located
within sewer easements.
Maintaining clear and reliable access to these sewer easements is essential to the Town's
ability to perform routine and preventative maintenance, inspections, cleaning, condition
assessments, emergency repairs, and other activities necessary to properly operate and
maintain the sanitary sewer collection system. Over time, vegetation growth, fallen trees,
accumulated debris, erosion, encroachments, and other obstructions can limit access to sewer
easements and interfere with the Town's ability to safely and efficiently access its infrastructure.
The purpose of this solicitation is to establish a contract with a qualified contractor to provide
routine maintenance of sewer easements, including mowing and vegetation management, to
maintain adequate access to the Town's sewer infrastructure. Maintaining these easements in
an accessible condition will support the Town's preventative maintenance program.
1.3 Notice to Vendors Regarding RFP Terms and Conditions
It shall be the Vendor's responsibility to read the Instructions, the Town's terms and conditions
contained within the Town's Principal Contract, all relevant exhibits and attachments, and any
other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other
changes that may be issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other
component within this RFP, those must be submitted as questions in accordance with the
instructions in Section 1.6 Proposal Questions. If the Town 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 Town may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Principal Contract that have been addressed during
the question submission period. Other than through this process, the Town rejects and will not
be required to evaluate or consider any additional or modified terms and conditions submitted
with Vendor's proposal. 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. By execution and delivery of this RFP Response, the
Vendor agrees that Vendor is prepared to enter into a contract in the form of the Principal
Contract should Town selects Vendor's proposal and that any additional or modified terms
and conditions, whether submitted purposely or inadvertently, shall have no force or
effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this
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paragraph shall constitute sufficient grounds to reject Vendor's proposal as
nonresponsive.
If a Vendor desires modification of the terms and conditions of this solicitation, including any term
or condition contained in the Principal Contract, it is urged and cautioned to inquire during the
question period, in accordance with the instructions in this RFP, about whether specific language
proposed as a modification is acceptable to or will be considered by the Town. Identification of
objections or exceptions to the Town's terms and conditions in the proposal itself shall not be
allowed and shall be disregarded or the proposal rejected.
1.4 RFP Response Timeline
The RFP process shall adhere to the following schedule:
RFP Process Date and time
RFP posted September 28, 2026 4:00PM EST
Proposers Written Questions Due October 14, 2026 4:00PM EST
Town Responses to Proposers questions October 21, 2026 4:00PM EST
Proposal Submission Deadline October 28, 2026 4:00PM EST
Anticipated Contract Award November 6, 2026 4:00PM EST
Anticipated Contract Effective Date November 30, 2026
Note: All times shown as Eastern Time (ET).
It is the Proposer's responsibility to assure that all addenda have been reviewed and, if
need be, signed and returned.
1.5 Proposal Questions
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP
in order to submit the best proposal possible. To accommodate the Proposal Questions process,
Vendors shall submit any such questions by the above due date. The Town will not entertain any
further questions after the due date. Written questions shall be emailed to Taylor McDaniel at
Taylor.McDaniel@carync.gov by the date and time specified above. Vendors should enter "RFP
#354-PW27-14: Questions" as the subject for the email. Questions submittals should include a
reference to the applicable RFP section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the Town's response, and any
additional terms deemed necessary by the Town will be posted in the form of an addendum to
the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall
become an Addendum to this RFP. No information, instruction or advice provided orally or
informally by any Town 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 an Addendum to this RFP.
1.6 Proposal Submission Requirements and Contact Information
Submittal Requirements and Contact Information
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Electronic responses ONLY will be accepted through the eVP website. Interested parties must be
logged in to submit proposals electronically. Registration information is available at NC Electronic
Vendor Porta evp.nc.gov (eVP). Proposals must be clearly marked with name of the submitting
company, the RFP number and RFP title. Proposers must submit one (1) electronic version,
submitted as a viewable and printable Adobe Portable Document File (PDF), on or before the
submittal due date and time provided in Section 1.3. Submissions that do not comply with the
stated submission method will be deemed non-responsive. The Town reserves the right to reject
any or all proposals for any reason and to waive any informality it deems in its best interest. Any
requirements in the RFP that cannot be met must be indicated in the proposal. Proposers must
respond to the entire Request for Proposals (RFP). An incomplete proposal may be eliminated
from consideration at the discretion of Cary.
Proposals must follow the format as defined in Section 2 PROPOSALS.
1.7 Rights to Submitted Material
All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and
all reports, charts, and other documentation submitted by Proposers (other than materials
submitted as and qualifying as trade secrets under North Carolina law) shall become the property
of the Town when received and the entire proposal shall be subject to the public records laws of
the State of North Carolina except where a proper trade secrets exception has been made by the
Proposer in accordance with the procedures allowed by North Carolina law.
The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal
regardless of whether that proposal is selected. Submission of a proposal indicates acceptance
by the Proposer of the conditions contained in this Request for Proposal.
2 PROPOSALS
Responses must follow the format outlined herein. The Town may reject as non-responsive at its
sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or
departs in any substantive way from the required format. Proposal responses shall be organized
in the following manner:
1. Cover Letter/Letter of Intent
Introduction letter with intent as it may pertain to the Request for Proposal.
2. Corporate Background and Experience
This section shall include background information on the organization and should give details
of experience with similar projects. A list of five (5) references (including contact persons and
telephone numbers) for which similar work has been performed shall be included, and the list
shall include all similar contracts performed by the Proposer in the past five years. The
evaluators will randomly select at least three of these references, but the evaluators reserve
the right to contact all the references listed, if information from the three references contacted
warrant further inquiry. The failure to list all similar contracts in the specified period may result
in the rejection of the Proposer's proposal. The evaluators may check all public sources to
determine whether Proposer has listed all contracts for similar work within the designated
period. If the evaluators determine that references for other public contracts for similar
contracts were not listed, the evaluators may contact the public entities to make inquiry into
Proposer's performance of those contracts and the information obtained may be considered
in evaluating Proposer's proposal.
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3. Financial Statement
The Proposer shall provide the following financial information:
Recent audited or reviewed financial statements prepared by an independent certified public
accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e.,
profit/loss statement) and cash flow statement and, if the audited or reviewed financial
statements were prepared more than six (6) months prior to the issuance of this RFP, the
Proposer shall submit its most recent internal financial statements (balance sheet, income
statement and cash flow statement or budget with entries reflecting revenues and
expenditures from the date of the audited or reviewed financial statements to the end of the
most recent financial reporting period (i.e., the quarter or month preceding the issuance date
of this RFP)).
OR,
Recent compiled financial statements prepared by an independent CPA that shall include, at
a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow
statement and, if the compiled financial statements were prepared more than three (3) months
prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial
statements (balance sheet, income statement and cash flow statement or budget with entries
reflecting revenues and expenditures to date), and other evidence of financial stability such
as most recently filed income tax return, evidence of a line of credit/loans/other type of
financing with statement of amount in use/outstanding balance (e.g., a complete copy
commitment letter, loan agreement, billing statement reflecting the line of credit or statement
from lender acknowledging the commitment to fund the Proposer's stated financing),
performance bond, personal guaranty with copies of personal income tax filing and statement
of net worth or such other evidence that is accurate, reliable and trustworthy regarding the
Proposer's financial stability.
Recent shall be defined as financial statements that were prepared within the 12 months
preceding the issuance date of this RFP.
Consolidated financial statements of the Proposer's parent or related corporation/business
entity shall not be considered, unless: (1) the Proposer's actual financial performance for the
designated period is separately identified in and/or attached to the consolidated statements,
(2) the parent or related corporation/business entity provides the Town with a document
wherein the parent or related corporation/business entity will be financially responsible for the
Proposer's performance of the contract and the consolidated statement demonstrates the
parent or related corporation's/business entity's financial ability to perform the contract,
financial stability and/or such other financial considerations identified in the evaluation criteria;
and/or (3) Proposer provides its own internally prepared financial statements and such other
evidence of its own financial stability identified above.
The Proposer's failure to provide any of the above-referenced financial statements or failure
to submit all the requested financial statements may result in the rejection of the Proposer's
proposal and rejection is more likely to occur if other Proposers provide financial
documentation in compliance with the foregoing provisions. Proposers are also encouraged
to explain any negative financial information in its financial statements and are encouraged to
provide documentation supporting those explanations.
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All financial information, statements and/or documents provided in response to this proposal
requirement shall be kept confidential, IF THE PROPOSER COMPLIES WITH PARAGRAPH
13 OF THE GENERAL INFORMATION ON SUBMITTING PROPOSALS BY MARKING THE
FINANCIAL INFORMATION, STATEMENTS AND/OR DOCUMENTS CONFIDENTIAL.
4. Project Understanding, Approach and Schedule
This section shall include, in narrative, outline, and/or graph form the Proposer's approach to
accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of
each task and deliverable and the schedule for accomplishing each shall be included.
5. Team Organization, Experience and Certifications/Qualifications
This section must include the proposed staffing, deployment and organization of personnel to
be assigned to this project. The Proposer shall provide information as to the qualifications and
experience of all executive, managerial, legal, and professional personnel to be assigned to
this project, including resumes citing experience with similar projects and the responsibilities
to be assigned to each person.
6. Cost Proposal (Page with Pricing)
The Cost Proposal shall be submitted and contain:
* Flagging Easements: Hourly Rate
* Easement Cutting: Price per linear foot for areas with three (3) years or less growth
* Easement Clearing: Price per linear foot for areas with more than three (3) years of growth
* TOTAL COST: A total not to exceed cost representing the maximum amount for all work
to be performed must be clearly indicated under this heading.
NOTE: A Request for Proposal Bid Sheet for Sewer Easement Mowing Maintenance is
attached for reference.
2.1 Request for Proposal Document
The RFP is comprised of the base RFP document, any attachments, and any addenda released
before Contract award. All attachments and addenda released for this RFP in advance of any
Contract award are incorporated herein by reference.
2.2 Evaluation Criteria
This is not a bid. There will not be a public bid opening. Proposals will be evaluated based on the
following criteria:
(a) (b) (a) x (b)
Criteria
Weight Score (0-3) Weighted Score
Cover letter / Letter of Intent 0
Team Organization, References & Past Experience 35
Contractors Personnel 20
Equipment & Resources Available for this Contract 25
Cost Proposal 20
Final Score 100
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Score Points
0- Missing or Does Not Meet Expectation 2- Meets Expectation
1- Partially Meets Expectation 3- Exceeds Expectation
2.3 Proposal Evaluation Process
The Town shall review all Vendor responses to this RFP to confirm that they meet the
specifications and requirements of the RFP.
The Town will conduct a One-Step evaluation of Proposals:
Proposals will be received from each responsive Vendor in a sealed envelope or package.
All proposals must be received by the issuing agency not later than the date and time specified
on the cover sheet of this RFP.
At that date and time, the package containing the proposals from each responding firm will remain
sealed and opened at time of review. Interested parties are cautioned that these costs and their
components are subject to further evaluation for completeness and correctness and therefore
may not be an exact indicator of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussion with any or all Vendors
for the purpose of clarification or to amplify the materials presented in any part of the proposal.
Vendors are cautioned, however, that the evaluators are not required to request presentations or
other clarification-and often do not. Therefore, all proposals should be complete and reflect the
most favorable terms available from the Vendor.
Proposals will generally be evaluated according to completeness, content, and experience with
similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed
in 2.2 EVALUATION CRITERIA, above.
Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the
Town reserves the unqualified right to reject any and all offers at any time if such rejection is
deemed to be in the best interest of the Town.
2.4 Final Selection
Proposals will be reviewed after opening and will be ranked in order of choice. A recommendation
will then be presented to the Town Manager or their designee for approval to negotiate a contract
with the #1 choice and, if unsuccessful, to then pursue negotiations with the #2 choice. All
Proposers will be notified of their standing immediately following Town's decision. Price quoted
must be held firm for 90 days after the RFP is due. The Town reserves the right to make an award
without further discussion of the proposal submitted. The Town shall not be bound or in any way
obligated until both parties have executed a contract. The Town also reserves the right to delay
the award of a contract or to not award a contract. The RFP may be awarded by individual task
or total proposal, whichever is most advantageous to the Town of Cary.
The general conditions and specifications of the RFP and the selected proposal, as amended by
agreement between the Town and the selected Proposer including e-mail or written
correspondence relative to the RFP, may become part of the contract documents. Failure of the
awarded Contractor to perform as represented may result in elimination of the Contractor from
competition or in contract cancellation or termination.
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2.5 Contract Term
The Contract shall have an initial term of three (3) years, beginning on the date of contract award
(the "Effective Date").
The Town shall have the option, in its sole discretion, to renew the Contract on the same terms
and conditions for up to a total of two additional one-year terms. The Town will give the Vendor
written notice of its intent whether to exercise each option by a duly authorized amendment.
2.6 Invoices
a) Invoices must be submitted to the Town of Cary Accounts Payable in email on the
Contractor's official letterhead stationery and must be identified by a unique invoice number.
All invoice backup reports and spreadsheets must be provided in electronic format.
b) Invoices must bear the purchase order number to ensure prompt payment. The Vendor's
failure to include the correct purchase order number may cause delay in payment.
c) Invoices must include an accurate description of the work for which the invoice is being
submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor.
2.7 Notice to Proposers Regarding RFP Terms and Conditions
It shall be the Proposer's responsibility to read the Instructions, the Town's 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. Proposers also are responsible for
obtaining and complying with all addenda and other changes that may be issued in connection
with this RFP.
3 SCOPE OF SERVICES
3.1 Scope of Services
The Town of Cary (Town) is seeking a qualified Contractor to provide sanitary sewer easement
mowing, flagging, cutting, clearing, and related vegetation maintenance services throughout the
Town's service area. The primary purpose of these services is to maintain sanitary sewer
easements in a condition that provides Town personnel and authorized contractors with safe,
reliable, and unobstructed access to sanitary sewer infrastructure for preventative maintenance,
inspection, cleaning, repair, rehabilitation, and emergency response activities.
The Town maintains approximately 1,000 miles of sanitary sewer infrastructure, with
approximately half of the system located within sanitary sewer easements. These easements may
be located on residential, commercial, undeveloped, wooded, or other properties and may vary
considerably in size, terrain, vegetation, and accessibility.
3.2 Easement Identification and Flagging
The Contractor shall identify and flag designated sanitary sewer easements and/or work areas
prior to performing mowing, cutting, or clearing activities, as directed by the Town. Flagging
shall clearly identify the approximate limits of the sanitary sewer easement or authorized work
area and shall assist the Contractor in remaining within the designated limits while performing
the work.
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The Contractor shall provide and install appropriate, visible flagging materials necessary to
identify easement limits and work areas. Flagging shall be maintained in a visible condition
during the performance of the work and replaced as necessary when damaged, removed, or no
longer visible.
The Contractor shall furnish all labor, supervision, equipment, tools, materials, transportation,
and other resources necessary to complete the services described in this RFP.
3.3 Mowing and Vegetation Maintenance
The Contractor shall mow designated sanitary sewer easements in accordance with the schedule
established by the Town. Mowing shall be performed in a manner that maintains adequate access
to sanitary sewer infrastructure while minimizing damage to existing property, landscaping,
trees, fences, utilities, drainage features, and other improvements.
Mowing services may include, but are not limited to:
* Mowing grass and other low-growing vegetation.
* Trimming vegetation around manholes, cleanouts, sewer appurtenances, fences, trees,
utility poles, structures, and other obstructions.
* Removing brush, vines, weeds, and other vegetation that restricts access.
* Maintaining clear access to sanitary sewer manholes and other sewer infrastructure.
* Cutting vegetation that has become overgrown within designated easements.
* Removal of fallen limbs, small trees, and other vegetation that obstructs access, when
authorized by the Town.
* Performing additional vegetation maintenance as directed by the Town.
3.4 Clearing and Obstruction Removal
Certain easements may require work beyond routine mowing due to excessive vegetation, brush,
fallen trees, debris, or other obstructions. The Contractor shall perform cutting and clearing
activities as directed by the Town.
The Contractor shall notify the Town of conditions that require work beyond the Contractor's
authorized scope, including large trees, significant erosion, structures, fences, debris, or other
conditions that may prevent safe access to the sewer infrastructure.
The Contractor shall not remove large trees or perform substantial clearing activities unless
specifically authorized by the Town.
3.5 Access to Sewer Infrastructure
Easements shall be maintained in a condition that allows Town personnel and authorized
contractors to safely access sewer infrastructure for routine and preventative maintenance
activities.
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