Pond And Fountain Maintenance Services City Lake Park

PARKS AND RECREATION
Park Maintenance
Request for Proposal: 320-030926FD
POND AND FOUNTAIN MAINTENANCE SERVICES
CITY LAKE PARK
Date of Issue: 9/28/2026
Proposal Opening Date: 10/20/2026
At 04:00 PM ET
Direct all inquiries concerning this RFP to:
Fantashia Dickens
Purchasing Associate III
Email: Fantashia.Dickens@rockymountnc.gov
Phone: 252-972-1352

Request for Proposal #320-030926FD
For purchasing division processing, please provide your company's Federal Employer Identification
Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina
General Statute 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 is to be filled out and returned with your Proposal.
Failure to do so may subject your Proposal to Rejection.
ID NUMBER:
______________________________________________
Federal ID Number or Social Security Number
______________________________________________
Vendor Name
"All Proposals are hereby notified that they must have the proper
license as required under the North Carolina laws. All prospective
contractors shall be responsible for complying with state law and
local ordinances."

Proposal Number: 320-030926FD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.3 RFP SCHEDULE ..................................................................................................................... 5
2.4 PROPOSAL QUESTIONS ....................................................................................................... 6
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 6
2.6 AUTHORIZED SIGNATURE REQUIREMENT ......................................................................... 7
2.7 PROPOSAL CONTENTS ........................................................................................................ 7
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 7
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8
3.3 INTERPRETATION OF TERMS AND PHRASES .................................................................... 8
4.0 REQUIREMENTS ..................................................................................................................... 9
4.1 CONTRACT TERM .................................................................................................................. 9
4.2 PRICING .................................................................................................................................. 9
4.3 INVOICES ................................................................................................................................ 9
4.4 VENDOR EXPERIENCE .......................................................................................................... 9
4.5 REFERENCES ........................................................................................................................ 9
4.6 BACKGROUND CHECKS ..................................................................................................... 10
4.7 PERSONNEL ......................................................................................................................... 10
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 10
5.0 SCOPE OF WORK ................................................................................................................. 10
5.1 GENERAL ............................................................................................................................. 10
5.2 TASKS/DELIVERABLES ...................................................................................................... 11
5.3 LOCATION ............................................................................................................................ 14
5.3 PROJECT ORGANIZATION .................................................................................................. 15
5.4 TECHNICAL APPROACH ..................................................................................................... 15
5.5 ACCEPTANCE OF WORK .................................................................................................... 15
5.6 LIQUIDATED DAMAGES ...................................................................................................... 15
5.7 TRANSITION ASSISTANCE ................................................................................................. 15

Proposal Number: 320-030926FD Vendor: __________________________________________
6.0 CONTRACT ADMINISTRATION............................................................................................. 16
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 16
6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 16
6.3 PERIODIC STATUS REPORTS ............................................................................................ 16
6.4 DISPUTE RESOLUTION ....................................................................................................... 16
6.5 CONTRACT CHANGES ........................................................................................................ 16
ATTACHMENT A: PRICING ............................................................................................................. 17
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 18

Proposal Number: 320-030926FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The Park and Recreation Department manages over 500 acres of parkland, two community centers, a senior center,
four cemeteries, the Imperial Centre for the Arts & Sciences, and the Rocky Mount Sports Complex. Their mission
continues to be to advance the quality of life of our citizens by providing positive, inclusive experiences through people,
parks, and programs. This mission continues to be guided by our value of I.D.E.A. (Innovation, Dynamic, Engaged and
Aware).
This agreement will allow the Parks and Recreation Department to continue to meet that mission by
providing Professional Landscape Service in order to have sanitary parks and recreation space to the citizens and
visitors of the City of Rocky Mount.
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
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 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities 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 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 2.5 PROPOSAL QUESTIONS. If
the City 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 City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City 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 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 paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Page 5 of 18

Proposal Number: 320-030926FD Vendor: __________________________________________
Issue RFP City Monday, September 28, 2026
Virtual Pre-Bid Meeting City Tuesday, October 6, 2026, at 10:00 AM
Submit Written Questions Vendor Thursday, October 8, 2026, at 2:00 PM
Provide Response to Questions City Wednesday, October 14, 2026
Submit Proposals Vendor Tuesday, October 20, 2026, at 4:00 PM
Contract Effective Date City N/A
Virtual Urged and Cautioned Pre-Proposal Conference
Email Fantashia Dickens at Fantashia.Dickens@rockymountnc.gov for Microsoft Teams invitation.
2.4 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.
Written questions shall be emailed to Fantashia.Dickens@rockymountnc.gov by the date and time specified above.
Vendors should enter "RFP # 320-030926FD: Questions" as the subject for the email. Question 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 City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum, available on the City of Rocky Mount Purchasing
webpage https://www.rockymountnc.gov/Bids.aspx and/or 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 City 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. The date noted in the RFP schedule for the City to provide responses to
questions also serves as the addendum deadline. If you do not receive a courtesy email notification regarding the
addendum by that date, do check the City of Rocky Mount Purchasing webpage.
2.5 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended
or unanticipated delay-whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other
delivery service. It is the Vendor's sole responsibility to ensure its proposal has been submitted to this Office by the
specified time and date of opening. The time and date of submission will be marked on each proposal when received.
Any proposal submitted after the proposal deadline will be rejected. For hand-delivered bids please note that the
Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors
will only have access through the building accompanied with a City employee.
MAILING ADDRESS FOR DELIVERY OF OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
PROPOSAL VIA U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, HAND DELIVERY,
OVERNIGHT DELIVERY OR BY ANY OTHER
CARRIER
PROPOSAL NUMBER: 320-030926FD PROPOSAL NUMBER: 320-030926FD
Attn: Fantashia Dickens Attn: Fantashia Dickens
City of Rocky Mount City of Rocky Mount
PO BOX 1180 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804

Proposal Number: 320-030926FD Vendor: __________________________________________
For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a
specified street address but to the City's Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail,
including Express Mail, may not be delivered by the Mail Service Center to the department 's purchasing office on the
due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when
submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via
facsimile (FAX) machine, telephone or email in response to this RFP shall NOT be accepted.
a) Submit one (1) signed, original executed proposal responses, one [1] photocopy to the address identified
in the table above.
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is
submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and
marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be
included in the same outer package. Proposals are subject to rejection unless submitted with the information
above included on the outside of the sealed proposal package.
This RFP does not require a public opening of proposals.
2.6 AUTHORIZED SIGNATURE REQUIREMENT
All submittals or other offers must be signed by an individual authorized to bind the Consultant contractually. The City
reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution,
operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request
may result in disqualification of the offer or rejection of the executed contract.
2.7 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items, and those attachments
should be arranged in the following order:
a) Cover Letter
b) Title Page: Include the company name, address, phone number, and authorized representative along with the
Proposal Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages
of any addenda released in conjunction with this RFP (if required to be returned).
d) Completed version of ATTACHMENT A: PRICING
e) ATTACHMENT B: SUPPLEMENTAL VENDOR INFORMATION
f) Completed and signed version of ATTACHMENT C: IDENTIFICATION OF MINORITY BUSINESS PARTICIPATION
AND GOOD FAITH
g) Technical Approach (section 5.4)
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will
administer this contract for the City.
c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
d) RFP: Request for Proposal
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the
requirements and specifications of this solicitation.

Proposal Number: 320-030926FD Vendor: __________________________________________
f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to a Request for Proposal.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
Pursuant to North Carolina General Statutes Section 143-131, "award shall be made to the lowest responsible,
responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the
performance of the contract."
While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the
right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety
without awarding a Contract if it is considered to be most advantageous to the City to do so.
The City reserves the right to waive any minor informality or technicality in proposals received.
Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the
local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest
responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%)
or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor
is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.
An application can be found at https://rockymountnc.gov/vendors
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having
any communications with any person inside or outside the using department , issuing department , other government
department office, or body (including the purchaser named above, department secretary, department head, members
of the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to perform
the contract, and/or the transmittal of any other communication of information that could be reasonably considered to
have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor
not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City's
discretion that the communication was harmless, that it was made without intent to influence and that the best interest
of the City would not be served by the disqualification. A Vendor's proposal may be disqualified if its sub-contractor and
supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance
date of the procurement to the date of contract award). Only those discussions, communications or transmittals of
information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser
regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission)
are excepted from this provision.
3.3 INTERPRETATION OF TERMS AND PHRASES
This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract
resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms
in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall," "must," and
"requirements" are intended to create enforceable contract conditions. In determining whether proposals should be
evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed
to propose solutions that will satisfy the Department's needs as described in the Request for Proposal. Except as
specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from
consideration. However, failure to comply with any single requirement may result in the Department exercising its
discretion to reject a proposal in its entirety.

Proposal Number: 320-030926FD Vendor: __________________________________________
4.0 REQUIREMENTS
This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated
requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this
RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for
the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question
during the question-and-answer period in accordance with Section 2.5.
4.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of contract award (the "Effective Date").
The Vendor shall begin work under the Contract within 30 business days of the Effective Date.
At the end of the Contract's current term, the City shall have the option, if both parties are in agreement, to renew the
Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. The City will give the
Vendor written notice of its intent whether to exercise each option no later than 30 days before the end of the Contract's
then-current term. In addition, the City reserves the right to extend a contract term for a period of up to 180 days in 90-
day-or-less increments.
4.2 PRICING
Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and
specifications herein, including all applicable charges, handling, administrative and other similar fees. Vendor shall not
invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and
include in the Proposal.
4.3 INVOICES
a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in
which work was performed.
b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable
PO BOX 1180
Rocky Mount, NC 27802
c) Payment amounts will be made on a NET 30-day pay period upon submission of an invoice and appropriate trip
tickets to support such invoice.
4.4 VENDOR EXPERIENCE
In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size
and complexity to the City of Rocky Mount. Vendor 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. Must have both a North
Carolina Registered Landscape Contractors license and a NC Commercial Pesticide Applicators license.
4.5 REFERENCES
Vendors shall provide at least three (3) references for which your company has provided Services of similar size and
scope to that proposed herein. The City may contact these users to determine the Services provided are substantially
similar in scope to those proposed herein and Vendor's performance has been satisfactory. The information obtained
may be considered in the evaluation of the proposal.
COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

Proposal Number: 320-030926FD Vendor: __________________________________________
Optional: City of Rocky
Mount
4.6 BACKGROUND CHECKS
Any personnel or agent of the Vendor performing Services under any contract arising from this RFP may be required to
undergo a background check at the expense of the Vendor, if so, requested by the City.
4.7 PERSONNEL
Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by
the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and
references of Vendor's recommended substitute personnel. The City will approve or disapprove the requested
substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing
services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate
the contract services provided by such personnel.
4.8 VENDOR'S REPRESENTATIONS
a) Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.
"Professional manner" means that the personnel performing the Services will possess the skill and competence
consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement
with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor
under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be
approved by the City. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of
convenience in Contract documents; and shall not limit Vendor's obligations hereunder. Vendor will retain executive
representation for functional and technical expertise as needed in order to incorporate any work by third party
subcontractor(s).
b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for
Vendor's proper performance, provision and delivery of the service and deliverables under this Contract or are an
inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and
included within the scope of the contract to the same extent and in the same manner as if specifically described in
the contract. Unless otherwise expressly provided herein, Vendor will furnish all its own necessary management,
supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies, and
materials necessary for the Vendor to provide and deliver the Services and Deliverables.
c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the
contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being
brought against Vendor that could materially adversely affect performance of this Contract; and that entering this
Contract is not prohibited by any contract, or order by any court of competent jurisdiction.
5.0 SCOPE OF WORK
5.1 GENERAL
The Contractor awarded this contract shall practice acceptable safety requirements at all times when performing the
landscaping requirements. Contractor shall be responsible for supplying all personal protective equipment needed to
prevent accidents or injuries. All equipment used in performing the contract shall have all safety equipment working at
all times.