Landscape Maintenance Services

The City of Rancho Cordova, Department of Public Works, is seeking the submission of proposals from qualified contractors for the provision of Landscape Maintenance Services ("Project").

This RFP contains all of the information and documents necessary to prepare and submit a responsive proposal. Proposers are cautioned to read all of the documentation provided and will be responsible for complying with all requirements identified herein. 

Background

The City is home to more than 85,000 residents who have come to expect the highest quality public service in twenty-two (22) years of Cityhood. The City comprises more than thirty-five (35) square miles of land and is located in Sacramento County along the Highway 50 corridor, approximately twelve (12) miles east of the California State Capitol.

Project Details

• Reference ID: CORC-54153A
• Department: Public Works
• Department Head: Albert Stricker (Director of Public Works)

Important Dates

• Questions Due: 2026-04-01T00:00:55.641Z
• Answers Posted By: 2026-04-03T23:00:26.099Z

Evaluation Criteria

• Cost (40 pts) —

  Evaluation of the proposer’s pricing, including competitiveness, clarity, and overall value to the City. For purposes of cost evaluation, the City will consider the combined Proposal Total as reflected in Tables 1 (Monthly Maintenance), 2 (Unscheduled/Extra Work), and 3 (Optional Service Locations – Light Rail Stations) of the Cost Schedule.

  Cost scoring will be based on the lowest responsive proposer receiving full points, with other proposals scored proportionally.

• Experience, Operations Plan & Equipment Quality/Age (45 pts) —

  Assessment of the proposer’s relevant experience, demonstrated past performance on similar projects (including feedback from client references), the thoroughness and feasibility of the operations plan, and the quality, condition, and reliability of equipment proposed for use.

• Ability to Meet City Requirements and Demonstration of Understanding of City Desired Level of Service (10 pts) —

  Review of the proposer’s capacity to comply with City specifications, timelines, reporting requirements, and other contract obligations. Consideration of the proposer’s understanding of the City’s expectations for landscape maintenance quality and service standards.

• Local Economic Benefit (5 pts) —

  Points may be awarded based on the Proposer’s demonstrated commitment to providing measurable economic benefit within City limits, which may include:

  • Maintaining a principal office within City limits;

  • Possession of a current City of Rancho Cordova business license;

  • Commitment to hire City residents for work performed under the contract;

  • Utilization of Rancho Cordova-based subcontractors or suppliers; and/or

  • Demonstrated history of community engagement or investment within the City.

   

  Proposers seeking consideration under this criterion must provide clear documentation supporting their claimed local benefit, including addresses, business license numbers, percentage of local workforce proposed, or identified local subcontractors.

Submission Requirements

• Main Proposal Items —

  This is where the core pieces of your Proposal will be addressed.

• Proposal (required) —

  Please Upload your COMPLETE Proposal here. This does not include any information specifically required in another portion of this Proposal Submittal section.

• Proposal (without Cost) (required) —

  Please upload your Technical Proposal without fees/costs here. You will be uploading the fee/cost portion of your proposal separately in another step.

• Separate Cost File (required) —

  The fees/costs portion of your proposal should NOT be attached and uploaded with the rest of your Proposal. All cost/fees/pricing schedule information should be attached separately HERE.

• Bid Guarantee (required) —

  The City of Rancho Cordova will require all proposals to be accompanied by a Bid Guarantee in the form of a certified check, a cashier’s check, or a bidder's bond. The Bid Guarantee shall be executed by an admitted surety insurer in favor of the City of Rancho Cordova, the amount of which shall not be less than ten percent (10%) of the submitted Proposal Grand Total.

   

  All bid bonds shall be returned to the Proposer ten (10) working days after the opening of the proposals.

   

  A bid bond template is provided below.

   

  NOTE: Proposer shall deliver original Bid Guarantee to the City prior to the stated due date and time of proposals for this RFP. Scan of items shall also be uploaded here and submitted as part of your proposal.

• Operations Plan Details (required) —

  Please download the below documents, complete, and upload.

   

  Proposer shall detail an inventory of equipment, location of any equipment and materials storage facilities, customer service processes and call center location (if applicable), and a draft/initial schedule of duties to demonstrate how Proposer intends to undertake Task Items detailed in the Scope of Services of this RFP, in a routine manner. The Operations Plan Details submitted may be used by the City as a basis for evaluation when determining the most qualified Proposers.

• Draft/Initial Schedule of Duties (required) —

  The selected Contractor will be required to supply the City with a written routine schedule of duties that covers Task Items as they are expected to be completed. Proposers are asked to submit a draft/initial schedule of duties based upon their review of the Scope of Services and shall include Task Frequency, and a physical site visit to each of the project areas. 

   

  The City understands that modifications to the draft/initial schedule of duties submitted by proposers may be required upon execution of a contract with the selected Contractor. The requirement to submit a draft/initial schedule of duties is intended to demonstrate proposers' understanding of work to be completed and further demonstrates the organizations' ability to manage Maintenance Task Items in a routine and regular manner. The format for draft/initial schedule of duties is open to proposers; however, it is a required submittal document. Proposers not submitting a draft/initial schedule of duties may not be eligible for selection.

• Licenses, Certifications, and Experience —

  This is where qualifications and experience information will be addressed.

• Contractor's License Certification (required) —

  Any person or entity submitting a Proposal on this project to engage in the business or act in the capacity of a contractor shall be licensed as a contractor in accordance with the provisions of Division 3, Chapter 9 of the California Business and Professions Code at the time of proposal submittal. A Proposal submitted to the City by a contractor who is not licensed as set forth above shall be considered non-responsive and shall be rejected by the City.

   

  As part of their Proposal, the Proposer shall provide to the City their contractor's license number.

   

  The first payment for work or material under any contract shall not be made unless and until the Registrar of Contractors verifies to the City that the records of the California Contractors' State License Board indicate that the contractor was properly licensed at the time the proposal was submitted, and the license has remained valid and good standing after award of the contract. Any proposer or contractor not so licensed shall be subject to all legal penalties imposed by law, including, but not limited to, any appropriate disciplinary action by the Contractors' State License Board. Failure of the proposer to maintain proper and adequate licensing for an award of a contract shall constitute a failure to execute the contract and shall result in the forfeiture of the security of the proposer.

• Pesticide Application Licensing Requirements* (required) —

  Because weed control and pesticide application are part of the Scope of Work, the Contractor shall comply with all applicable California Department of Pesticide Regulation (DPR) licensing and certification requirements.

   

  The Proposer shall possess and maintain, throughout the term of the contract, the following valid and current credentials:

  • A Qualified Applicator License (QAL) or Qualified Applicator Certificate (QAC) in Category B – Landscape Maintenance, issued by the California Department of Pesticide Regulation.

   

  Copies of these DPR licenses or certificates shall be submitted with the proposal and maintained in good standing for the duration of the contract.

   

  If the Proposer intends to subcontract any portion of the pesticide application work, the subcontractor must also possess and maintain a valid QAL or QAC in Category B – Landscape Maintenance, and the Proposer shall provide the same documentation at the time of proposal submission.

• Department of Industrial Relations Contractors Registration (required) —

  Any person or entity submitting a proposal on this project to engage in the business or act in the capacity of a contractor shall register as a contractor in accordance with the provisions of the Department of Industrial Relations (DIR). A bid submitted to the City by a contractor who is not registered as set forth above shall be considered non-responsive and shall be rejected by the City.

   

  Before awarding the contract for this project, the City must verify that the contractor was properly registered when the contractor submitted its proposal on this project. In order for the City to verify the registration status of a contractor, the contractor, at the time it submits its proposal for the project, shall provide to the City its contractor's registration number.

   

  No proposal submitted to the City shall be invalidated by the failure of the Proposer to be registered in accordance with the laws of this state. However, at the time the contract is awarded, the contractor shall be properly licensed in accordance with the laws of this state. Any Proposer or contractor not so registered shall be subject to all legal penalties imposed by law, including, but not limited to, any appropriate disciplinary action by the DIR. Failure of the Proposer to obtain proper and adequate registration for an award of a contract shall constitute a failure to execute the contract and shall result in the forfeiture of the security of the Proposer.

• Firm Experience and Qualifications (required) —

  Please download the below document, complete, and upload.

   

  Proposer shall detail their firm’s experience to demonstrate satisfactory compliance with the minimum qualification requirements identified in this RFP. Firm experience, qualifications, and demonstrated past performance will be used by the City as a basis for evaluation when determining the most qualified Proposers.

   

  Proposer shall provide a minimum of three (3) client references for similar services performed within the past five (5) years. References shall include, at a minimum:

  • Agency or company name

  • Contact name and title

  • Phone number and/or email address

  • Description of services performed

  • Contract duration and approximate contract value

   

  The City reserves the right to contact any agencies or references provided by the Proposer to verify experience, qualifications, and past performance. The City may also request additional references as needed.

• Staff Experience and Qualifications (required) —

  Please download the below document, complete, and upload.

   

  Proposer shall list the names and experience/qualifications of any employees who would be responsible for undertaking the Items detailed in the Scope of Services of this RFP, should a contract be provided. Employee experience and qualifications may be used by the City as a basis for evaluation when determining the most qualified Proposers.

• Subcontractors? (required) —

  Will you be using subcontractors to perform any of the services within the Scope of Services noted in this RFP?

   

  If “Yes,” Proposer shall identify any subcontractors proposed to perform ten percent (10%) or more of the total contract value. For each such subcontractor, Proposer shall provide the name, location, and a description of the portion of work to be performed.

   

  Subcontractors performing less than ten percent (10%) of the total contract value are not required to be listed but shall comply with all applicable licensing, insurance, and qualification requirements of this RFP.

   

  The Contractor shall remain fully responsible for all work performed by subcontractors. Substitution of any listed subcontractor after contract award shall require prior written approval from the City and shall comply with applicable laws.

   

  If the Contractor fails to specify a subcontractor for any portion of the work to be performed under the Contract, the Contractor shall be deemed to have agreed to perform such portion itself, and the Contractor shall not be permitted to subcontract that portion of the work except under the conditions allowed by applicable law. Subcontractors shall provide all required licensing documentation to City.

• Designation of Subcontractors (required) —

  Please download the below document, complete, and upload.

• Additional Proposal Requirements
• Exceptions to Agreement —

  Please download the below document, complete, and upload.

   

  NOTE: This portion of the Proposal Submittal is not required. However, exceptions taken without providing the required information as part of your proposal will not be considered.

• Non-Collusion Declaration (required) —

  The Proposer declares:

  NONCOLLUSION AFFIDAVIT
  (Title 23 United States Code Section 112 and
  Public Contract Code Section 7106)

   

  To the CITY of RANCHO CORDOVA
  DEPARTMENT OF PUBLIC WORKS.

   

  In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.

   

  Note: The above Noncollusion Affidavit is part of the Proposal.  Signing this Proposal on the signature portion thereof shall also constitute signature of this Noncollusion Affidavit.

   

  Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution.

   

  I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on the date and time of submittal of this Proposal.

• Supplemental Proposal Information
• Additional Information (if needed) —

  For any additional information requested or required by any of your provided answers please upload that additional documentation here.

• Validation and Confirmation
• Signature Certification Page (required) —

  Please download the below document, complete, and upload.

   

  If proposer or other interested person is a corporation, state legal name of corporation, also names of the president, secretary, treasurer, and manager thereof; if a co-partnership, state true name of firm, also names of all individual co-partners composing the firm; if proposer or other interested person is an individual, state first and last names in full.

   

  By my signature on this proposal I certify, under the Penalty of Perjury, that the foregoing Non-Collusion Affidavit and Contractor’s License Certification along with all other statements in this proposal are true and correct.

• Proposer Confirmation (required) —

  By confirming here and submitting a proposal, Proposer confirms their authority (and has uploaded necessary documentation proving such) to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Company Name stated in said Proposal. Such confirmation will be understood as certification by the Proposer that they have completely read and understand this Request For Proposals in its entirety including any and all Addenda released prior to the time of submittal.

• Basic Title (without any funding descriptors) (required) —

  If this is a repeat, please still enter the Project Title here. However, if the project title has a funding designation or additional acronyms outside of the basic description of services please remove such here.

  Example 1 (CFD Landscape Maintenance Services):
  Landscape Maintenance Services

  EXAMPLE 2 (CDBG HVAC Maintenance Services):
  HVAC Maintenance Services 

• Contractor Actions To Perform (required) —

  Complete the following sentence by stating the rough descriptions of work to be performed under this contract.

  Should a contract be executed as a result of this Request for Proposals (RFP), the Contractor will be expected to perform _____________.

   

  NOTE: DO NOT ADD A PERIOD AT THE END

• Contract Duration? (required) —

  For how long do you wish this contract to be valid after execution or start of service?

  State either in number of months (if less than twelve) or in years if greater than eleven months.

  EXAMPLE 1 (6 months):
  six (6) months

  EXAMPLE 2 (12 months):
  one (1) year

• Estimated Award Date of Contract (required) —

  What is the target date, or estimated date, for award of contract?

  Please be sure to fill out a complete date.

  EXAMPLE (06/15/2024):
  June 15, 2024

• Desired Agreement Start Date (required) —

  What is the date that is desired as a service start date?

  Please be sure to fill out a complete date.

  EXAMPLE (07/01/2024):
  July 1, 2024

• Additional Contract Provisions (required) —

  Does this contract need Additional Contract Provisions?

  An answer of yes will require you to state the additional provisions in the applicable subsection of Section 2 or upload a document stating the Provisions, or both.

• Cost Submittal (required) —

  How do you wish for the Proposers to submit their costs? This also includes the format and instructions which you will be providing to them to receive proper pricing.

• Cost File Submittal (required) —

  If you are requiring Proposers to submit a file containing a cost breakdown or pricing information either instead of or in addition to the use of the electronic pricing table, would you like to require said cost information be submitted separately from the rest of the proposal?

  Typically this is done to allow evaluators to see proposals without seeing cost or without it being a factor in the initial evaluation of proposals.

Questions & Answers