Landscaping Services

The Butler County Regional Transit Authority (BCRTA) seeks a Vendor or Vendors to perform regular landscaping upkeep at all BCRTA facilities requiring outside maintenance, beginning in 2027.

Project Details

• Reference ID: 2026-026
• Department: Facility Management
• Department Head: Paul Williams (Director)

Important Dates

• Questions Due: 2026-07-10T21:00:00.000Z
• Answers Posted By: 2026-07-17T21:00:00.000Z
• Pre-Proposal Meeting: 2026-07-06T15:00:00.000Z — https://teams.microsoft.com/meet/291296238124767?p=KiIvKys3NJXyESTbjp

Evaluation Criteria

• Total Contract Price (25 pts) —

  Price is scored by Procurement admin separately from the remainder of the technical evaluation. Full points will be given to the proposer who submitted the lowest score. Scores will then be given points in relation to the lowest score, from lowest to highest, with the highest receiving the least amount of points.

• Qualifications and Technical Capacity (30 pts) —

  Proposer provided evidence of their qualifications to provide the services described in the scope of work (or proposed portion of the scope of work) and have sufficient staff to provide the services for the duration of the term of the agreement.

• Communication (20 pts) —

  Proposer sufficiently explained their methods for communicating with BCRTA staff, including instructions on how to submit unscheduled work requests and inquire about contract issues or concerns and contact information for the account manager assigned to BCRTA with their hours of availability. Proposer also provided a secondary contact in the event that the account manager is unavailable.

• Experience (25 pts) —

  Proposer provided sufficient evidence of their experience and qualifications to perform the scope of work (or proposed portion of the scope of work) required. Proposer provided up to date contact information for at least 3 references related to their experience with similar scopes of work to this solicitation, particularly highlighting any experience with working for government agencies or companies of comparable size to BCRTA.

Submission Requirements

• General Questions
• Company Authorized Representative (required) —

  Please enter the full name of Authorized Company Representative submitting this proposal.

• DBE/MBE/WBE Certificates —

  If your company is a DBE/MBE/WBE, please upload Certificate(s) here.

• Will your company subcontract any work, service and/or materials? (required)
• Offer and Award Confirmation (required) —

  In compliance with the current published Request for Proposal, the company represented in this proposal agrees to perform the services described in accordance with the submitted signed proposal or as mutually agreed upon by subsequent negotiation. 

• Terms and Conditions Confirmation (required) —

  By checking the box, I, the authorized company representative, confirm that I have read and agreed to all of the GENERAL TERMS & CONDITIONS of this solicitation and all required FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS.

• Proposal Submission Documents and Information
• Proposal (required) —

  In PDF format, upload your complete proposal here including all of the below:

  1. Cover letter, no more than 3 pages, explaining:
     1. Your company's methods of communication and understanding of the scope of work
     2. Services being proposed under the Scope of Work (can be some, all, or location based - be specific)
     3. Confirmation that your company has the capacity to provide the services for the duration of the term
  2. Proposer and Key Staff Experience, no more than 2 pages
  3. Contact Information for at least 3 references
     1. Name
     2. Company Name
     3. Project/Services Provided
     4. Email Address
• Notice of Exception (required) —

  BCRTA intends to award a Contract based on the terms, conditions, and attachments contained in this RFP. Bidders are strongly advised to not take any exceptions. Bidders shall submit Proposals which respond to the requirements of the RFP. An exception is not a response to an RFP requirement. If an exception is taken, a “Notice of Exception” must be submitted in this field. The “Notice of Exception” must identify the specific point or points of exception and provide an alternative.

  Proposers are cautioned that exceptions to the terms, conditions, and attachments may result in rejection of the Proposal.

  If Proposer is not requesting any exceptions to the this RFP, type "N/A" in this field.

• Approved Request for "Approved Equal" (required) —

  If Proposer requested an "approved equal" and received approval from BCRTA, Proposers shall upload and submit the approved document with their Proposal here.

  If Proposer did not submit a request for an "approved equal" or received a rejection of their request for an "approved equal," Proposer shall upload their rejection here or download this document, type "N/A" and upload/submit this form here.

• Clauses and Certifications
• Federal Clause - Government-wide Debarment and Suspension (required) —

  GOVERNMENT-WIDE DEBARMENT AND SUSPENSION

  2 CFR part 180

  2 CFR part 1200

  2 CFR § 200.213

  2 CFR part 200 Appendix II (I)

  Executive Order 12549

  Executive Order 12689

  Debarment, Suspension, Ineligibility and Voluntary Exclusion

  The Contractor shall comply and facilitate compliance with U.S. DOT regulations, “Non-procurement Suspension and Debarment,” 2 C.F.R. part 1200, which adopts and supplements the U.S. Office of Management and Budget (U.S. OMB) “Guidelines to Agencies on Governmentwide Debarment and Suspension (Non-procurement),” 2 C.F.R. part 180. These provisions apply to each contract at any tier of $25,000 or more, and to each contract at any tier for a federally required audit (irrespective of the contract amount), and to each contract at any tier that must be approved by an FTA official irrespective of the contract amount. As such, the Contractor shall verify that its principals, affiliates, and subProposers are eligible to participate in this federally funded contract and are not presently declared by any Federal department or agency to be:

   

  1. Debarred from participation in any federally assisted Award;
  2. Suspended from participation in any federally assisted Award;
  3. Proposed for debarment from participation in any federally assisted Award;
  4. Declared ineligible to participate in any federally assisted Award;
  5. Voluntarily excluded from participation in any federally assisted Award; or
  6. Disqualified from participation in ay federally assisted Award.

  By signing and submitting its bid or proposal, the bidder or proposer certifies as follows:

  The certification in this clause is a material representation of fact relied upon by the AGENCY. If it is later determined by the AGENCY that the bidder or proposer knowingly rendered an erroneous certification, in addition to remedies available to the AGENCY, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. The bidder or proposer agrees to comply with the requirements of 2 C.F.R. part 180, subpart C, as supplemented by 2 C.F.R. part 1200, while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

• Federal Clause - Lobbying Restrictions (required) —

  LOBBYING RESTRICTIONS

  31 USC § 1352

  2 CFR § 200.450

  2 CFR part 200 Appendix II (J)

  49 CRF part 20

  The undersigned certifies, to the best of his or her knowledge and belief, that:

  1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering A-48 into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
  2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
  3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

  This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

• Federal Clause - Financial and Technical Responsibility (required) —

  Confirm that you, the contractor/vendor/proposer, have the sufficient organization, experience, accounting and operational controls, technical skills, and sufficient financial resources, or the ability to obtain them, to successfully perform the contract according to all terms and conditions.

• Federal Clause - Tax Liability and Felony Conviction (required) —

  Pursuant to the requirements of FTA Master Agreement 4(g), confirm that: 

  1. The contractor/vendor/proposer does not have any unpaid Federal tax liability; AND
  2. The contractor/vendor/proposer has not been convicted of any Federal felony within the preceding 24 months. 
• Recent or Current Litigation Disclosure (required) —

  Is your company involved in active litigation or has your company been involved in litigation within the last 3 years?

• Evidence of Insurability (required) —

  Evidence of the following coverage

  1. Bureau of Worker’s Compensation Certificate
  2. Employer Liability Insurance Certificate
  3. Commercial General Liability Insurance Certificate
  4. Commercial Auto Liability Insurance Certificate
• Evidence of Warranty (required) —

  Proposer's Warranty Information

• General Procurement Type (required) —

  Select Goods or Services

• Federal Procurement Type (required)
• Location of RFP Services (required)
• CONTRACT TERM (required) —

• Is this Project in excess of $10,000? (required)
• Is this Project in excess of $25,000? (required)
• Is this Project in excess of $100,000? (required)
• Is the Project in excess of $150,000? (required)
• Is the Project in excess of $250,000? (required)
• Will the awarded vendor use subcontractors?
• Will this Project involve property that may be transported by ocean vessel? (required)
• Will this project involve foreign transport or travel by air? (required)
• Is your Company a Disadvantaged Business Enterprise (DBE)?
• Does this project involve safety-sensitive functions? (required)