Weed Control Services 2026-2027

The City of Cottonwood is soliciting quotations for Services to control and eradicate weeds at multiple locations within the City. Services to include pre- and post-emergent applications as well as spot treatment and warranty re-application should weeds appear between applications. Additional information and specifications can be found in the Scope of Work included. The services will be purchased for a one (1) year period (April , 2026 - March , 2027) via purchase order. This solicitation is for quotations only and is not a sealed bid process.

Background

The City of Cottonwood owns multiple parcels of property throughout the City which requires weed control services. Successful Offeror must provide sufficient property inspections and department contact to include calls, emails or in-person meetings to ensure that the weed control is being maintained at an acceptable level.

Project Details

• Reference ID: 2026-RFQuote-003
• Department: Public Works
• Department Head: David Hausaman (Public Works Director)

Important Dates

• Questions Due: 2026-03-27T21:00:13.677Z

Evaluation Criteria

• Insurance Requirements —

  The selected contractor must provide the following documentation:

  Proof of Insurance:  The Contractor shall maintain all insurance policies which may be required by Federal and State laws, County and City ordinances, regulations and codes during the term of this agreement in the amounts specified below by companies licensed in Arizona with a current AM Best rating of A:VIII or better. The  City's Risk Management reserves the right to review and make an exception for substitute/alternative coverage. Failure to maintain insurance as specified herein may result in termination of agreement at the City's option. 

                                                                                                  Minimum Requirements               

  Worker’s Compensation                                                    Statutory Requirements
  General Liability                                                                  $2,000,000 Aggregate
                                                                                                 $1,000,000 per Occurrence
  Products/Completed Operations                                     $1,000,000 per Occurrence
  Automobile Liability                                                           $1,000,000 per Occurrence

  Liability policy shall include coverage for:

  1. 1. Liability assumed in agreements in effect in connection with insurer’s operations.
     2. All owned, hired, or non-owned automotive and truck equipment used in connection with the insured operation.

  Contractor must furnish to the City a Certificate of Insurance with written evidence of the types and amounts of insurance coverage required by the City, including endorsements naming the City as an additional insured, and waiving subrogation against the City.

  The Contractor’s insurance is primary as to any claims resulting from the contract.

  These policies shall not expire within the term of this project.  If a policy does expire during the term of the agreement, a renewal Certificate of the required coverage must be sent to the City of Cottonwood not less than ten (10) days prior to the expiration date.  All policies shall contain an endorsement providing that written notice be given to the City at least thirty (30) calendar days prior to termination, cancellation, or reduction of coverage on any policy. Neither the Contractor nor any subcontractor shall commence work under the project until the City has approved the insurance.  The entire project covered shall be at the Contractor’s risk until final acceptance by the City.

• Additional Terms —

  Work shall be scheduled to minimize disruption of the surrounding residential neighborhood.

  The City and the selected Contractor will determine the dates for which all work shall be scheduled.  Work must be completed within those dates in an efficient manner.

  The selected Contractor shall be held responsible for any and all incidental damage occurring as a result of the work performed by the Contractor.

  No additional charges or other costs incurred by the selected Contractor shall be allowed without prior authorization from the City.

  The selected Contractor shall comply with all applicable OSHA safety regulations.

  The selected Contractor shall give forty-eight (48) business hour notice prior to the start of the project.

  The selected Contractor shall supply all required equipment, personnel, vehicles, and materials required to complete the job.

  Respondents to this Request for Quotes are strongly urged to visit the sites prior to the submission of the quote.

• Scope of Services —

  This RFQ consists of multiple properties.  Refer to Description of Work below in conjunction with Attachment A - Proposed Fee Schedule to properly identify work and frequency of work required. 

  All application and services shall be in compliance to Arizona Landscape Contractors Association (ALCA) Sustainable Landscape Management (SLM) best practices. These practices are the best practices based on the industry's current research and knowledge. Some practices may change or be modified as the industry continues to improve based on research, climate and implementation of technology.

  Chemicals, techniques and processes shall comply with applicable federal, state and local laws, regulations, standards and ordinances pertaining to health, safety and environmental protection.

• Scope of Work/Specifications —
  1. The Contractor shall spray all areas specified below with pre-emergent herbicide applications a minimum of twice per year. The application is to be timed as best as possible with rain events according to Arizona Landscape Contractors Association, Sustainable Landscape Management (SLM) standards for time of year. Certificates of the applications are required by law and submitted upon completion. The Contractor shall also provide post-emergent eradication services at those sites a minimum of twice per year, as well as spot eradication at any sites observed to have additional or heavy weed growth/infestations between scheduled applications.  Spot spraying of common weeds that do not require selective herbicides shall be included in the maintenance. The Contractor may combine the pre-emergent and post-emergent spray applications into a single application if he/she desires, but the Contractor will also warranty all work.  The warranty shall include re-applying a post-emergent should weeds appear between applications. 
  2. Herbicides
     1. Glyphosate shall be used for all post-emergent applications and Pendimethalin shall be used for all pre-emergent applications.  Mixing shall be in accordance with product label and directions.
     2. Herbicides shall be applied in conformance with all federal, state, county and municipal statutes, regulations, ordinances and environmental health and safety standards.  The Contractor may recommend when and where to apply herbicides, but shall not proceed without written direction from the City.
  3. Water. The Contractor is responsible for their own water supply.  Class A+ reclaimed water is available twenty-four (24) hours a day, seven (7) days a week at the City’s Wastewater Treatment Plant located at 1480 W Mingus Avenue in Cottonwood, AZ.  A PIN can be attained at the Utility Department located at 111 N Main Street in Cottonwood, AZ.  The rate for the reclaimed water is $0.92 per 1,000 gallons.  NO HYDRANT USE IS ALLOWED.
  4. Spraying
     1. The Contractor shall use extreme caution when spraying in areas of decorative landscaping (no over spraying).  Areas with decorative landscaping shall be treated with a hand held device.  Any decorative landscaping that is damaged as a result of the Contractor’s work shall be replaced at the Contractor’s expense.
     2. Care shall be taken concerning existing tree species within all site areas to minimize any damage and to implement proper techniques for the protection of tree species.  Trees damaged from herbicide over spray or direct applications shall be replaced at the Contractor’s expense in relation to the height and size of tree(s) affected. The City will work with the Contractor to determine the cause of the damage. The Contractor shall notify the Public Works Maintenance Manager of any items found on site that require the City’s attention.  The Contractor is to hand apply herbicide to any weeds near landscaping.
     3. Die shall be placed in the weed spray in all areas except for public roadways. This will allow the City to determine where the Contractor has and has not sprayed.
  5. Schedule/Log of Operations
     1. The Contractor, as part of their duties, shall supply the City with a month-to-month schedule of operations (10 months out of the year) for all site locations listed in the Bid Section.  The schedule shall include day-to-day requirements of weed/herbicide spray operations necessary in order to eradicate all weeds at each site location specified.  Any changes to this schedule shall require a phone call to the Public Works Manager.  The Contractor shall not perform any work without first receiving written or emailed direction from the City to perform the work.  The City reserves the right to remove work from the Agreement at the City’s discretion.
     2. Hours of service are to be coordinated with the respective department manager.  The work hours shall coincide with the City’s noise ordinance as follows:
        1. October 1 – May 1 no start up before 7:00 a.m.
        2. May 1 – October 1 no start up before 6:00 a.m.
     3. The Contractor shall keep a running log of all spray operations at City facilities.  This log shall be turned in monthly to the City pertaining to all site locations serviced, times of spray operations, type of chemical applied and amount of chemical applied (as per container specifications).  This log shall include all other extraneous spray operations necessary to keep control of weeds during heavy growth months which were outside the normal schedule program.  Should the City desire, a sample of container materials can be taken to determine chemical makeup and quantity of chemical being used in order to determine proper applications per container labeling.  This sample can be taken more than once during a given three (3) month period should the City desire to keep sample information for future purposes or requests by the public for such information pertaining to public safety monitoring of chemical makeup and application per industry standards (container specifications).
  6. Warranty
     1. Should weeds appear in areas between routine/scheduled applications, the Contractor shall return to the area promptly and apply a post emergent to the weeds at the Contractor’s expense.
     2. Contractor shall restore and replace, at Contractor’s cost, any trees, shrubs, ground cover, lawn, irrigation equipment, perennials, or annuals damaged by Contractor’s action or lack of action. 
  7. Other Items
     1. The well sites have combinations locks.  The code will be provided to the successful Bidder.
     2. Contractor's employees shall maintain a uniform, logo vest or logo shirt properly identifying them with the company at all times while working on the property.
     3. Traffic control necessary while working at the property shall be at no extra cost to the City.
     4. Dump fees, taxes and materials associated with the contracted work shall be included in the contract price.
     5. Any damage caused to the City's property by the contractor is to be repaired at no cost to the City.
     6. Damage resulting from rodents and other animals will not be the responsibility of the maintenance contractor. However, the maintenance contractor must notify the owner of any issues.
     7. Postings to notify the public of treatment are only required if mandated by local, state and/or federal law.
  8. Changes to Scope of Work/Specifications. The City may add or delete sites to be treated, and payment shall be adjusted accordingly based on the unit prices.
• Subcontracting —

  No subcontracting will be allowed under this contract. However, at the City's discretion, the City may allow a sub-contractor to perform work incidental to the scope of work which is outside the contractor’s license type. Any lower-tiered subcontractor shall be bound by all requirements. All Contractors must notify the Contract/Purchasing Administrator of any subcontractor prior to work being done by the subcontractor.

Submission Requirements

• Purchase Order (required) —

  I have read and agree to the attached City of Cottonwood Purchase Order Standard Terms and Conditions.

• Quote Quantities (required) —

  It is expressly understood and agreed by the parties hereto that the quantities of the various classes of Services and/or Materials to be furnished under this Contract, which have been estimated as stated in the Pricing Proposal, are only approximate and are to be used solely for the purpose of comparing, on a consistent basis, the Offeror's quote presented for the Work under this Contract. The selected Contractor agrees that the City shall no be held responsible if any of the quantities shall be found to be incorrect and the Contractor will not make any claim for damages or for loss of profits because of the difference between the quantities of the various classes of Services and/or Materials as estimated and the Services and/or Materials actually provided.

• City of Cottonwood Business License (required) —

  Does your firm have a City of Cottonwood Business License?

• If yes, please enter your City of Cottonwood Business License number. (required)
• City of Cottonwood Business License (required) —

  If you do not currently have a City of Cottonwood Business License and you are the successful offeror, you will be required to attain a license (found at www.cottonwoodaz.gov) prior to beginning any work for the City.

• Certificate of Insurability (required) —

  I hereby certify that as an Offeror to the City of Cottonwood (City) for this solicitation, I am fully aware of the insurance requirements contained in the solicitation and/or agreement and by submission of this offer, I hereby assure the City that I am able to produce the insurance coverage required should be selected to be awarded this solicitation.

  Should I be awarded the this solicitation by the City and then become unable to produce the insurance coverage specified within ten (10) working days, I am fully aware and understand that this shall constitute a material breach of this agreement and shall be subject to penalties up to and including termination of the agreement at the sole discretion on the City. I also understand and am fully aware that I may not be considered for further projects by the City.

• Comments or additional information regarding your quote —

  You may use this section to provide any comments or clarifications on the quote you provided.

• Project Description (required) —

  Please provide a brief project description. A few sentences of pagraph.

• Is this for a purchase or service less than $50,000? (required)
• Pricing table required? (required)
• Contract or Purchase Order? (required) —

  Will this solicitation result in a Contract or a Purchase Order only?

• The term of this contract is (required)
• Renewals (required)
• Intent to Award Date (required) —

  Provide the date evaluations will be complete and team provides a recommendation for the Council

• Expected Contract Start Date (required) —

  Expected date of the Council meeting that the Contract will be going to

• Evaluation Criteria Required? (required)