Request for Proposals (RFP)
Landscaping
Services for
Richmond Housing
Authority
RFP Release Date:
April 2, 2025
Qualifications Due by:
4:30 PM on April 24, 2025
Submit Qualifications through:
City of Richmond Bids Online
RFP Contact:
Gregory Palomino
Admin. Assistant
[email protected]
Table of Contents
I. Introduction …………………………………………………………………………….………3
II. Scope of Services…………………………………………………………….……. ….…….4-5
III. Timeline ………………………………………………………………………….….…………5-6
IV. Contract Terms and Conditions …………………………………………….….…………6 V. Proposal Submittal Guidelines.………………………….…………….………...…………7 VI. Required Submission Package …………………………….…………………….……….8 VII. Evaluation and Selection Criteria ………………………….…………………….………9-10 VIII. Special Conditions ……………….………………………………………………….…….10-12
Attachments
Attachment A: Standard Contract (Sample)
Attachment B: Insurance Requirements – Type 1: Consultants and Contractors Attachment C: Richmond Sanctuary City Contracting Ordinance Attachment D: Sanctuary City Compliance Statement
Attachment E: HUD Forms 5369-B
Attachment F: HUD Forms 5369-C
Attachment G: Resolution 86-21
Attachment H: Disclosure Statement for Limited Liability Companies
Section I: Introduction
Purpose
The Richmond Housing Authority (RHA) is to solicit qualified firms to perform landscaping services for the RHA at the Nystrom Village Property.
The City of Richmond
The City of Richmond was incorporated in 1905 after the Santa Fe Railroad established its western terminus at Point Richmond in 1899, with ferry service to San Francisco. The City grew significantly at the onset of World War II with the opening of the Kaiser Richmond Shipyards at Richmond’s South Shoreline in 1941 (its population quadrupled from 23,600 in 1940 to over 93,700 in 1943), as tens of thousands of new residents immigrated to the City to work in the shipyards, many of whom were Black. During the decades that followed, major developments such as Marina Bay, the Hilltop Shopping Center, the Knox Freeway, and Richmond Parkway shaped the economy and geography of Richmond. Residential development continued, and thousands of Asian and Pacific Islander and Latino persons immigrated to the community.
Today, Richmond is a diverse and growing maritime, industrial, and residential community, with a population of over 110,000. The City is located on a peninsula 16 miles northeast of San Francisco, directly across the San Francisco Bay, and has a total area of 56 square miles, of which 33.7 are land area and 22.3 are water area.
Richmond Housing Authority
The RHA is a municipal corporation that is federally funded and regulated primarily under the U.S. Housing Act of 1937 as amended (42 USC 1437 et seq.). Created as a state agency in 1941 under the State Housing Authorities Law (Health & Safety Code Section 34200 et seq.), the RHA is bound by federal, state, and local laws.
The RHA serves the Richmond community by providing affordable housing and support services to low-income families, individuals, and seniors. The RHA is committed to improving the quality of life for its residents and fostering strong, vibrant communities.
RFP Overview
This RFP describes the scope of work, contract terms, proposal submission requirements, and evaluation criteria for landscaping services contract. The contract term will begin July, 1 2025 and end June 30, 2027, with the option to extend for one additional year upon mutual agreement of both parties.
Section II: Scope of Services
The main property site, owned and managed by RHA, is known as Nystrom Village. It comprises 51 wood-frame duplexes built in 1941, totaling 100 residential units. Spread over four (4) blocks and nine (9) acres, the site is located between Florida Avenue and Virginia Avenue (north to south), and South 13th Street and South 16th Street (east to west) in Richmond, CA 94804. The property has a mix of 1-, 2-, and 3-bedroom units.
The secondary site, owned and managed by RHA, is known as the Hacienda Excess Lot. It is located at the corner of Roosevelt Ave and 13th street sharing the same block as the Hacienda Heights Senior Apartments. This excess lot is approximately 1.8 acres
The selected landscaping company will be responsible for ensuring the grounds remain pleasing to the eye, safe, and well maintained.
Nystrom Village Scope of Services
1. General Landscaping Maintenance
Mowing, edging, and trimming of all lawns on a weekly basis during the growing season. During the dormant season the focus will shift leaf removal, debris cleanup, general landscape upkeep, and trash abatement.
Maintenance of the road verge, or the area between the sidewalk and the street. Cutting down the backyards of the vacant units on a monthly basis. RHA is considering including the cutting down of occupied units’ backyards in the scope of services as well.
Removal of lawn clippings, leaves, and other debris from walkways, driveways, and common areas.
Fertilization of turf areas according to a seasonal schedule to promote healthy grass growth.
Aeration and over-seeding of lawns as needed to maintain density and appearance.
2. Tree and Shrub Care
Pruning and trimming of trees, up to the vendor specified height, and shrubs to maintain shape, health, and safety.
Removal of dead, diseased, or hazardous branches.
Fertilization and disease prevention treatments as necessary. Monitoring and treatment of insect infestations or diseases affecting trees and shrubs.
3. Flower Bed and Plant Maintenance
Creation of flower and drought resistant plant beds in various areas at the start of the contract.
Planting and maintaining seasonal flowers in created flower beds. Regular weeding and mulching to maintain flower and plant beds.
Watering and fertilizing plants as needed to ensure vibrant growth.
4. Pest and Weed Control
Weed and pest management must comply with city code RMC 9.48.010, which largely bans herbicides. Alternative eco-friendly methods such as manual removal, mulching, and organic treatments should be utilized.
5. Hardscape and Common Area Maintenance
Cleaning and maintenance of community sidewalks, driveways, parking lots and patios.
Removal of litter and debris from all common areas.
6. Seasonal Services
Spring clean-up, including removal of winter debris and preparation of planting beds. Fall clean-up, including leaf removal and preparation of plants for winter.
7. Reporting and Communication
Quarterly reports on landscaping activities performed and upcoming maintenance tasks.
Designation of a primary contact for communication between the community management and the landscaping company.
8. Additional Services
Recommendations for landscaping enhancements or improvements.
Hacienda Heights Excess Lot Scope of Services
1. General Landscaping Maintenance
Requires vegetation control on a monthly basis as well as debris and trash removal.
Section III: Timeline
The tentative time schedule for this contract is as follows:
1. Proposal deadline …………………………………...…………… Thursday, April 24, 2025
2. Proposal evaluations begins……………………………..………. Friday, April 25, 2025
3. Firm selection …………………………………………………....…Tuesday, May 6, 2025
4. Contract joint approval by RHA and City Council ……….…..…. Tuesday, June 17, 2025
Once a vendor contract is approved by RHA and City Council, RHA will immediately begin the contract and vendor approval process. In general, this process takes approximately two weeks if there are no issues. Delays are most commonly caused by issues related to vendor insurances.
Section IV: Contract Terms and Conditions
Contract Term
The anticipated term of this contract will begin on July 1, 2025 and end June 30, 2027, with the option to extend for one additional year upon mutual agreement of both parties.
Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived. Prior to the start of work, the successful Contractor shall obtain all other required permits from the City of Richmond, for which the fees will not be waived. The successful Contractor shall also obtain any other permits required from other agencies for the completion of the project, for which the fees will not be waived.
General Conditions of the Contract
Contractor and all subcontractors shall comply with Instructions to Offerors non-Construction (HUD Form 5369-B, Attachment E), Certifications and Representations of Offerors Non- Construction Contract (HUD Form 5369-C, Attachment F) and Table 5.1 of HUD Handbook No. 7460.8 REV 2 which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal (Attachment D).
Insurance Requirements
Contractor shall maintain in full force and effect during the entire contract term the Insurance Requirements as described in “City of Richmond - Insurance Requirements -” Type 1 – Consultants and Contractors (Attachment B).
Section V: Proposal Submission Guidelines
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals, and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
All proposals must be submitted by 4:30 PM on Thursday, April 24, 2025 Proposals should be well-organized and address all aspects of the RFP. Include information on your company profile and experience, relevant project examples, your proposed staffing plan, pricing structure, and references.
All questions and requests for clarification regarding the RFP must be submitted in writing by 10:00AM PST, on April 18, 2025, via the BidsOnline system under the Q&A tab. Staff will provide responses in writing to all questions and post them on the RFP website for reference by all interested vendors.
The COR and the RHA reserves the right to conduct interviews with shortlisted vendors.
Proposals become the property of the COR and the RHA and may be subject to public disclosure after the selection process is complete.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Section VI: Required Submission Package
The submission package must also include the following:
1. Cover sheet referencing this RFP with the name of the firm, contact information, number of employees, and location of office(s).
2. Firm’s Experience: Demonstrate your firm’s experience in jobs similar in scope and complexity as described in this solicitation. Provide your firm’s capability and methodology of rendering the services outlined and summary of experience.
3. References: Provide references of customers, clients, or owners for whom you have delivered similar services. Please include statements or letters of recommendation from customers/clients describing job performance and service. Provide the point of contact, telephone number, email, title, and relation to you. RHA intends to contact these references to determine reliability, job performance, service, and other information.
4. Proposed Rates and Fees: A fee schedule or fixed price for the project for the required services in the Scope of Work Section except for the vacant unit backyards. Include additional charges for services and reimbursable expenses.
Please include separately the cost per vacant backyard and per occupied unit backyard.
5. Completed Attachments: Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal (Attachment D), Certification and Representation of Offerors (HUD Form 5369-C, Attachment F), and Disclosure Statement for Limited Liability Companies (Attachment H)
Section VII: Evaluation and Selection Criteria
The selection committee will evaluate, and rate proposals based on the following criteria:
All proposals will be reviewed to determine conformance with the RFP requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional, or contains irregularities will be rejected.
COR or RHA Reserves the right to:
● Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
● Exercise discretion and apply its judgment with respect to selection of any proposals submitted.
● Reject all proposals.
Depending on the content as determined by the selection committee, COR and RHA may conduct interviews of the top-ranking firms before final selections are made.
The total points for both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and Evaluation Criteria Maximum Points
Quality of the Proposal
o Overall quality and professional appearance of the
proposal submitted, based upon the opinion of the
evaluators.
5 Approach & Understanding
o Quality of the proposed plan for completing the
landscaping services.
o Understanding of RHA’s requirements.
25 Experience
o Demonstrated successful past performance experience for multi-building residential properties, including similar scope and complexity
25 References
o Positive references from previous clients and experience with Public Housing Agencies
5 Proposed Costs
o Overall cost competitiveness
o Transparency of any additional charges or reimbursable expenses.
40 Total Potential Points 100
responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
COR or RHA may negotiate elements of the contract as required to best meet the needs of COR or RHA, with the apparent successful Proposer. If, during contract negotiations and/or during the terms of the agreement, the Successful Proposer finds that the requirements can be met in a more advantageous way, the successful Proposer shall notify RHA in writing of such finding. RHA may include such changes in the Contract.
If COR or RHA determines, in the course of negotiations, that a satisfactory contract cannot be executed in a timely fashion, COR or RHA may reject the successful Proposer and either terminate the procurement process or initiate negotiations with other Proposers in the order of their relative ranking.
Section VIII: Special Conditions
Reservations
This RFP does not commit the City of Richmond or the Richmond Housing Authority to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. RHA may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against RHA.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submission to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Right to Cancel
COR or RHA reserves the right to cancel or revise, for any or no reason, in part or in its entirety, this RFP. If COR or RHA cancels the RFP prior to the deadline for proposals or revises the RFP, notification will be placed on the City of Richmond’s BidsOnline System www.ci.richmond.ca.us/bids.
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment G), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations
(LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment H).
Additional Information
COR or RHA reserves the right to request additional information and/or clarification from any or all proposers to this RFP but is under no obligation to do so.
HUD Section 3 Clause
1. The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.
2. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations.
3. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the contractor's commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin
4. The contractor agrees to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 135.
5. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the
contractor's obligations under 24 CFR Part 135.
6. Noncompliance with HUD's regulations in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.