Project Information

Bid Title

Downtown San Mateo Landscape Maintenance

Issuing Agency

City of San Mateo

Location

California

Published Date

Mar 9, 2026

Closing Date

Mar 31, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Downtown San Mateo Landscape Maintenance
Category:	ALL OPEN RFPs
Status:	Open

Description: Requesting bids for a two-year downtown San Mateo landscape maintenance contract. Publication Date/Time: 3/9/2026 10:00 AM Closing Date/Time: 3/31/2026 2:00 PM Contact Person: Karoline Woodhouse kwoodhouse@cityofsanmateo.org 650-522-7424 Related Documents: 2026 Downtown San Mateo Landscape Maintenance RFP

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REQUEST FOR BIDS AND CONTRACT PACKET

DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES

For the Period of

July 1, 2026 – June 30, 2028

CITY OF SAN MATEO, CALIFORNIA

March 9, 2026

Parks and Recreation Department

Landscape Resources Division

2001 Pacific Blvd.

San Mateo, CA 94403

Telephone: (650) 522-7420

FAX: (650) 522-7421

REQUEST FOR BIDS

CITY OF SAN MATEO, CALIFORNIA

LANDSCAPE MAINTENANCE SERVICES

CONTENTS

NOTICE INVITING SEALED BIDS ..................................................................................................................... 1

GENERAL INFORMATION .............................................................................................................................. 2

Selection Process / Criteria .................................................................................................................. 2

Required Qualifications ........................................................................................................................ 3

GENERAL PROVISIONS .................................................................................................................................. 4

Examination of the Site ............................................................................................................................ 6

San Mateo Business License Guidelines ................................................................................................... 7

Prevailing Wage Compliance Requirements ............................................................................................ 7

EXHIBIT A: SCOPE OF WORK ......................................................................................................................... 8

General Work Specifications .................................................................................................................... 8

Detailed Work Specifications.................................................................................................................... 8

IPM Policy ............................................................................................................................................... 13

Maintenance Frequency Summary......................................................................................................... 15

Extraordinary Work ................................................................................................................................ 16

EXHIBIT B: PAYMENT SCHEDULE................................................................................................................. 18

EXHIBIT C: INSURANCE REQUIREMENTS..................................................................................................... 19

EXHIBIT D: MAP........................................................................................................................................... 21

EXHIBIT E: SAMPLE FORMS ......................................................................................................................... 22

SUBMITTALS................................................................................................................................................ 25

SAMPLE AGREEMENT FOR SERVICES (Complete only after bid acceptance) ......................................... 26

BID FORM................................................................................................................................................ 37

SCHEDULE OF PROPOSAL ITEMS ........................................................................................................ 38

CONTRACT LABOR SUMMARY............................................................................................................ 40

DESIGNATION OF SUB-CONTRACTORS .............................................................................................. 41

BIDDER’S STATEMENT ........................................................................................................................ 42

NONCOLLUSION AFFIDAVIT ............................................................................................................... 45

CERTIFICATE OF NONDISCRIMINATION ............................................................................................. 46

CERTIFICATION OF PAYMENT OF PREVAILING WAGE SCALE ............................................................. 47

STATEMENT OF QUALIFICATIONS ...................................................................................................... 48

CITY OF SAN MATEO, CALIFORNIA March 9, 2026.

NOTICE INVITING SEALED BIDS

Sealed bids will be received by the City of San Mateo, California, for DOWNTOWN SAN MATEO

LANDSCAPE MAINTENANCE SERVICES as described in General Provisions & Exhibit A: Scope of Work

entitled DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES, Parks and Recreation

Department, and all addenda thereto.

The entire REQUEST FOR BIDS FOR DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES and

all associated documents necessary for bid submission are available electronically at

www.cityofsanmateo.org/Bids.aspx

Any questions regarding the contract documents should be directed to Karoline Woodhouse, Tree

Maintenance Specialist, at (650) 522-7424, or at kwoodhouse@cityofsanmateo.org.

Any pertinent updates, questions raised by contractors bidding the project or addenda to the scope of

work will be posted on the city bid posting page.

Evidence of insurability shall also be included with the bids. The successful bidder will have insurance

coverage to City specified limits.

All bids are to be accompanied by proof of registration with the Department of Industrial Relations pursuant

to Labor Code 1725.5.

The Contractor will not be permitted to subcontract any of the work in this contract without prior written

permission of the City.

The Contractor will enter into the City’s Standard Agreement for Services, a sample of which is included with

this “Notice Inviting Sealed Bids.” Any requested changes to the contract must be included with Bidder’s bid

and the City, in its sole discretion, will determine whether or not to agree to these changes prior to bids award.

Any changes not agreed to by the City will render the bids non-responsive.

The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any formality in

bids, and to accept, modify, or reject any items of the bid.

In accordance with Municipal Code section 3.60.040(a)(3), the proposal/bid will not necessarily go the

lowest bidder and other factors such as experience and skills will be considered.

Each Bidder shall submit one (1) hard copy of the Bid package. Said Bids shall be delivered to the San

Mateo City Clerk, c/o Karoline Woodhouse, 330 W. 20th Avenue, San Mateo, California 94403, no later

than 2:00 pm, March 31, 2026.

Bids shall be opened and read by a City representative and said City representative shall report the results

of the bids to the Director of Parks and Recreation, at which time the Director may award the contract to

the bidder whose demonstrated experience, competency, and pricing represent the best value for the City;

or as the City's interest may dictate, Director may exercise its right to modify the award or reject any or all

bids.

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GENERAL INFORMATION

The City of San Mateo is soliciting Bids from qualified bidders for landscape maintenance services for a

two-year period starting July 1, 2026, and terminating June 30, 2028. The City can extend this

agreement by written amendment for up to three (3) additional one-year terms. The term of the

extension shall be one year at a time. The purpose of the desired maintenance contract is to provide

landscape maintenance services for numerous planters, landscapes and trees located in the Downtown

San Mateo area (see the attached map).

It is the intent of the City to award a contract, in a form approved by the City Attorney, to the selected

firm. The City reserves the right to further negotiate the terms and conditions of the contract. The City

shall preserve the right to reject any bid for noncompliance with contract requirements and provisions,

or to not award a contract because of unforeseen circumstances or if it is determined to be in the best

interest of the City. This project will be awarded based on Bidders’ demonstrated ability and

performance providing similar services at a fair and reasonable cost. This contract may not be awarded

to the lowest bidder.

The selected firm will work closely with the Tree Maintenance Specialist and/or other City staff to

ensure the most appropriate care and maintenance of the City’s downtown landscaping with sensitivity

to the City of San Mateo, its residents and visitors.

Selection Process / Criteria

The City will evaluate and rank Bids based on various selection criteria. Any Bid may be rejected if it is

conditional, incomplete or contains irregularities. Minor or immaterial irregularities in a Bid may be

waived. Waiver of an irregularity shall in no way modify the Request for Bids nor affect recommendation

for award of the Contract. Information contained in the Bid should provide information for the City to

evaluate the company on the following criteria, listed in relative order of importance, including:

• Ability of the Contractor to provide innovative approaches and techniques in the delivery of

services and partnering with the City to reach high quality outcomes.

• Demonstration of exceptional ability to provide a high level of quality service standards under

similar conditions to institutions, private or public, of similar size and area requirements.

• Quality and performance assessments of work quality and working relationships with current

and recent clients that indicate high levels of satisfaction and effectiveness.

• Proven competencies in the effective and efficient use of natural resources, and implementation

of best management practices.

• Policies that provide highly trained, competent staff at every level of the organization.

• Demonstration of a high level of stability and long-term, high quality performance of the

Contractor.

• Well organized communication systems and electronic reporting capabilities that demonstrate

an ability to complete tasks efficiently and effectively without constant supervision by the City.

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In evaluation of Bids, the City will adhere to the current City of San Mateo Municipal Code Section

3.60.040 “Award Procedures” for the award of contracts. Each bid will be evaluated based on firm

qualifications and the required submittals.

Required Qualifications

Award will be made to the firm who best meets the City’s requirements and who offers the most

advantageous combination of low price and highest qualifications for all the criteria described in this

document. All firms submitting bids must hold a valid State of California C-27 Contractor’s License. The

license must be in good standing for the previous five (5) consecutive years without any official

unresolved record of complaints registered or filed with the Board of California Department of

Consumer Affairs. The Proposer shall also maintain a California State Licensed Pest Control Applicator or

Qualified Applicator Certificate with a Maintenance Gardener Business License, Category B.

Each proposer will be required to furnish satisfactory evidence that he has sufficient means, equipment

and experience to enable him to undertake and successfully complete the work herein contemplated. The

Proposer shall provide a work force sufficient to complete the work as specified. Competent and

experienced workers shall perform the work.

A cover letter shall be submitted describing all persons that will be performing the work outlined in the

contract. Personnel must be qualified and trained in the landscape maintenance industry. Workers

skilled specifically in state-of-the-art, automatic irrigation systems, shall perform irrigation maintenance

and repairs. The work force shall include a thoroughly skilled and experienced supervisor who shall be

responsible for adherence to the specifications. At all times during contracted landscape maintenance

activities, the firm shall have work crews on site that are represented by a supervisor who is fluent in

written and oral English and can receive and carry out instructions given by proper authorities. Persons

employed by the Proposer who are found unsatisfactory by the City shall be discharged or reassigned by the

Proposer upon fifteen (15) days written notice from the City.

Proposer shall provide an equipment list including the size and type of water tank to be used for hand-

watering.

Qualified bidders must have provided at least three (3) years professional landscape maintenance services

for municipalities or commercial businesses. Bidder shall supply three (3) references of prior clients within

the last four (4) years, including at least one current client, with the bid (see STATEMENT OF

QUALIFICATIONS). Contractor should have had at least two (2) similar and separate California municipal

or commercial landscape maintenance contracts which have been successfully completed within the last

four (4) years. Each past project shall be comparable to the City’s desired Contract in size and scope

(descriptions of these projects and contact persons must be provided with bid submissions).

The Contractor shall be held liable for the faithful observance of any lawful instructions of the City, not

in conflict with the contract, which may be delivered to said party or his representatives on the work.

Contractor should have a Quality Control Plan with an effective and efficient means of identifying and

correcting problems throughout the entire scope of operations. The successful Contractor shall be

required to comply with this Quality Control Plan throughout the term of the contract. Contractors shall

have a current Safety Manual that meets SB 198 requirements for injury and illness prevention.

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Commodity Codes

• NAICS 561730Landscaping Services

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