Project Information

Bid Title

Low Profile Landscape

Issuing Agency

City of Westfield

Location

Indiana

Published Date

Oct 10, 2025

Closing Date

Nov 21, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Low Profile Landscape

• Low Profile Landscape RFP 2026-2028

Attachment Preview

City of Westfield

Request for Proposal (RFP)

Low Profile Landscape Maintenance

Prepared by: City of Westfield

Proprietary and Confidential

Table of Contents

1. 1. Purpose of the Request for Proposal

2. 2. Technical and Contractual Contacts

3. 3. Key Dates

4. 4. Guidelines for Proposal Preparation

5. 5. Proposal Content

6. 6. Scope of Services (Attachment A)

7. 7. Term and Performance

8. 8. Contract Administration

9. 9. Instructions, Conditions, and Notices

10. 10. Supporting Information

1. Purpose of the Request for Proposal

The City of Westfield, Indiana (established in 1834), occupies seven square miles in central

Hamilton County and is home to approximately 60,000 residents. Once an agricultural

community, Westfield has grown into a thriving city with residential, industrial,

manufacturing, and retail development.

The City’s goal is to provide the highest level of customer service to all citizens and visitors.

Quality landscapes and facilities are an essential part of this mission. The City maintains 47

low-profile sites, totaling approximately 120 acres, which include:

- Roadsides

- Undeveloped City property

- Roundabouts

- Other municipal sites

The City is seeking proposals for landscape maintenance services that deliver the best value,

based on (but not limited to):

- Cost, ability, capacity, and skill of the vendor

- Proven ability to deliver timely services

- Documented quality of performance, reputation, and integrity

This RFP is part of the City’s Strategic Sourcing Program, which aims to reduce costs,

increase quality, and enhance operational efficiency.

2. Technical and Contractual Contacts

Technical Contact:

Ben Meier

2728 East 171st Street, Westfield, IN 46074-9544

Phone: 317-619-5813 | Fax: 317-804-3010 | Email: bmeier@westfield.in.gov

Contractual Contact:

Chris McConnell

2728 East 171st Street, Westfield, IN 46074-9544

Phone: 317-372-1192 | Fax: 317-804-3010 | Email: cmcconnell@westfield.in.gov

3. Key Dates

Intent to Respond Due: October 17, 2025 (by 12:00 PM ET via email to Ben Meier)

Proposal Due: November 21, 2025 (by 12:00 PM ET, via email to Ben Meier)

Schedule of Events:

1. RFP Distributed – October 10, 2025

2. Written Confirmation of Intent to Bid – October 17, 2025

3. Vendor Questions Due – October 24, 2025

4. City Responses Issued – October 28, 2025

5. Proposal Due Date – November 21, 2025

6. Awarded Contract Notice – December 3, 2025

7. Agreement Start Date – January 1, 2026

4. Guidelines for Proposal Preparation

Submission Requirements:

- Award will be based on responsiveness, cost, quality, process enhancement, and overall

value.

- Proposals may be submitted individually or in partnership with other firms.

- Teaming arrangements must be disclosed, with one primary proposer responsible for

performance.

- Proposals should include: Executive Summary, Scope/Approach/Methodology,

Qualifications and Experience.

Conditions:

- This RFP does not bind the City to any contract.

- The City reserves the right to reject proposals, negotiate terms, or cancel the RFP.

- All proposal costs are the responsibility of the vendor.

5. Proposal Content

Executive Summary:

- Firm profile

- Experience and capabilities

- Key personnel qualifications

Scope, Approach, and Methodology:

- Details on how the vendor will meet the Scope of Services (Attachment A).

6. Scope of Services (Attachment A)

General Services:

- Weekly routine lawn care (mowing, edging, cleanup of hard surfaces)

- Seasonal turf management (pre-emergent, fertilization, weed control)

Detailed Lawn & Landscape Care:

- Weekly mowing and trimming

- Monthly edging

- Cleanup and litter removal

- Turf applications (spring, summer, fall fertilizer & herbicide)

7. Term and Performance

Contract Term: January 1, 2026 – December 31, 2028

Performance Monitoring:

- Monthly activity reports

- Periodic inspections

- Contractor must maintain equipment in good condition

8. Contract Administration

Payments:

- Net 30 days from invoice receipt

- Preferred: City purchase card

Invoice Schedule:

- Submitted by the 25th of each month

- Emailed in PDF to ap@westfield.in.gov

9. Instructions, Conditions, and Notices

- Addenda: Must be acknowledged in proposals.

- Non-Collusion Affidavit required.

- All communications must be written; no oral interpretations binding.

- Vendors strongly encouraged to inspect sites before submitting proposals.

10. Supporting Information

Maps and Site Data:

https://pi.youraspire.com/public/sections/de4fca11-f834-40f4-a88e-2c73f7620328

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