Project Information

Bid Title

2026-2027 LANDSCAPE MAINTENANCE

Issuing Agency

City of Poulsbo

Location

Washington

Published Date

Apr 13, 2026

Closing Date

Apr 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2026-2027 LANDSCAPE MAINTENANCE

The City of Poulsbo (“City”) is looking for a contractor to perform various landscaping services including mowing, edging, weeding, fertilizing, and pruning. Landscape services for each site differ and should be bid in accordance specified in the Scope of Services and in the Bid Schedule (Price Form), attached as Exhibit A. The contractor shall provide the necessary staff, tools, and any related equipment to effectively maintain the surrounding landscapes at 4 sites.
Qualified landscape maintenance contractors who demonstrate their success in providing similar services at comparable facilities are invited to submit bids.

Submittals are due to the City by 2:00 pm on April 29, 2026

View the Complete RFP HERE

Exhibit A_Landscaping Bid Schedule

Exhibit B – Bid Forms and Signatures

Landscaping Small Works Contract

Attachment Preview

REQUEST FOR PROPOSALS

Contract Number: CN2026-09

2026-2027 LANDSCAPE MAINTENANCE

PROJECT TITLE:

2026-2027 Landscape Maintenance

PROJECT MANAGER: Mike Lund, Public Works Superintendent

mlund@cityofpoulsbo.com

(360)394-9757

CONTRACT ADMINISTRATION: April Zieman

azieman@cityofpoulsbo.com

(360)394-9746

PROJECT OVERVIEW: The City of Poulsbo (“City”) is looking for a contractor to perform various

landscaping services including mowing, edging, weeding, fertilizing, and pruning. Landscape services for

each site differ and should be bid in accordance specified in the Scope of Services and in the Bid

Schedule (Price Form), attached as Exhibit A. The contractor shall provide the necessary staff, tools, and

any related equipment to effectively maintain the surrounding landscapes at 4 sites.

Qualified landscape maintenance contractors who demonstrate their success in providing similar

services at comparable facilities are invited to submit bids.

GENERAL CONTRACT INFORMATION: The purpose of this Request for Proposal (RFP) is to establish,

through a competitive bidding process utilizing the MRSC Small Works Roster, a contractor to perform

landscape maintenance at 4 sites located within the City of Poulsbo, WA. A non-exclusive contract is to

be awarded from this request.

TERM OF CONTRACT: The term of the agreement shall be for a period of two (2) years with the possibility

of a one(1) year extension.

Poulsbo 2026-2027 Landscape Maintenance RFP

Page 1 of 17

SUBMITTALS: In order to qualify for this project, bidders

Request for Proposal, Issue Date April 13, 2026

Pre-Bid Tour (Optional)

April 20, 2026

Deadline to Submit Questions

April 24, 2026 @ 5pm

Responses to Questions Provided April 27, 2026

Proposals Due

April 29, 2026 @ 2pm

Contract Commencement

Immediately upon contract execution

responsive.

Contractors accept all

risk of late delivery,

regardless of fault.

Any submittal received

after the due date

and time shall be

deemed non-

PROJECT TOURS: A project tour has been established for the date of April 20, 2026, at 10:00 AM at the

Poulsbo Public Works Facility, located at 22097 Viking Ave NW, Poulsbo, WA, 98370. All bidders are

invited to tour the sites at this time, but this is not a mandatory pre-bid requirement. Each bidder will

be allowed to ask questions and will be provided with property information. Please inform Services

Supervisor Victor Cienega by phone or email if you will be attending the tour.

INSTRUCTIONS TO RESPONDENTS

SUBMITTAL REQUIREMENTS: All proposals submitted in response to this project must adhere to the

format set forth in this RFP. Failure of the bidder to adhere to this format will be considered non-

responsive and will eliminate their proposal from any further consideration. Substitutions will not be

accepted during the bid process. Do not leave any space blank. Submittals from minority, women, and

disadvantaged business enterprises are encouraged pursuant to chapter 49.60 RCW and RCW 39.19.060.

A complete response will include:

1) Statement of Qualifications – 7 page limit (excluding Additional Materials and References)

2) Exhibit “A” – Bid Schedule (Price Form)

3) Exhibit “B” – Required Signature Forms

There is no bid bond required for this submittal.

1) STATEMENT OF QUALIFICATIONS

Interested bidders are requested to submit a Statement of Qualifications (SOQ) for the work. The SOQ

shall include the following information:

1. Introduction and Project Understanding – Indicate interest in this project and working for the

City, and any other information that would assist the City in making its selection, including why

your firm is the best qualified to meet the needs of Poulsbo and this project.

2. Company Profile and Experience – Provide a brief history of the business and experience working

on similar projects. Record and verify Contractor has had four (4) years of experience in providing

landscape services to large organizations and/or municipalities and demonstrated quality and

reliability of standards having been met in the service provided.

3. Key Personnel – Identify key staff the contractor might assign as Field Leads, Supervisors and/or

Project Managers for the project. Provide a brief description of their background and relevant

experience. This could be in the form of a resume.

4. Project Team – List all certificates of training pertaining to landscape maintenance for

employees who will be assigned to work on the project.

5. Equipment & Materials – List all equipment and materials which will be used at these project

Poulsbo 2026-2027 Landscape Maintenance RFP

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sites.

6. Additional Materials (Optional) – Material and data not specifically requested. Examples of such

materials include standard sales brochures, pictures, or promotional materials.

7. References – Provide three references (maximum) for whom your firm has performed similar

work within the last five years. Include contact name, current telephone number, and current

email for all references.

The City shall not be liable for any costs incurred in connection with the preparation and submittal of

any proposal or for developing and carrying out interviews, if applicable.

SOQs shall be limited to 7 pages (excluding Additional Materials and References) and will be submitted

along with EXHIBIT A and B, detailed hereafter. SOQs that do not address the items listed

in the submission requirement section, exceed the 7-page limit, or contain information other than what

is requested may be considered incomplete and may be deemed non-responsive by the City.

2) EXHIBIT A – BID SCHEDULE (PRICE FORM)

The Bid Schedule (Price Form) has 4 separate sections, one for each of the 4 sites and one summary

section. Fill in each of the 4 sites and add the Total Costs to the summary sheet and Bid Form.

All rates and pricing submitted shall include all costs, including but not limited to all wages, benefits, the

cost of tools, equipment, ancillary supplies, overhead, profit, taxes, bonds, and other administrative

fees associated with the performance of this contract. Washington State Prevailing Wage rates for

Kitsap County shall apply as required by chapter 39.12 RCW. Contractor, and all subcontractors, must

obtain a valid City of Poulsbo Business License.

Taxes: Sales tax in Poulsbo is 9.3%. The line items for the 4 sites shall not include Washington State

Sales Tax. Sales tax should be added to the Total Annual Costs on the summary sheet.

Bid Errors: If the total annual cost (not including sales tax) of the Bid is an incorrect total of all bid items

included for each individual site or on the bid proposal summary sheet, the total bid price will be

corrected. If tax is calculated improperly, the City shall utilize the correct tax rate and correct the total

bid amount.

3) EXHIBIT B – REQUIRED SIGNATURE FORMS

The Statement of Qualifications and the Bid Schedule/Price Form (EXHIBIT A) submitted in response to

this RFP shall include the documents contained in the Required Signature Form (EXHIBIT B). Please

complete and sign all documents including 1) Bid Form; 2) Proposal Signature Sheet; 3) Non-Collusion

Form; 4) Certificate of Wage Compliance; and 5) Bidders Qualification Certificate. All required submittal

documents must be signed by an authorized representative, having authority to sign on behalf of the

Contractor.

By signing these documents, the Contractor agrees that they are familiar with the local conditions

affecting the performance of the work and the cost of the work at the place where the work is to be

done. The Contractor further agrees to furnish all labor, materials, equipment, tools, traffic control

measures, and any other items necessary to perform and complete the work. Failure to submit all of

these documents shall make the bid non-responsive and not eligible for award.

PROPOSAL PROCESS & EVALUATION: The City reserves the right to act as sole judge of the contents of

the proposals and for selection of a contractor. False, incomplete, or unresponsive statements in

connection with a proposal may be sufficient cause for its rejection.

Poulsbo 2026-2027 Landscape Maintenance RFP

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Proposals will be evaluated by a Committee selected by the Public Works Superintendent or their

designee. The Evaluation Committee will review and evaluate all information provided in the proposals,

with the intention of selecting a Company who submitted a proposal that, in the opinion of the City,

provides the best value (receives the highest score, as determined by the evaluation criteria listed below).

If the selection committee so chooses, respondents may be invited for an interview to supplement their

submission.

EVALUATION CRITERIA: The following criteria, not necessarily listed in order of importance, to be used

in the selection process will include:

Costs Submitted in Bid Schedule (Price Form) – Determined from Base Bid only.

Project Approach and Understanding – Demonstrates an understanding of the

magnitude and complexity of the landscape services and expertise required in the

identified scope of work and ability to successfully complete these tasks on time.

Experience and Qualifications – Demonstrated experience providing

comprehensive, high-quality, and timely services with particular interest to

facilities of similar size and scope of work; personnel training and certificates;

materials and equipment available; relevant and favorably responsive references.

0-50 pts

0-25 pts

0-25 pts

During the evaluation process, the City may also consider the following:

• References – history of errors and omissions via reference checks

• Quality of previous performance

• Ability to meet contract deadlines – capability to perform the contract promptly and to comply

with minimum specifications, as specified in the contract documents

• Staff availability for the project

• Strength and stability of the firm

• Technical experience

CITY OPTION TO REJECT ALL PROPOSALS: The City may, at its sole discretion, reject any or all proposals

submitted in response to this RFP. Furthermore, this request does not obligate the City to accept or

contract for any expressed or implied services. The City reserves the right to waive any informalities in a

submitted proposal.

BASIS OF AWARD: The City of Poulsbo will select and award the contract to the responsive, responsible

bidder, as determined by the City based on the evaluation criteria outlined in this RFP. Contractor shall

be paid based on the prices submitted in the Bid Schedule (Price Form).

INSTRUCTIONS TO BIDDERS

BIDDER RESPONSIBILITY: At the time of submittal, a bidder must meet the following criteria to be

considered a responsible bidder and qualified to be awarded the project.

1. The contractor must have had at least four (4) years verifiable experience in the provision of

landscape maintenance services and/or areas that are similar in nature and scope as those

described in this RFP.

2. A current certificate of registration

3. A current Washington Unified Business Identifier (UBI) number

Poulsbo 2026-2027 Landscape Maintenance RFP

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4. Not be disqualified from bidding on any public works contract

5. If applicable:

a. Have Industrial Insurance (workers’ compensation) coverage for the Bidder’s employees

working in Washington State

b. Have a Washington State Employment Security Department number

c. Have a Washington State Department of Revenue state excise tax registration number

6. Completed the L&I online training or meet the prior experience requirements in RCW

39.04.350(1)(f)

7. Within the three-year period immediately preceding the date of the bid solicitation, not have

been determined by a final and binding citation and notice of assessment issued by the

department of labor and industries or through a civil judgment entered by a court of limited or

general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of

chapter 49.46, 49.48, or 49.52 RCW

SUBCONTRACTOR RESPONSIBILITY: The prime contractor must verify responsibility criteria for each

first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify

responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor,

at the time of subcontract execution, meets all requirements in the previous Bidder Responsibility

criteria. The City reserves the right to review the procedure that the selected Bidder uses in validating

the responsibility of any subcontractors.

INQUIRIES & QUESTIONS: Any questions regarding this request should be emailed to

azieman@cityofpoulsbo.com, no later than 5 pm on April 24, 2026. Any oral communication will be

considered unofficial and non-binding. All questions received will be compiled, and responses will be

sent to all solicited contractors.

PREVENTION OF ENVIRONMENTAL POLLUTION AND PRESERVATION OF PUBLIC NATURAL

RESOURCES: If awarded the Contract, the Bidder shall fully comply with all environmental protection

laws, ordinances and regulations dealing with prevention and environmental pollution and the

preservation of public natural resources that may be applicable to this Project. The cost of such

compliance shall be included in the bid prices.

BID FORM: The Bid Form is included in the attachment EXHIBIT B. Bids that contain omissions, erasures

or irregularities of any kind may be rejected. Any qualification, addition, limitation, or provision

attached to or contained in a bid may render the bid non-responsive and not eligible for an award. No

oral, facsimile, telegraphic or telephonic bids or modifications will be considered.

All bids shall be signed by the Bidder, or the Bidder’s authorized representative. If the bid is made:

A. By an individual, the Bidder’s name, signature, and address must be shown;

B. By a partnership or joint venture, it shall contain the names of each partner, the mailing address

of the partnership or joint venture and shall be signed in the firm name, followed by the

signature of the person signing, indicating that person’s position in the partnership or joint

venture;

C. By a corporation or limited liability company (“LLC”), the name of the state under the laws of

which the corporation or LLC is chartered, the name and post office address of the corporation

or LLC and the title of the person who signs on behalf of the corporation or LLC must be shown.

Poulsbo 2026-2027 Landscape Maintenance RFP

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Commodity Codes

• NAICS 561730Landscaping Services

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