Project Information

Bid Title

High Weeds & Grass Mowing Services

Issuing Agency

City of Indianapolis and Marion County

Location

Indiana

Published Date

Jan 27, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQual-1ABNS-2026-2

Original Source

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Bid Documents

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Project Description

High Weeds & Grass Mowing Services

RFQual-1ABNS-2026-2
Dept of Bus & Neighbrhood Serv

Due Date: March 03, 2026 at 12:00 PM

Purchasing Agent: Jacob Miller
Jacob.Miller@indy.gov
317-327-2143

Questions Due: February 20, 2026 at 12 Noon EST.

Conference Info: February 18, 2026 at 11:00 AM EST.

NOTE! This is not a bid packet. Please click the document link below.

RFQual-1ABNS-2026-2.pdf

Posted January 27, 2026

Attachment Preview

REQUEST FOR QUALIFICATIONS

HIGH WEEDS & GRASS MOWING SERVICES

REQUEST FOR QUALIFICATIONS (RFQ)

The City of Indianapolis Department of Business and Neighborhood Services (City) is soliciting

qualifications from firms interested in providing mowing services to various properties located

within the City of Indianapolis, and in violation of the Revised Code of the City of Indianapolis –

Marion County.

Project Name

Reference #

Issue Date

Questions &

Answers

Electronic

Response

Deadline

Mandatory

Vendor

Meeting

▪ 2026 BNS High Weeds & Grass Mowing/Abatement Services

▪ RFQual-1ABNS-HWGMowing2026

▪ Tuesday, January 27, 2026

▪ A Pre-Submittal Conference, for discussion of the Work, the

Qualification requirements and MBE/WBE/VBE/DOBE Utilization

will be held virtually on Wednesday, February 18, 2026, at 11:00

AM local time. All prospective vendors are strongly urged to attend

the conference.

o Call-in information is listed below.

▪ The deadline to submit written questions is 12:00PM local time

on Friday, February 20, 2026.

o All questions must be submitted in writing to

Jacob.Miller@Indy.Gov.

o There will be no response to questions that are not

submitted in writing by the deadline.

▪ Written responses, if any, will be provided by City via

addendum posted to:

https://www.indy.gov/activity/opportunities-to-become-a-

vendor-for-bns no later than 12:00PM local time on Tuesday,

February 24, 2026.

▪ Only questions submitted in writing will be addressed via

addendum. Only responses via addendum shall be considered

official.

▪ 12:00 p.m. local time on Tuesday, March 3, 2026.

o Submissions received after the response deadline will

not be accepted. No exceptions.

▪ A mandatory vendor orientation meeting will be held once the City

has notified the selected vendors of award. All vendors awarded a

contract as a result of this Request for Qualifications are required to

attend this meeting at a date and time to be determined.

RFQual-1ABNS-HWGMowing2026

1

REQUEST FOR QUALIFICATIONS

HIGH WEEDS & GRASS MOWING SERVICES

PRE-SUBMITTAL CONFERENCE DETAILS (VIDEO AND PHONE)

• Date/Time: Wednesday, February 18, 2026, at 11:00AM local time

• Microsoft Teams Meeting Link:

https://teams.microsoft.com/meet/26058601679763?p=2rIy2DnBWhGmQV695o

• Dial in by Phone: +1 469-998-7486

• Phone conference ID: 545 670 499#

MICROSOFT TEAMS (VIDEO CONFERENCE)

SYSTEM REQUIREMENTS

• At a minimum, you must have reliable internet access, audio input/output

(microphone/speakers), video capability (camera) – optional; and

o You can access the Teams app through your computer web browser. You can

find Teams at: https://teams.microsoft.com/v2/

o Your device must meet Microsoft Teams User System Requirements. For details

about those specific requirements please click this link:

https://support.microsoft.com/en-us/office/system-requirements-for-microsoft-

teams-free-dae0234b-839c-4f85-ae75-d14ad2baa978

INSTRUCTIONS

• Use the “Microsoft Teams Meeting Link” above to log in and join the meeting. If

prompted, please enter the phone conference ID, located above.

• Once you have successfully logged in and joined the Teams meeting, please:

o Mute your microphone until instructed to unmute.

o Use the “chat” function to type your name and company name.

PHONE CONFERENCE

SYSTEM REQUIREMENTS

• At a minimum, you must be able to make/receive phone calls and have in-call touchtone

dialing capabilities to enter the phone conference ID, located above.

INSTRUCTIONS

• Use the “Dial in by Phone” number listed above to join the meeting. When prompted,

please enter the phone conference ID, located above.

• Once you have successfully joined the Teams meeting, mute your phone until instructed

to unmute. If you are unable to mute, please remain silent until prompted by the host.

SUBMISSION INSTRUCTIONS

Submit electronic copies via email to Jacob.Miller@Indy.Gov prior to electronic response

deadline. Submissions must be clearly labeled with Project Name and RFQ Reference Number

(listed above). Submissions must be signed by a representative of the Respondent organization

authorized to submit and establish fees on behalf of the Respondent and bind the Respondent

to the terms and conditions of this RFQ. Submissions must be received before 12 p.m. Noon

local time on Tuesday, March 3, 2026. Late submissions will not be accepted or considered.

The Respondent shall assume full responsibility for the electronic delivery of Qualifications

submission to the City.

Submissions must be emailed to:

Jacob Miller, Chief Financial Officer

Jacob.Miller@Indy.Gov

RFQual-1ABNS-HWGMowing2026

2

REQUEST FOR QUALIFICATIONS

HIGH WEEDS & GRASS MOWING SERVICES

Questions regarding the RFQ must be submitted in writing to:

Jacob Miller, Chief Financial Officer

Jacob.Miller@Indy.Gov

INCURRED COSTS

The City shall not be liable for any costs, including any travel, incurred by the Respondent prior

to award of the contract(s). Total liability of the City is limited to the terms and conditions of this

request and any resulting contract.

INDEPENDENT PRICE DETERMINATION

Each submission shall include a signature page that includes the following certifications:

1) By submission of these Qualifications, the Respondent certifies and, in the case of a joint proposal,

each party thereto certifies as to its own organization, that in connection with this submission:

a) No attempt has been made or will be made by the Respondent to entice any other person or firm

to submit or not to submit a proposal for the purpose of restricting competition.

2) The undersigned certifies that they are authorized by the Respondent's organization to decide as to

the services and fees being offered in this submission, and that they have not participated and will not

participate in any action contrary to "A-1" above.

Submissions will not be considered for award if the language of 1), a) or 2), above, has been

modified or deleted.

NO THIRD PARTY RIGHTS

It is agreed and understood that the contract is made solely for the benefit of the City and the

selected Respondent, not made for the benefit of any third party, and that no action or defense

may be founded upon this contract except by the signatory parties.

DISCLOSURE OF PROPOSAL CONTENTS

All responses to this RFQ become the property of the City and shall be subject to disclosure

under the Freedom of Information Act. If a proposal contains any information that the

Respondent does not want disclosed to the public or used by the City for any purpose other

than proposal evaluation, each sheet of such information must be marked with the following

legend:

"This information shall not be disclosed outside the City of Indianapolis or be duplicated,

used or disclosed in whole or in part for purposes other than to evaluate the proposal;

provided that if a contract is awarded to the Respondent, as a result of, or in connection

with the submission of such information, the City of Indianapolis shall have the right to

duplicate, use or disclose this information to the extent provided in the contract. This

restriction does not limit the City of Indianapolis’ right to use information contained herein

if obtained from another source."

AWARD OF CONTRACTS / REJECTION OF PROPOSALS

The City will award a contract to the Respondent(s) deemed the most qualified and responsive

as determined at the sole discretion of the City based on the City’s review of the Respondent’s

ability to provide the required services. The City may award this contract to multiple vendors.

RFQual-1ABNS-HWGMowing2026

3

REQUEST FOR QUALIFICATIONS

HIGH WEEDS & GRASS MOWING SERVICES

This contract will require completion of the work pursuant to these documents. The City

reserves the right to reject any and/or all proposals and to waive any irregularity in proposals

received, whenever such rejection or waiver is in the City’s best interest. Notice of Award will be

provided to the selected Respondent at the earliest possible date.

TYPE OF CONTRACT

Only work performed on tasks for which the scope of work and specified maximum, not to be

exceeded, cost have been approved by the City will be compensated. Negotiations may be

undertaken with those Respondents whose qualifications and other factors show them to be

qualified, responsible and capable of performing the work. The price of mowing services is set in

the “Fee Schedule” of this Request for Qualifications and shall not be subject to change for the

duration of the contract term.

CONTRACT DURATION

This contract will be for a period of two years: May 1, 2026 (5/1/2026) – April 30, 2028

(4/30/2028). The contract will include the option for one two-year extension or a single extension

until the date of completion of activities funded is mutually agreed by the City and the

Respondent.

INSURANCE

Contractor shall, as a prerequisite to this Agreement, purchase and thereafter maintain such

insurance as will protect it and the City from claims set forth below which may arise out of or result

from Contractor’s operations under this Agreement, whether such operations be by the Contractor

or by its subcontractors or by anyone directly or indirectly employed by any of them, or by anyone

directly for whose acts any of them may be liable:

With the prior approval of the City, Contractor may substitute different types of coverage for those

specified as long as the total amount of required protection is not reduced. Contractor shall be

responsible for all deductibles.

Certificates of Insurance, naming the City of Indianapolis as “additional insured” (except Workers

Compensation), showing such coverage then in force (but not less than the amount shown) shall

be filed with the City prior to the commencement of any work. These certificates shall contain a

provision that coverage afforded under the policies will not be cancelled or non-renewed until at

least sixty (60) days after written notice has been given to the City.

Notwithstanding any other provision of this Agreement, Contractor shall provide all proof of

insurance coverage required to City prior to the commencement of any services pursuant to this

Agreement.

A. Commercial General Liability (Occurrence Basis)

Bodily Injury, personal injury, property damage,

Contractual liability, product/completed operations

Each Occurrence Limit

$1,000,000.00

Damage to Rented Premises

$100,000.00

(each occurrence)

Medical Expense Limit

RFQual-1ABNS-HWGMowing2026

$5,000.00

4

REQUEST FOR QUALIFICATIONS

HIGH WEEDS & GRASS MOWING SERVICES

Personal and Advertising Injury Limit

$500,000.00

General Aggregate Limit

$2,000,000.00

(Other than Products

Completed

Operations)

NOTE: GENERAL AGGREGATE TO APPLY PER PROJECT

Products/Completed Operations

$1,000,000.00

B. Auto Liability

$1,000,000.00

(combined single limit)

(owned, hired & non-

owned)

C. Excess/Umbrella Liability

$1,000,000

(each occurrence

and aggregate)

D. Worker’s Compensation

Statutory

E. Employer’s Liability

Bodily Injury Accident

$100,000

each accident

Bodily Injury by Disease

$100,000

each employee

Bodily Injury by Disease

$500,000

policy limit

TERMS, CONDITIONS AND EXCEPTIONS

The City does not create any obligation, expressed or implied, of any kind or description in

issuing this RFQ or receiving a response. Neither this RFQ nor the response shall be

considered as a legal offer. The City reserves the right to alter, amend, or modify any provision

of this RFQ, or to withdraw the RFQ, at any time prior to the award of a contract pursuant

thereto, if it is in the best interest of the City.

The City reserves the right to reject any and all responses without cause, waive irregularities or

informalities in procedures related to the RFQ, and make inquiries as deemed necessary of

Respondents and their references and clients regarding qualifications and information submitted

as part of their responses.

Some or all of the work performed will be subject to federal contractual and cross-cutting

provisions. The City hereby notifies Respondents that a successful award may be contingent

upon the agreement and ability of the selected Respondent to comply with these required

contractual provisions, including, but not limited to minimum wage rates (e.g. Davis-Bacon Act,

RFQual-1ABNS-HWGMowing2026

5

Commodity Codes

• NAICS 561730Landscaping Services

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