Request for Proposals
 
Lot Maintenance Services
 
November 6, 2023

 
 
1.0 GENERAL INFORMATION
 
1.1 Purpose
Build Baton Rouge (BBR) is issuing this Request for Proposals to solicit proposals from interested vendors to perform all activities more fully described in Section 4 of this RFP, including initial cleaning and clearing of lots and ongoing lot maintenance.
 
1.2 Properties
BBR is seeking these lot maintenance services for the following BBR Land Bank properties:
Please see attached for list of lots or go to https://buildbatonrouge.org/wp-content/uploads/2023/11/RFP-Land-Bank-Maintenance_11-23.pdf

Note: Most properties are undeveloped lots and have no street address number. Properties can be located using the EBR Tax Assessor’s map and searching by Parcel ID at: https://atlas.geoportalmaps.com/ebr
 
1.3 Goals
BBR intends to award one contract to a qualified proposer to perform all requested services for Land Bank properties listed in Section 1.2 of this RFP. 
 
2.0 ADMINISTRATIVE INFORMATION
 
2.1 Term of Contract
The term for any contract resulting from this RFP can begin as soon as the contract is finalized. Contract terms are for 12 months of ongoing lot maintenance.
 
2.2 RFP Coordinator
Any questions regarding this RFP and regarding BBR’s Lot Maintenance needs shall be directed to Kendra Hendricks via email at: [email protected]
 
2.3 Deadline to Submit Proposals
RFPs will be accepted until 5 pm CST December 8, 2023.
 
3.0 PROPOSAL INFORMATION
 
3.1  Proposal Contents
Proposers who are interested in providing services under this RFP shall submit a written expression of interest containing the following information:
Name of the proposer (submitting person or entity).
Name and contact information for a point of contact for the proposer.
The services the proposer will provide based on the Scope of Services in Section 4 of this RFP.
The rate or range of rates that proposer charges for services stated on a per unit basis.
A list of the proposer’s qualifications and 3-5 client references
Evidence of work (photographs)3.2 Determination of Responsibility
Only proposers determined to be responsible will be considered for selection. In determining a proposer’s responsibility relating to this RFP, BBR must find that the proposer:
Has adequate experience and resources, including adequate experience, skills, and insurance, for performance.
Can deliver performance in a timely manner.
Has a satisfactory record of integrity, judgment, and performance; and
Is otherwise qualified and eligible to receive an award under applicable laws and regulations.3.3 Format
Proposals should be made in writing and submitted via email to the RFP coordinator in Section 2.2 of this RFP. Other than the proposal being in writing, no other specific format is required. The original proposal may be retained by BBR for incorporation by reference into an awarded contract.
 
3.4 RFP Changes and Waiver of Administrative Requirements
BBR reserves the right, at its sole discretion, to revise any part of the RFP any time. BBR reserves the right, at its sole discretion, to waive minor administrative requirements pertaining to this RFP process if the substantive aspects of the process and fairness to the proposers are not affected. BBR reserves the right to request that the vendor respond to ad-hoc requests (based on a timely complaint from City-Parish Department of Development).
 
3.5 Cancelation
Issuance of this RFP in no way constitutes a commitment by BBR to award a contract. BBR reserves the right to accept or reject, in whole or part, all proposals submitted and/or cancel this RFP if it is determined to be in BBR’s best interest.  BBR reserves the right to make a partial award and delete some services from the scope of work.
 
4.0 SCOPE OF SERVICES
Contracts awarded in connection with this RFP shall include all of the following lot maintenance services:
 
4.1 Initial Cleaning and Clearing of Lots
When needed on a lot, the initial maintenance task shall be to clean and clear the lot in preparation for ongoing lot maintenance by cutting overgrown vegetation and removing any trash and plant debris present on the property.
 
4.2 Ongoing Lot Maintenance
Ongoing General Lot Maintenance shall consist of the following:
Grass shall be cut every other week from March through October. Grass shall be cut once a month from November through February.
Pruning and Trimming: All plants, shrubs, and bushes (if applicable) will be trimmed and pruned every third month.
All sidewalks and/or parkway frontage shall be trimmed and edged every visit.
All debris, such as fallen branches trash, paper, bottles, containers, illegally dumped tires, etc. shall be picked up and disposed of to keep the grounds neat in appearance.
Fertilization and herbicides shall be applied at the proposer’s discretion. However, any use of fertilizer or herbicide should come after consultation with BBR. 
5.0 Evaluation of Proposals
 
5.1 Price
Price shall be BBR’s primary determinant in evaluating proposals. However, price alone shall not be dispositive. BBR shall also consider the other factors listed in Section 5.
 
5.2 Disadvantaged Business Enterprises
To promote participation in BBR contracts by traditionally Disadvantaged Business Enterprises (DBE), BBR will consider a proposer's status as a small business, minority-owned business, woman-owned business, and/or veteran-owned business, should that proposer wish to disclose such status.
 
5.3 Local Business
To support businesses that reside in or near the areas in which BBR works, a proposer's geographic proximity to the properties to be maintained will be considered when evaluating proposals. Proposers must be licensed and insured, and any subcontractor used must also be licensed and insured.
 
5.4 Supplemental Requests
It is the sole responsibility of each Proposer to submit information related to the submittal requirements contained in this RFP and Build Baton Rouge is under no obligation to request additional information if it is not included within your proposal. However, Build Baton Rouge may (a) request proposers submit additional information during the proposal evaluation period; or (b) overlook, correct, or require a Proposer to correct any obvious clerical or mathematical error(s) in their proposal.
 
6.0 Payment and Certification
 
6.1 Payment
Payment under any contract awarded under this RFP will be made monthly, after an invoice by the contractor, for reimbursement based upon the actual services provided at the rate agreed upon and stated in the contract. This invoice must list the deliverable(s) signed off on by BBR during the month.
 
6.2 Proposer’s Certification of Debarment and Suspension Compliance
By signing any contract with BBR, the contractor certifies that the following parties are not currently under suspension or debarment by the State of Louisiana, or any other state: (1) the contractor; (2) any officer, director, owner, partner: (3) any other person with management or supervisory responsibilities for the contract; (4) any consultant or other person who is in a position to handle, influence, or control federal funds, or occupies a technical or professional position capable of substantially influencing the development or outcome of an activity required under the contract; or (5) any subcontractor.  If the proposer cannot certify, then it shall submit along with the proposal a written explanation of why such certification cannot be made.
 
Please direct all correspondence to:
 
Kendra Hendricks
[email protected]