INTERIOR LANDSCAPING SERVICES

Request for Proposal

Your company has been selected to complete the attached BID PACKAGE

for consideration to provide INTERIOR LANDSCAPING to (insert

company name). In order to be considered, we must receive your submittal in

our office no later than (insert date)

(Insert Company name) intends to award the contract(s) for a period of (insert

contract period)

The timetable of the RFP process is currently anticipated to be the following:

Issue Request for Proposal – (Insert Date)

Intent to bid to be returned by email to (Insert Contact Email, Insert Date)

Open Inspection/Prebid meeting – (Insert Date)

Submission of Proposal – (Insert Date)

Contractor Selection – (Insert Date)

Start of Service – (Insert Date)

TABLE OF CONTENTS

Section I Proposal Requirements

Section II Contractor Responsibilities

Section III Interior Landscaping Specifications

Section IV Sample Contract

Section V Bid Format Specifications

SECTION I

PROPOSAL REQUIREMENTS

PROPOSAL REQUIREMENTS

Your firm is invited to submit a proposal for the interior landscaping services for (insert

name/address)

Prior to bidding, the Contractor shall be afforded an opportunity to visit the sites of this contract

work and shall acquaint and familiarize itself with conditions as they exist. Contractor may

make such investigations as it may see fit so that it may fully understand the facilitites attending

the execution of the work under this contract.

Prebid meeting will be held (insert date, time, location, contact information)

If no prebid meeting is to be held, insert contact information for appointment/walk through.

A. Return one copy of the proposal to the following:

(Insert contact information and manner to be received)

B. Inquiries regarding this Request for Proposal

All inquiries must be in writing. Such written inquiries will be addressed to the above or

sent by e-mail to (insert email). Response to such inquiries will be in writing. No

inquiries will be accepted after (insert date) If pertinent to all bidders, inquiry responses

will be distributed to all bidders.

C. Closing Date

Proposals must be received at the aforementioned mailing addresses on or before 5:00

p.m. on (insert date). The Owner, at their sole discretion, may choose not to consider any

late proposals. If none of the submitted proposals meet the criteria initially sought, the

Owner may establish a subsequent date for the submission of new and revised proposals,

notice of which will be provided to those bidders whose proposals were received by

(insert date).

D. The Owner reserves the right to reject any and all proposals, in whole or in part, with or

without cause, even if all stated requirements are met. Bidders agree that the proposals

will remain valid for a period of ninety (90) calendar days following the closing date.

E. The Contractor Proposal shall be organized in the following format:

1. Organization

List the full name of your company, any affiliates, subsidiaries, and parent

company. Describe history and background information of your company. List

the company’s full address.

2. Proposal Contact Person

List the full name, title, address, phone and fax numbers of the individual(s) who

are the designated contacts for your organization for subsequent communications

in reference to this Request For Proposal.

3. Overall Organization Experience

Describe your organization’s experience and expertise in interior landscaping

services management. Please include if holiday décor services are offered.

4. Training

Detail your organization’s employee training procedures, outside of the specific

training they will receive on-site. In addition, describe the amount and type of

property specific on-site training an employee will receive prior to being placed

on-site.

5. Turnover

Describe in intricate detail your overall turnover rate for the past three years in

comparison with the industry average (indicate your source for this average).

What is your company doing to keep this turnover to a minimum? i.e. Do you

provide your employees with benefits, incentives, etc.? In addition to the overall

averages noted above, include the turnover averages for your entire term of

service at the referenced locations noted below under item 7.

6. Inquiries

Contractor will respond in writing to each of the inquiries listed in this Request

for Proposal. Responses should be labeled so that they can be referenced to the

corresponding question.

7. References

Contractor will list three (3) locations where Contractor manages Interior

landscaping services similar to (insert building information) program. Each

location should be listed with the name, position and phone number of a client

contact.

8. Cost

Contractor will provide a detailed cost schedule. Please provide a proposed

schedule of color changes with your bid package.

9. Personnel

a) Please submit a list of the steps a new-hire goes through from the point

they request an application for employment until they have completed

sufficient training to handle the position hired for. Include any forms used

and a summary of typical training procedures. Building may require pre-

employment drug testing and background checks.

b) What level of involvement can the Owner expect from off-site

management of your company

10. Uniforms

Contractor will provide a picture of the proposed uniform and name tags.

11. Transition

Describe in detail how you would conduct the transition process if selected as

Contractor.

12. Concerns

Contractor will respond to any items of concern listed in the Request for Proposal.

Each comment will reference a corresponding section, page and paragraph.

13. Safety

All Contractors will be held responsible for compliance with all O.S.H.A rules

and regulations. Contractor must have state approved safety program and provide

a copy of this program to the Building Manager if requested. Contractor shall

provide adequate protection against personal injury to employees, occupants and

the general public with work is in progress. MSDS sheets may be requested for

all chemicals used on site.

In addition to the items noted above, be sure to address all other questions and items noted

throughout this Request for Proposal.

Contract bidders may be requested to make a presentation regarding their proposal. All bidders

will be notified when a decision is reached. Detailed discussions regarding the implementation

schedule and strategy will commence when the contractor is selected.

SECTION II

CONTRACTOR RESPONSIBILITIES

CONFIRMATION OF CONTRACTOR RESPONSIBILITIES

The following represents the confirmation for the responsibilities under which your services may

be contracted.

PURPOSE:

To provide effective, efficient and consistent interior landscaping services to (insert building)

under contract in accordance with the quality standard, specifications, policies and procedures

provided by Owner.

SCOPE:

1. Scheduled maintenance of all interior foliage plants within normal working hours. Please

designate whether weekly or bi-weekly

2. Provide equipment and consumable supplies and the use and application thereof.

3. Cost accounting and billing (in a manner prescribed by Owner).

4. Additional work when requested by Owner. Please designate cost per hour.

CONTRACT CONDITIONS:

1. Services to be furnished shall be in accordance with standards, specifications, policies

and procedures, and any changes thereof, established by Owner.

2. The contract period shall be for (insert contract period). The contract may be terminated

for cause by Owner or by Contractor upon thirty (30) days written notice.

3. All services performed under any contract issued will be performed by the Contractor as

an Independent Contractor at its sole risk and expense. Owner will reserve the right in

any contract issued to instruct the Contractor, through his agent or supervisor, as to the

results to be accomplished, but the Contractor shall have control, supervision, direction

and sole responsibility over his employees and manner of providing the services.

4. Liability - The Contractor shall maintain sufficient insurance coverage to satisfy Owner.

Following are standard requirements: (insert insurance requirements)

5. All work is to be performed at times designated by, or satisfactory to Owner, and in such

a manner as not to disrupt normal operations.

6. Contractor activities shall be subject to conditions of Owner/security procedures, which

shall be explained prior to initiation of services activities and shall be further subject to

any special conditions created by the tenants or by the Property Manager. Contractor

employees shall be required to wear an Owner approved uniform and identification badge

at all times.

7. Contractor will not subcontract out any work at the property without prior approval from

Owner.

8. Contractor shall provide to the Property Manager, on a periodic basis, an operating

assessment that includes both quality of efficiency and improvement opportunities.

SECTION III

INTERIOR LANDSCAPING SPECIFICATIONS

I. SCOPE

Water and fertilize all plants, as necessary; Keep all plants cleaned, trimmed and oriented to proper light;

Remove any damage or unsightly foliage; Remove debris from planters and maintain all planters in a neat and orderly

manner;

Remove water from bottom of planter on a weekly basis;

Keep all plants free of disease and insects;

Schedule regular quality control visits and provide Property Manager with

weekly record of services performed;

Guarantee and replace any interior foliage plants that deteriorate and become unsightly to the Property Manager at no charge under the listed guaranteed plant inventory.

Site inspections to identify potential problems, recommend solutions, propose

enhancements and assure quality workmanship.

Use ecologically friendly and LEED approved products as needed should

Owner chose to participate in LEED designation process.

Provide Property Manager with necessary records and service documentation

required of LEED should Owner chose to participate in LEED designation

process.

A. EXTRA SERVICES

All services not covered under this Contract shall be considered “extra services”

and will be charged separately according to the nature of the work. The consent

or authorization of Owners representative must be obtained prior to the

performance of such “extra services”.

B. SCHEDULE

Contractor shall provide to client schedule of color changes to be completed

throughout the year and covered under contract price.

C. CONTRACTOR’S PERFORMANCE

The Contractor shall perform all work required to fulfill the scope and intent of

the Contract. The workmen shall be neat in appearance and perform their work in

a professional manner.

D. EMERGENCIES

The Contractor must answer emergency or complaint calls within two hours.

SECTION IV

SAMPLE CONTRACT

The following is a sample contract. A description of the contracted services and specifications

will be attached as an exhibit to the final contract.

(Insert Sample Contract per Management)

SECTION V

BID SPECIFICATIONS

(Insert Building Name) Interior Plant Inventory

(Insert Existing Inventory)

Designate whether currently leased or owned

If there is no current inventory, leave blank

Bid Format Specifications

Per Month Tax Total Monthly Annual Total

Monthly Maintenance – Lobby

Monthly Maintenance –

Property Management Office (if applicable)

Monthly pricing should be the same amount per month to cover all seasonal blooming changes

throughout the year.