Landscaping

Introduction:

The Tacoma Housing Authority is seeking proposals for landscaping. This work will be for routine maintenance on a recurring basis. Contracts will be for an initial one-year term with optional renewals possible. This work may be performed throughout our portfolio and may include prevailing wage requirements as required by Federal and State regulations. A complete list of THA properties is attached to this RFP.

Schedule:

	Date	Time
RFP Release Date	08/13/2025	n/a
Request for Information (RFI) Deadline	08/22/2025	3:00 pm
RFP Submission Deadline	09/10/2025	3:00 pm
THA evaluation period	09/10–09/18/2025	n/a
Anticipated Notice of Award	09/18/2025	n/a
Anticipated Contract Start Date	10/01/2025	n/a
Anticipated Contract Length	1-year	Optional renewal

Scope of Work:

Location: All THA properties, partial prevailing wage. Please include prevailing wage and non prevailing wage in your submission.

Please provide quotes for full scope of work as listed below for the following properties in a one year pricing format.

• Bergerson Terrace at 5303 S Orchard St, University Place, WA 98467
• G Street Apartments at 401 North G Street, Tacoma, WA,98403
• Dixon Village at 5400-5512 S Stevens St, Tacoma, WA 98409

Service Schedule: April – October

• Lawn Mowing: Mowing will only occur when weather conditions permit.
• Remove litter prior to mowing to avoid shredding. General turf areas will be mowed at a mowing height best suited for turf type and season. Clippings will be gathered after each mowing and removed from the property.
• Edging/Trimming: Sidewalks, driveways, curbs, and flower beds will be edged to maintain a neat appearance. Edging of all accessible areas no more than one time every two weeks. 
• Method of edging will be mechanical for all hard-edge surfaces and monofilament line for all soft edges.
• Trimming around trees and shrubs will be performed using herbicides, hand labor, or mono-filament line trim after every mowing. 
• Trees are to be protected when mono-filament line is used.
• Ornamental beds and Flowerbeds: Weed control shall be maintained in all flowerbeds, ornamental beds and tree rings on a regular basis. This may be completed by hand weeding or through the use of post-emergent herbicides. Beds will be raked where no ground cover exists to maintain neat and clean appearances as needed. Weeds are minimized by applications of mulching material annually (mulch applications will be specified if included in this agreement).
• Shrub Pruning: 1 time during the growing season as necessary.
• Perform pruning of hedges, shrubs, ground covers, and perennials to maintain desired forms and any other necessary pruning that coincides with general horticultural practices. All shrubs will be maintained in the shape and appearance that existed when we acquired this maintenance contract unless otherwise agreed upon by Addendum. All pruned material will be removed from the site.
• Canopies of trees will be pruned up to 12ft, when necessary.

Fall/Winter Landscape Maintenance

Service Schedule: Weekly in November – 2 times per month December – March

• Leaves and debris will be collected and removed from the site. During heavy leaf drop and windy service days, leaves will be tucked in beds and borders to be removed at a later service. Detailing of beds will start once leaf drop has completed.
• Shrub Pruning: Service Schedule: Dormant Pruning In Winter
• Perform pruning of hedges, shrubs, ground covers, and perennials to maintain desired forms and any other necessary pruning that coincides with general horticultural practices. All shrubs will be maintained in the shape and appearance that existed when we acquired this maintenance contract unless otherwise agreed upon by Addendum. All pruned material will be removed from the site.
• Canopies of trees will be pruned up to 12ft, when necessary.

Winter Turf Application

Service Schedule: January

• Lawns are treated with a blend of fertilizer appropriate for lawn. The goal in this application is to keep your lawn healthy.
• Turf Iron Application
  • Spring Turf Application
  • Service Schedule: June
• Lawns are treated with a blend of fertilizer appropriate for the lawn. The goal in this application is to keep your lawn healthy.

Summer Turf Application

Service Schedule: September

• Lawns are treated with a blend of fertilizer appropriate for your lawn. Our goal in this application is to keep your lawn healthy.

Fall Turf Application

Service Schedule: November

• Lawns are treated with a blend of fertilizer appropriate for the lawn. The goal in this application is to keep your lawn healthy.

Pre-emergent Bed Application

Service Schedule: March

• Pre-emergent herbicides, which are not harmful to the plant materials located in the beds, will be applied to all planting beds. Pre-emergent assists in the management of weeds in your beds by stopping seedlings from germinating.

Turf Broad-leaf Weed Control

Service Schedule: 1 time per year, May-June

• Turf areas will be treated with a selective herbicide for control of broad-leaf weeds.

Irrigation System Start Up

Service Schedule: Spring

• Irrigation system will be re-pressurized in the spring and all system components checked for proper operation. We will make necessary minor adjustments as needed. Irrigation repairs are not estimated due to unknown circumstances because most components are buried underground.
• Irrigation Inspection
• Irrigation systems will go through an initial start-up between the months of January – April, depending on weather conditions. 
• After the start-up is completed, a report will be provided along with a proposal for any repairs that need be made prior to irrigation systems being turned on, which is typically May 1st. 
• During the first month of turning clocks on, we will begin our first assessment as part of a 5 monthly inspection process. 
• This process will ensure that irrigation systems are running in peak conditions at all times and any deficiencies are corrected in a proactive manner or reported to client if additional repairs are needed.
• Service Schedule: Monthly inspections from May – September, for a total of 5
• audits/inspections.
• An audit of the irrigation system for proper operation and performance will be completed as needed. Any necessary repairs over $500.00 will be reported to the owner’s representative along with a request for authorization to proceed with repairs.

Irrigation System Winterization

Service Schedule: Fall

• Irrigation system will be winterized by compressed air. The goal in winterizing your irrigation is to remove the majority of water from the system, minimizing potential winter freeze damage.
• Smart Irrigation Remote Monitoring

Proposal Requirements:

For the proposals to be considered responsive, vendors should submit the following with their bid packet:

• Cover Letter
• Company Profile and Qualifications
• Completed Contractor/Vendor Intake Form – Exhibit C
• OMWBE Certification if applicable
• MWBE Self Attestation if applicable

Evaluation Criteria:

Complete Proposal Packet	20 pts.
Cover letter	10 pts.
Company Profile and Qualifications	30 pts.
MWBE Certification if applicable OMWBE certified businesses, if not certified, a self-attestation form must be completed attached)	10 pts.
Price List	30 pts.

Proprietary Proposal Material:

Any records or materials submitted to Tacoma Housing Authority become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56.

Exhibits to RFP:

• Exhibit A: Contractor/Vendor Intake Form
• Exhibit B:  MWBE Self Attestation Form
• Exhibit C: THA Insurance Requirements
• Exhibit D: THA Sample Contract – do not complete, only for your reference