Request for Proposals (RFP) Landscape Maintenance Services

Request for Proposals (RFP)
Landscape Maintenance Services

Issued by: Quapaw Central Business Improvement District #5 (QCBID)
Issue Date: 3/4/26
Proposal Due Date: 3/7/26

1. Introduction

Quapaw Central Business Improvement District #5 (QCBID) is seeking qualified landscape maintenance contractors to provide comprehensive landscape services within the QCBID district along Main Street from 12th Street to 17th Street and adjacent half blocks as specified below.

The selected contractor will be responsible for maintaining plant beds, trees, shrubs, litter removal, lawn areas, and general landscape appearance in accordance with accepted horticultural practices.

QCBID 501’s goal is to maintain a vibrant, safe, and attractive streetscape that reflects the identity and growth of the district.

2. Contract Term

The contract will be awarded on a month-to-month basis.

Either party may terminate the agreement with thirty (30) days written notice. Continuation of services will be contingent upon satisfactory performance, budget availability, and alignment with QCBID 501 beautification standards.

QCBID 501 reserves the right to evaluate performance regularly and make adjustments to scope, frequency, or vendor selection as needed to best serve the district.

3. Scope of Services

The following services are required at a minimum and shall be performed according to generally accepted horticultural and arborist practices.

A. Plant Bed Management

• All plant beds to be maintained in neat and weed-free appearance.

• All shrubs and ground cover to be trimmed according to generally accepted horticultural practices, and as necessary to maintain necessary visibility for drivers and pedestrians.

• All shrubs and ground cover to be evaluated for any signs of insects or disease and any problems reported to, and treatment options discussed with, QCBID representative.

B. Tree & Evergreen Care

• Trees and evergreens to be pruned and shaped according to arborist techniques, and as necessary to maintain necessary visibility for drivers and pedestrians. This covers pruning and shaping up to a maximum of 10 feet; pruning and shaping above 10 feet is not included.

• Trees and evergreens to be evaluated for any signs of insects or disease and any problems reported to, and treatment options discussed with, QCBID representative.

C. Lawn Care

• Lawn areas to be mowed at appropriate height, with clippings collected and removed as required.

• Mowing to be completed every other week, or as needed, during the growing season.

• All walkways and plant beds to be edged with line trimmer, as needed.

• Lawn areas to be evaluated for any signs of insects or disease and any problems reported to, and treatment options discussed with, QCBID representative.

D. Leaves & Litter Removal

• Leaves, sticks, litter and debris to be removed from plant beds, lawn areas and sidewalks, and hauled off.

• Once each week during the growing season, and when leaves are falling.

• Once every 2 weeks during other times.

Contractor will designate a Project Supervisor who will oversee contractor’s work in the District, and maintain regular communication with QCBID representatives. 

E. Additional Services (Quoted Separately)

To be performed upon mutual agreement and written authorization:

• Seasonal color planting

• Soil improvements and amendments

• Mulch installation or replacement

• Pesticide or chemical applications

• Irrigation adjustments or minor repairs

• Native plant installation

• Bed renovations

4. Areas Included

The service area includes:

Main Street

• Both sides from 12th Street to 16th Street

• West side only from 16th Street to 17th Street

12th Street

• South side from Main Street to ½ block East

• Both sides from Main Street to ½ block West

13th Street, Daisy Bates (14th), and 15th Street

• Both sides from ½ block East of Main Street to ½ block West of Main Street

• Includes grass in front of 112 W Daisy Bates, which is immediately west of the alley

16th Street

• North side from Main Street to ½ block East

• Both sides from Main Street to ½ block West

17th Street

• South side from Main Street to ½ block West

Walgreens perimeter excluded from maintenance but included for leaf/litter removal.

5. Performance Standards

Contractor must:

• Maintain clean, professional crews.

• Provide supervision and quality control oversight.

• Communicate proactively about issues observed.

• Provide monthly service summary reports.

• Carry required insurance and licensing.

• Comply with all local regulations.

6. Proposal Requirements

Proposals must include:

1. Company Overview

   • Years in business

   • Relevant commercial or district experience

   • References (minimum three)

2. Staffing Plan

   • Crew size

   • Supervisor name and qualifications

   • Licensed applicator credentials if applicable

3. Detailed Pricing

   • Monthly base maintenance cost

   • Hourly rates for additional services

4. Equipment List

5. Insurance Certificate

6. Optional Enhancements

   • Sustainability practices

   • Native plant expertise

   • Irrigation management capabilities

7. Evaluation Criteria

Proposals will be evaluated based on:

• Experience and qualifications

• Understanding of district-scale maintenance

• Pricing structure

• Responsiveness and communication

• Sustainability practices

• References

QCBID 501 reserves the right to reject any or all proposals.

8. Submission Instructions

Submit proposals electronically in PDF format to:

Elizabeth Michael
Executive Director, SoMa 501 on behalf of QCBID
SoMa@SouthSideMain.org

Deadline: 3/7/26 5 p.m.

Late submissions will not be considered.