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Village of Swanton 2027 Downtown Flowerbeds on Main Street
VILLAGE OF SWANTON, OHIO
REQUEST FOR PROPOSALS
2027 Downtown Flower Bed & Landscape Maintenance Services
Issuing Agency: Village of Swanton, Ohio RFP
Issue Date: October 14, 2026
Proposal Submission Deadline: November 13th, 2026
Anticipated Contract Period: April 1 – November 30, 2027
1. PURPOSE AND OBJECTIVE
The Village of Swanton is soliciting proposals from qualified and experienced landscaping contractors to provide comprehensive, scheduled maintenance of designated downtown flower beds and landscaped areas during the 2027 growing season.
The Village has made a continued investment in improving and maintaining the appearance of its downtown district. The purpose of this contract is to ensure these landscaped areas receive consistent, proactive, and professional maintenance throughout the growing season.
The Village's expectations include:
Maintaining clean, attractive, and well-kept flower beds.
Preventing excessive weed growth and overgrown vegetation.
Preserving visibility at intersections, sidewalks, and pedestrian crossings.
Providing consistent, scheduled maintenance rather than relying solely on complaint-driven services.
Establishing clear contractor accountability and performance standards.
The Village seeks a contractor capable of making this maintenance a regular priority and providing dependable services throughout the contract period.
2. SCOPE OF SERVICES
The selected contractor shall furnish all labor, supervision, tools, equipment, transportation, and necessary supplies to perform the following services at designated downtown locations.
A. Routine Flower Bed Maintenance
Regular removal of weeds, unwanted vegetation, litter, and debris.
Pruning and trimming of shrubs, ornamental grasses, perennials, and other existing plantings.
Removal of dead, damaged, or diseased vegetation.
Maintenance of clean, defined flower bed edges.
Prevention of excessive vegetation growth that obstructs signage, sidewalks, intersections, or other public infrastructure.
Proper collection and disposal of landscaping waste following each maintenance visit.
Monitoring of overall plant health and notification to the Village of concerns requiring additional attention.
All flower beds shall be maintained in a neat, orderly, and professional appearance throughout the contract period.
B. Weed Control and Prevention
The contractor shall implement a proactive weed management program that includes:
Regular manual and mechanical weed removal.
Appropriate preventative weed control methods.
Application of approved herbicides when necessary and legally permitted.
Monitoring and treatment of recurring problem areas.
Excessive weed growth shall not be permitted to accumulate between scheduled maintenance visits.
Any pesticide or herbicide applications must be performed by appropriately licensed personnel when required by Ohio law and in accordance with product labeling and applicable regulations.
C. Seasonal Cleanup
Spring Cleanup – April
Remove accumulated winter debris, leaves, and dead vegetation.
Cut back ornamental grasses and perennials as appropriate.
Edge and prepare flower beds for the growing season.
Inspect existing plantings and identify needed replacements.
Prepare beds for mulch installation.
Summer Maintenance – May through September
Perform regular weeding, trimming, edging, and debris removal.
Maintain shrubs and plants at appropriate heights.
Address vegetation interfering with visibility or pedestrian access.
Monitor flower bed conditions and maintain a consistent appearance.
Fall Cleanup – October through November
Remove accumulated leaves, weeds, and debris.
Cut back appropriate vegetation based on plant species and seasonal requirements.
Remove dead annuals and unwanted growth.
Prepare landscaped areas for winter.
Ensure all beds are clean and orderly before the conclusion of the contract.
3. REQUIRED MAINTENANCE SCHEDULE
The Village requires a consistent maintenance schedule to prevent the deterioration of landscaped areas.
The minimum required service frequency shall be:
Period | Minimum Frequency |
April | Initial spring cleanup and biweekly maintenance |
May–September | Weekly maintenance |
October | Biweekly maintenance |
November | Final fall cleanup and winter preparation |
Additional maintenance may be necessary during periods of rapid growth or unusual weather conditions to maintain the required appearance.
The contractor shall submit a proposed service schedule to the Village Administrator before beginning work.
Scheduled visits shall not be skipped or postponed without prior communication and approval from the Village Administrator.
The contractor shall notify the Village of any anticipated delays and provide a revised service date.
4. PUBLIC SAFETY AND VISIBILITY REQUIREMENTS
The contractor shall ensure that vegetation does not create unsafe conditions for motorists, pedestrians, or neighboring properties.
Particular attention shall be given to:
Intersection sightlines.
Street corners and crosswalks.
Sidewalk clearance.
Traffic signs and public signage.
Driveways and business entrances.
Any vegetation obstructing visibility or creating an immediate safety concern shall be reported to the Village promptly.
The contractor shall respond to Village-identified safety concerns within 24 hours of notification and shall begin corrective action within that period, unless otherwise authorized by the Village.
Routine maintenance deficiencies shall be addressed within 48 hours of notification.
Nothing in this agreement limits the Village's ability to take immediate action to address a public safety concern.
5. MAINTENANCE DOCUMENTATION AND ACCOUNTABILITY
The selected contractor shall maintain records of all completed services.
Following each scheduled maintenance visit, the contractor shall provide the Village Administrator with a brief electronic maintenance report identifying:
Date of service.
Locations serviced.
General description of work completed.
Any areas requiring additional attention.
Any concerns involving plant health, damaged landscaping, or public safety.
The Village may request photographs documenting completed maintenance or identified deficiencies.
These records will be used to monitor contractor performance and verify compliance with the approved maintenance schedule.
6. PERFORMANCE STANDARDS AND CORRECTIVE ACTION
The Village expects all contracted services to be completed in a timely, professional, and satisfactory manner.
If the Village determines that maintenance is inadequate or inconsistent, the following procedures shall apply:
Initial Notice of Deficiency
The Village will provide written notification identifying the maintenance concern. The contractor shall correct the deficiency within 48 hours unless a shorter timeframe is necessary for public safety.
Repeated or Unresolved Deficiencies
If deficiencies are not corrected within the required timeframe or if similar issues repeatedly occur, the Village may issue a formal written notice requiring a corrective action plan.
Failure to Perform
The final contract shall authorize the Village, subject to applicable notice and cure provisions, to:
Require corrective maintenance.
Withhold or adjust payment for services not satisfactorily performed.
Arrange for corrective services through another contractor when necessary.
Recover reasonable additional costs resulting from the contractor's failure to perform, where permitted by the contract.
Terminate the agreement for repeated or material failure to meet contract requirements.
The Village reserves the right to inspect the landscaped areas at any time to evaluate contractor performance.
7. MATERIALS AND ADDITIONAL SERVICES
The contractor shall identify all materials included in the proposed annual maintenance cost.
The Village anticipates that routine labor, equipment, weed control, and debris removal will be included in the base contract price.
The following items shall be separately identified:
Mulch materials and installation.
Replacement flowers, shrubs, or perennials.
Major plant removal or replacement.
Additional landscaping improvements.
Services outside the designated contract areas.
No additional services or expenses shall be incurred without prior written authorization from the Village Administrator.
8. CONTRACTOR QUALIFICATIONS
Interested contractors must demonstrate the ability to provide consistent professional landscaping services.
Proposals shall include:
Company name, business address, telephone number, and email.
Name and contact information of the individual responsible for contract management.
Description of relevant landscaping maintenance experience.
At least two references for comparable commercial or municipal landscaping services.
Description of staffing and equipment available to perform the work.
Proposed maintenance schedule and approach to weed control.
Proof of liability insurance and workers' compensation coverage, as applicable.
Any required pesticide applicator licensing or certifications.
The contractor shall maintain insurance coverage meeting the Village's requirements throughout the contract period.
9. PROPOSAL PRICING
Contractors shall submit a clear, itemized cost proposal.
Service | Proposed Cost |
Spring cleanup | $_____________ |
Weekly maintenance, May–September | $_____________ |
Biweekly maintenance, April and October | $_____________ |
Fall cleanup and winter preparation | $_____________ |
Total annual base contract | $_____________ |
Mulch installation (optional) | $_____________ |
Additional maintenance, hourly rate | $________ |
Contractors shall identify any exclusions, additional fees, or anticipated material costs.
The Village prefers a fixed annual contract amount for the required maintenance services, with payment made in monthly installments based on satisfactory performance.
Any optional services shall require separate written authorization.
10. CONTRACT TERM AND PAYMENT
The anticipated contract term shall begin April 1, 2027, and conclude November 30, 2027.
The final agreement shall be established:
Approved contract amount.
Payment schedule.
Required maintenance frequency.
Performance expectations.
Insurance and indemnification requirements.
Termination provisions.
Procedures for additional services and contract modifications.
Payment shall be contingent upon satisfactory completion of contracted services.
The Village may consider renewal options for subsequent years based on satisfactory performance, available appropriations, and applicable purchasing requirements. Any renewal shall require written approval by the Village.
11. SITE INSPECTION AND DESIGNATED LOCATIONS
Contractors are encouraged to inspect the designated downtown flower beds before submitting a proposal.
The Village will provide an inventory or map identifying the areas included in the maintenance contract.
Contractors shall familiarize themselves with the size, condition, accessibility, and maintenance requirements of each location.
Attachment A – Downtown Flower Bed Location Inventory shall be incorporated into the final contract and shall identify all areas for which the selected contractor is responsible.
Any questions regarding specific locations or service expectations should be directed to the Village Administrator before the proposal deadline.
12. PROPOSAL EVALUATION AND SELECTION
Proposals will be evaluated based on the following criteria:
Evaluation Criteria | Weight |
Experience and qualifications | 20% |
Maintenance plan and proposed schedule | 25% |
Staffing, availability, and responsiveness | 20% |
References and demonstrated performance | 10% |
Overall cost and value | 25% |
Total | 100% |
The Village will consider the contractor's ability to provide consistent, dependable maintenance as an important factor in the selection process.
The lowest-cost proposal will not necessarily be selected.
The Village reserves the right to reject any or all proposals, waive informalities to the extent permitted by law, request clarification, and select the proposal determined to be in the best interest of the Village of Swanton.
All awards are subject to applicable Village approval, appropriation, and purchasing requirements.
13. PROPOSAL SUBMISSION
Proposals must be received by:
Deadline: Friday, November 13th 2026
Submit proposals to:
Village of Swanton
Attn: Shannon Shulters, Village Administrator
219 Chestnut Street Swanton, Ohio 43558
Subject: 2027 Downtown Flower Bed Maintenance RFP
Questions regarding this Request for Proposals should be directed to the Village Administrator.
The Village appreciates the interest of qualified landscaping contractors in helping maintain and enhance the appearance of downtown Swanton.
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