Request for Proposal (RFP)
The Dunes at Southampton Homeowners Association, Inc.
RFP for Landscaping Services
**RFP Issuance Date:** 1/13/2025
**Proposal Submission Deadline:** 3/15/2025
**Contract Period:** April 1st 2025 - ( 1 Year )
I. Introduction
The Dunes at Southampton Homeowners Association, Inc. (hereafter referred to as "The HOA") is
seeking proposals from qualified landscaping service providers to maintain and enhance the jointly owned
common grounds of our community. (Survey Available) The area encompasses approximately 12.44
acres 4.52 acres for roads and does include homeowner's private spaces. This RFP does not
include any of the 47 private property parcels. 7.92 acres is approximately the total common
ground space. The selected contractor will be responsible for the regular upkeep and improvement of
the landscaping to ensure an attractive and welcoming environment for all residents.
II. Project Overview
The scope of work includes, but is not limited to:
1.
**Lawn Maintenance:**
- Regular mowing, trimming, and edging. (Memorial Day to Labor Day M-F 8am to 7pm) (No Weekends
or National Holidays) Off season days and hours in compliance with Southampton Village Codes. (No
National Holidays) No gas powered leaf blowers. No storage of Landscaping equipment on HOA
Property without HOA Board approval.
- Fertilization and weed control. (Must NYS be a Certified Applicator & have training to apply all wet &
dry chemicals.) Must install dated “notice flags” for residents to see declaring the date and time of
application of chemicals the same day in abundance) Also notify in advance and anticipation of chemical
application so the HOA Website can be updated or other forms of bulk notice can be utilized by the HOA
Board members. (Domestic pets and barfoot walking in mind)
- Seasonal aeration and overseeding as needed. Top Dressing & Dense Shade Seed Mix as needed.
2.
**Plant Care:**
- Maintenance of existing flower beds, shrubs, and trees.(Mulching is included)
- Seasonal planting of flowers and ornamental plants if any are provided or requested
- Pruning and trimming of plants and trees. (No pruning of trees on Village Right of Way)
3.
**Irrigation Management:**
- Regular inspection of irrigation systems and notifications to Irrigation service providers. (Irrigation
System is a separate RFP)
- Adjustment of watering schedules based on weather conditions.
4.
**Debris Removal:**
- Regular removal of leaves, litter, and debris from all common areas consistent with seasons.- Seasonal clean-up services. ( It is agreed that the HOA is situated in the Village of Southampton and
the Town of Southampton. As such the Village of Southampton will collect leaves from any Village
Resident or Community free of charge. The Southampton Town Landfill will accept leaves free of charge
year round free of charge as long as debris is not commingled with brush and yard waste.)
5.
**Landscape Design & Enhancements:**
- Recommendations for new landscaping projects and improvements.
- Execution of approved landscaping designs and enhancements within budget constraints.
III. Proposal Requirements
Interested bidders must submit the following information:
- Company profile and history. Proof of Insurances
- Relevant experience with homeowner associations or similar properties.
- List of references (preferably related HOA clients) with contact information.
- Detailed pricing structure, including any option for a multi-year contract.
- Proposed schedule for services, including frequency of maintenance tasks.
IV. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Experience and qualifications of the service provider.
- Quality and comprehensiveness of the proposed services.
- Pricing and overall value.
- References and past performance.
- Creativity and Resourcefulness
- Experience with Organic Pesticides and alternative ways to mitigate weed growth
V. Submission Instructions
All proposals must be submitted electronically in PDF format to christopherbroich@gmail.com. The
deadline for receipt of proposals is March 1st 2025. Proposals received after this date will not be
considered.
VI. Expected Timeline
- RFP Issuance Date: 1/13/2025
- Pre-Proposal Meeting: 2/28/2025
- Proposal Submission Deadline: 3/15/2025
- Proposal Review and Shortlisting: 2/28/2025
- Interviews with Shortlisted Vendors: TBD ( Availability of HOA Board )
- Selection of Vendor: March 15, 2025
- Contract Start Date: April 1st 2025
VII. Contact Information
For questions regarding this RFP, please contact:Christopher A. Broich President
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We look forward to your proposals and the opportunity to work together to enhance the beauty of The
Dunes at Southampton community.
Sincerely,
The Dunes at Southampton Homeowners Association, Inc.
Christopher A Broich
21 Meadowgrass Lane
Southampton New York 11968
President
Below is the current Scope Of Work performed by the service provider as described by the
contractor.
1. Spring cleanup and full cleanup
Property Leaf brush and debris cleanup and Disposal
2. Mulching
Spread mulch edging and weeding on garden beds and around trees done in Spring
3. Fertilizer
Fertilizer aeration weed and feed pre-emergent crabgrass control insect control done as needed
4. Lawn mowing
Lawn mowing blowing edging and weeding beds done weekly from late April to mid-november
5. Trimming
Trim New Growth off shrubs inside of property and around perimeter
6. Weeding
Edging cobblestones all along Meadowgrass, Village La, Settlers La, Juniper La, and Carriage La
and Edge trees and beds bordering roads