RFP: Baskets & Maintenance 2018

Each year we select a basket and maintenance company to complete our summer baskets. you will find our request for RFP open to any comapny who can fulfill those needs. Your pospoal as identified in the RFP is due on February 12, 2018 so that the the submitted proposal can be discussed and reviewed with the Chemainus BIA board on February 13, 2018.


DATE OF RFP: January 31, 2018 PROPOSAL CLOSES: February 12, 2018 at 3:00 pm


Commencement Date: June 1, 2018 Project Ending Date: November 1, 2018

The Chemainus Business Improvement Association (CBIA) has issued this Request for Proposals (RFP) to obtain proposals from interested and qualified parties to supply the following (to be hung on the commencement date of June 1, 2018):

Hanging Baskets AND/OR Maintenance of Baskets

Please submit proposals that provide the best possible hanging basket and/or maintenance you are able to provide for the below indicated cost. Images will follow showcasing our standards, along with what has been completed in the past for reference. Subcontractor work is not permitted unless noted in proposal and approved by the CBIA.

The CBIA retains the right to select the contractor with the best qualifications. The decision will not be based solely on price. All contractor proposals will be treated as equal, no previous contracts or relationships will be taken into consideration when deliberating on a final decision. By submitting a proposal, each organization shall be deemed to have agreed that no contractual obligations will arise between the BIA and yourself/any contractor until a formal written contract to preform the work within this RFP has been signed by both parties.

DELIVERABLE OVERVIEW: The following is to be provided by the quotee to supply baskets and/or the maintenance associated:

  • Baskets Component

  • Hanging Baskets – Commencement of contract: June 1, 2018

  • Wire basket frame, moss & plant materials, fertilizer, plus labour, greenhouse and physical space required to construct, maintain, move and ‘weather’ the baskets prior to hanging:

  • Moss Sun Baskets 70 at 16”round with 24+ plants in each

  • Moss Shade Baskets 135 at 16” round with 24+ plants in each

  • Maintenance & Service Component

  • Hanging of Baskets & Removal – Commencement of contract: June 1, 2018 & Completion of contract: November 1, 2018

  • Hooks provided/Loop Basket onto hook and around

  • Cost must include winding simple wire between basket and hangar for only 80 baskets as a theft deterrent (time & materials)

  • A listing of which types of baskets types & locations will be provided upon award that should be followed

  • Fertilization of Baskets - Duration of contract: June 1- October 31, 2018

  • Large water tank available – please denote its use in proposal if required

  • Maintenance of Baskets - Duration of contract: June 1- October 31, 2018

  • Drip irrigation has been installed in the majority of locations, monitor

  • General care and maintenance as plants proliferate (deadheading, trimming, etc)

  • Disposal/recycling of baskets & waste - Completion of contract: November 1, 2018

  • General Discussion and communication

  • Shop owners and CBIA will need to be notified if the basket is in poor health and about to die. General quick on-site communication with the shop owner and a weekly email update to the CBIA with this info is required to maintain our records and communication with businesses.

Please download the full RFP to review and submit your proposal to the Chemainus BIA before February 12, 2018.