CITY OF BEAVERCREEK, OHIO QUOTES FOR MOWING AND GENERAL CLEANUP OF PRIVATE PROPERTIES

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1 CITY OF BEAVERCREEK, OHIO QUOTES FOR MOWING AND GENERAL CLEANUP OF PRIVATE PROPERTIES The City of Beavercreek is seeking quotes for mowing, trimming and general cleanup of private properties found to be in violation of the City s grass cutting ordinance ( 97.10) and Property Maintenance Code. The Contract is to have a ten month term commencing on March 1, 2015 and ending on December 31, Bids will be received by mail or delivery at the Planning & Zoning Department, 1368 Research Park Drive, Beavercreek Ohio through February 16, Instructions, forms and specifications are available in the Planning & Zoning Department during regular business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday. All Contractors and/or persons performing work under this Contract must be 18 years of age or older.

2 BIDDING SPECIFICATIONS MOWING AND GENERAL CLEANUP OF PRIVATE PROPERTIES 1. Proposals for Mowing and General Cleanup of Private Properties during the requisite period must be made in accordance with the following directions and submitted on Proposal Sheets furnished by the City. The City shall award the Contract based on the City s assessment of the lowest and best bid (which shall include assessing all relevant factors including but not limited to, adequate personnel and equipment, financial stability, invoicing procedures, past performance, references, and competency of the bidder as described in section 9 below) and reserves the right to accept or reject, in whole or in part, any or all bids, based exclusively in the judgment of the City. 2. The bid should be addressed to the Planning & Zoning Department, 1368 Research Park Drive, Beavercreek, Ohio and submitted by February 16, Performance of Work: Under this Contract, work shall be performed Monday through Saturday between the hours of 8:00 a.m. and 8:00 p.m. The work must be completed in accordance with the Performance Specifications and the Contractor will inform the City when the work will be performed. 4. Liability Insurance: The Contractor and any subcontractors shall procure and maintain during the term of the Contract an (Comprehensive) Automobile and (Comprehensive) General Liability Insurance policy containing a Contractual Liability Coverage Endorsement covering their operations and their assumed liability with the City of Beavercreek, Ohio being named as additional insured, providing protection against claims arising out of the performance of this Contract, or in any way connected therewith, covering personal injury, including accidental death, as well as claims for damage to property, in an amount of not less than $1,000,000 (One Million U.S. Dollars) for any one person injured in any accident and with a total liability of not less than $1,000,000 (One Million U.S. Dollars) for all persons injured in any one accident, and the amount of not less than $1,000,000 (One Million U.S. Dollars) for each accident as compensation for damage caused to property of others. All insurance companies shall be licensed to do business in the state of Ohio and shall be subject to approval by the City. All insurance shall have a cancellation clause requiring that the policies may not be cancelled unless thirty (30) days written notice has been given to the City. 5. Subcontractors: Only employees of the Contractor shall perform work under this Contract. No work may be subcontracted without the written permission of the City. 6. Revisions: If additional information is needed by the Bidders, or if revisions to the bid specifications are to be included in the bids, written instructions covering such items will be issued by the City and the cost of such revisions shall be included in the bids. Oral instructions or interpretations are not to be considered as binding on the City of Beavercreek, unless confirmed in writing. 7. Bidder Responsibility: The Bidder shall accept full responsibility for all conditions or difficulties that may be encountered in the execution of the work; no pleas of ignorance of conditions may be entered at any time. The Bidder shall be required to fulfill in every way all of the requirements of the Contract. No claim for extra compensation shall be accepted based on the increases in the cost of fuel. 1

3 8. Safety: Mowing equipment using City streets shall be marked with appropriate signs and shall be operated in a manner consistent with law and safety standards. Any violation of safety standards may be deemed cause for termination of the Contract. Special attention shall be made to the high vehicle and pedestrian traffic where the necessary precautions shall be taken for their safety. 9. Competency of Bidders: The City requires that the Bidder furnish satisfactory evidence that they have the necessary resources to fulfill the conditions of the Contract Documents. A listing of mowing equipment types, sizes to be used and number of units in inventory shall be listed. A current job site list of accounts with similar requirements, under the Bidder s management, with address, telephone numbers, and length of service per job, shall be included. The evidence shall be listed in the Experience Statement. 10. Office Hours: The City of Beavercreek must be given a telephone number where the Bidder (or their representative) can be reached readily and without delay during the regular City working hours, and during non-working hours. A next business day response to all phone calls and/or letters received from the City shall be required. 11. Work to be performed (General Mowing, Bush Hog or General Cleanup) will be assigned and specified in an Authorization for Mowing and General Cleanup. The Authorization must be signed and returned to the City prior to the start of work. 12. Invoicing/Payments: An invoice shall be submitted with the itemized costs for providing services. Payments will be made to the Bidder after receipt of an invoice provided that scheduled work is satisfactorily completed and all obligations are performed. The invoice shall be submitted to and verified by the Planning and Zoning Department. The City may withhold payment if it is determined that the Bidder has not performed in accordance with the Contract or has caused damage not repaired by the Bidder as of the bill submission. The Bidder agrees that it shall be responsible for any additional cost incurred by the City, due to failure to perform as specified in the terms of the bidding specifications and Contract. 13. Work Guarantee: The Bidder shall guarantee all work against defects resulting from the use of inferior materials, equipment or workmanship. 14. Start of Work: The successful Bidder shall not begin work under any circumstances before entrance into the written Contract with the City. 15. Workers Compensation Insurance: The Bidder shall produce satisfactory evidence to the City before starting any work under this Contract that all of their employees and subcontractors are protected by Worker s Compensation Insurance under and in accordance with the laws of the State of Ohio, and shall make all premium payments promptly so as to maintain such protection in full force and effect. Copies of Worker s Compensation current renewal certificates are to be submitted to the City of Beavercreek Code Enforcement Officer throughout the term of the Contract. 2

4 16. Unemployment Insurance Coverage: The Bidder shall produce satisfactory evidence to the City prior to starting work under this Contract that Unemployment Insurance Coverage is current. If the Contractor is not required to have Unemployment Insurance Coverage, please provide a statement as such. 17. Licenses and Permits: All vehicles used in conjunction with the performance of the Contract shall be properly insured for the specific type of work being performed. In addition, all vehicles will be properly licensed with commercial license plates. All drivers shall have valid Ohio driver s licenses. All licenses and permits required for all specified work, whether specifically listed in the bid documents, or not specifically listed, are the responsibility of the Bidder. Copies of required licenses, certificates and permits shall be made available to the City upon the award of said Contract. 18. The Contract in consideration is a non-exclusive Contract. The City reserves the right to terminate the Contract, at no expense to the City, upon one (1) week notice if the Contractor fails to abide by the terms of the Contract. Additionally, the City reserves the right, if necessary, to outsource any work covered under this Contract that it deems necessary. Likewise, the Bidder may terminate the Contract, at no expense to the City, upon one (1) week notice to the Planning & Zoning Department. EXPERIENCE STATEMENT The Bidder is required to state in detail on an attached sheet what work of a similar nature to that included in the proposed Contract that they have done, to give references and information as previously listed under Bidding Specification Item 9 Competency of Bidders and such other information that will enable the City to judge their responsibility, experience, skill, business and financial standing. This statement shall also include the following: 1. Evidence to the effect that the Bidder maintains a permanent place of business. 2. The Bidder must have adequate facilities and equipment available to perform the work which is proposed herein. 3. Evidence to the effect that the Bidder has appropriate experience and has or will have in their employ a sufficient number of skilled and trained employees to carry out the work to be performed under this Contract. EXTENT AND LOCATION OF WORK The work described under this proposal includes the mowing, trimming and general cleanup of various private properties within the City of Beavercreek on an as needed basis. The bids for mowing, trimming and general cleanup shall be for a ten month period. The specific starting date will be determined by the City based on the weather conditions at the particular time of the season. 3

5 PERFORMANCE SPECIFICATIONS 1. All services are to be performed in a professional manner. The Contractor is a reflection of the City and must be professional in conduct, attire and work performed. 2. The Contractor is only authorized to gain access to those properties as supplied by the City to perform the work prescribed. Adjoining properties may not be used for ingress or egress onto said properties. 2. Litter and Debris Clean Up: All litter, debris, sticks, etc. shall be removed prior to cutting. Litter must be taken from the area when cutting is complete and properly disposed of at Contractor s expense. Household items, unless otherwise specified, should be moved to an available outdoor patio area or, in absence of an outdoor patio area, out of the immediate work area. 3. Cutting Height: Cutting shall be such that the grass height is not less than 4 inches to the ground. Mowing equipment shall be set to a cutting height of 4 inches during the wet, cool seasons (spring and fall) when the temperatures are below 70 degrees. When the temperatures are above 70 degrees, mowing equipment shall be set to a cutting height of 4-5 inches. 4. Mowing Practices: All mowing equipment shall be kept in good working condition. Mowers shall be sharp and adjusted frequently to assure a clean cut. Cutting direction shall change with each cutting where applicable. Cutting shall be performed in a manner that prevents tire ruts. There shall be no debris left visible on the surface of the lawn after cutting. No grass clippings or debris shall be blown into mulched beds. No grass clippings or debris shall be blown or left on streets, sidewalks, or any paved surface. Grass clippings shall be removed from all front lawns. All clean up shall be the responsibility of the Contractor. Trees and other ornamental plants shall not be bumped or damaged by mowing equipment. 5. Trimming: Trimming of grass and other vegetation shall be performed with each cutting. Trimming shall be performed around all upright objects, curbing, fire hydrants, trees, signs, etc., and shall be performed to a uniform height with cut areas. 6. Schedule: The Contractor will be responsible to have any areas mowed and trimmed within two (2) business days after receiving said information from the City. If the lot has been mowed prior to the bidder s arrival, no payment will be made for this lot. 7. Invoicing: The Contractor shall list on the invoice: invoice number, dates work performed, job location, number of hours worked on the job, description of work performed, amount due and signature. All invoices shall be submitted to the Planning and Zoning Department no later than ten (10) days after the work has been performed. 8. Payments: Payments will be processed in accordance with the City of Beavercreek Finance Department policies and procedures.

6 BID PROPOSAL SHEET The City reserves the right to waive minor irregularities in the bids. Additionally, the City reserves the right to accept or reject any or all proposals. The undersigned, having full knowledge of the specifications and conditions of this proposal, hereby agrees to perform the following mowing, trimming and general cleanup at various private lots, at the prices stated below. The quotations below will be quoted per company hour NOT per man hour. The quote will be based on the number of hours on the job regardless of the number of employees on the job. General Mowing Bush Hog (For large undeveloped tracts) General Cleanup $ Hourly charge $ Minimum charge $ Hourly charge $ Minimum charge $ Hourly charge $ Minimum charge By signing this RFP, the bidder is acknowledging that he or she has carefully read and understood this RFP and the Agreement and will provide the services and meet the conditions set forth herein if awarded the Contract for the Agreement. By signing this RFP, the bidder warrants to the City that he or she has the legal capacity to execute this proposal on behalf of his or her company. Firm: Address: Representative: Federal I.D. #: Telephone: Fax: Date: Title: CITY REPRESENTATIVE: Planning Director Date