CITY OF ALLIANCE REQUEST FOR QUOTES (RFQ) I. Introduction: The City of Alliance is seeking a contractor(s) for lawn mowing services, and hereby requests sealed written quotes from contractors to perform lawn mowing at residential and commercial properties. The City is seeking quotes for (3) separate categories of lawn mowing services. The (3) categories are Abatement Mowing, mowing of City-Owned Parcels and mowing of parcels that are part of the Neighborhood Initiative Program (NIP). II. Background The City of Alliance is requesting quotes for three (3) separate categories of lawn mowing services. Descriptions of each category can be found on the attached sheets. Quotes may be submitted for any or all of the lawn mowing categories. Please base your quotes on all the information provided in the entire RFQ packet. Alliance Codified Ordinance Chapter 17 defines weeds, tall grasses and vines and outlines the procedures for managing violations. Additional details regarding A.C.O. Chapter 17 may be found on the City s website. www.cityofalliance.com The selected contractor(s) will be responsible to provide mowing services to the City of Alliance for properties requested by the Housing Specialist during the 2016 growing season. III. Scope of Work The work includes mowing of all established grasses and vegetation (excluding shrubs, trees, heavily wooded areas, and reasonably maintained garden areas) at properties requested by the Housing Specialist. Each property will be identified by address and parcel number with any special circumstances noted. The work will include mowing of the entire parcel including the curb lawn area. The average parcel size is 40 x 110. A. Job Expectations: 1. The contractor will be expected to complete all jobs within 5 calendar days of notification (weather permitting); 2. The contractor will be allowed to schedule work hours between 7:00 a.m. to 7:00 p.m. Monday through Saturday, and 10:00 a.m. to 6:00 p.m. on Sundays and holidays; 3. The contractor must be able to receive & process requests via e-mail; 4. The contractor must have a digital camera to take digital photographs of properties both pre and post cut; 5. The contractor s invoices will give a detailed description of the location (address and/or parcel number), dates and time work was performed. 6. City reserves the right to withhold payment on all unauthorized work. B. Requirements The contractor must: 1. Be prepared to complete a large number of mowing jobs in a timely manner; 2. Be able to handle some jobs consisting of extremely tall grass/weeds;
3. Have sufficient equipment, personnel and skills needed for cutting residential and commercial properties consisting of grass/weed heights in excess of 10 inches in height; 4. Be capable of mowing ungraded parcels and/or steep slopes; average parcel size is 40 x 110 ; 5. Identify possible hazards including garbage, debris, and miscellaneous junk that may be present in grass and report to Housing Specialist; 6. Mow tall grasses and/or weeds in and around structures (example: swing set), walks, trees, fences to a neat appearance; 7. Be capable of getting equipment through fence openings to mow rear yards; 8. Identify overgrown vegetation which may create a hazard or obstruction and report to Housing Specialist. IV. Contract Information: A. Right to Cancel or Change Process: The City of Alliance reserves the right to cancel or change the process, outlined in Section III A, so as the best interest of all involved parties is served. If the process is changed or modified, the City shall issue a notice indicating the changes and new instructions. The Contractor will be encouraged to communicate with the Housing Specialist on ways to improve the process. B. Termination: The City of Alliance may, by written notice, and at any time, terminate the contract if, in the judgment of the City, the contractor has failed to comply with the terms of the contract. In the event of such termination, the contractor shall be entitled to payment for work performed through the date notice is delivered to Contractor. No sums shall be owed to the contractor for work performed after such notice is delivered. Contractor acknowledges that this contract is contingent upon sufficient budget allotments, and is subject, by written notice to Contractor, to restriction or cancellation if budget adjustments are deemed necessary by City Council. In the event the contract is terminated due to such budget restructuring, Contractor shall be entitled to payment for work performed through the date notice is delivered to Contractor. C. Non-exclusive: This contract is a non-exclusive contract with the City. The City reserves the right to use its own employees as necessary to perform work similar to that being performed under the terms of this contract. Performance of work by City employees shall be construed as being consistent with the terms of the contract and shall not be cause for the contractor to cease performance of work as directed. D. No Assignment: It is understood and agreed that the Contractor shall not assign, sublet, or transfer any of the rights and duties under the terms of the contract without written consent from the City of Alliance. E. Term of Contract: The term of the contract shall run for six months from May 1, 2016, thru November 1, 2016 with possibility for renewal. The City of Alliance will be seeking the ability to renew this contract for up to two (2) additional years, at its sole discretion, for the prices quoted. If the price will change for years 2 and 3, please indicate what the changes will be.
V. Bidder Quotes and Qualifications: The City requests that contractors interested in submitting quotes: A. Provide a quote for any or all (3) categories of Lawn Mowing Services for the 2016 season. 1. Submit quotes on the attached sheets provided 2. Abatement mowing to be quoted per mowing per parcel 3. City-Owned Parcels to be quoted per mowing of the full group 4. N.I.P. Properties to be quoted per mowing per parcel B. Upon contract award, the Contractor(s) may be required to provide evidence of all insurance necessary to cover its employees performing services under the terms of the contract including, but not limited to: 1. General Liability Insurance - insurance must be in a minimum amount of one hundred thousand dollars ($100,000) per occurrence. 2. Comprehensive Vehicle Liability Insurance 3. Workers Compensation as required by the State of Ohio C. Provide certification from the Alliance City Income Tax Department that their company or corporation is registered and compliant with this Department. D. Submit a completed Contractor s Application Form. VI. Other Requirements A. Guarantee: Any property which is not mowed and/or cleaned satisfactorily, as deemed by the City, shall be re-done upon the City s request at the Contractor s expense. B. Protection of Public and Private Property: The Contractor shall exercise all necessary caution to protect vehicular and pedestrian traffic and to protect all public and private property from injury or damage caused by the operation of the Contractor. Any practice obviously hazardous in the opinion of the City shall be immediately discontinued by the Contractor upon receipt of either written or oral notice to discontinue such practice. The Contractor shall comply with all OSHA and other Federal and State safety standards. C. Property Damage: The Contractor shall assume complete responsibility for any claim of property damage or bodily injury, which may directly or indirectly arise from the Contractor s performance under the terms of this bid. Should any damage to property be caused by the Contractor, the Contractor shall be required to make repairs in a timely manner, at its own expense. The City is not responsible for any damage to the Contractor s equipment or property serviced by the Contractor. The Contractor shall not recover from the City of Alliance the cost for damaged equipment, broken mower blades, punctured tires, or any other damaged equipment, as a result of assignments, regardless of the condition of the property. The Contractor shall notify the City within 24 hours of any property damage to the property, but in no event shall said notice be provided to the City later than when the Contractor submits the date stamped photographs and invoice for the work performed at the property. D. Travel Time Not Reimbursed: The City of Alliance shall not pay for travel time to any disposal site, to any property mowed or to any property that has been mowed by the property owner between the time of issuance of the work order to the Contractor and the time of Contractor s arrival at the property.
VII. Payments: Payments will be made upon submittal of separate invoices on a per parcel/property basis. Invoices must be submitted to the City of Alliance, Housing Specialist for payments to be processed. Payments are made upon approval and may take up to 30 days to pay from the date the invoice is received. VIII. Selection Process: The City of Alliance reserves the right to reject all quotes and the right to reject any quote which is in any way incomplete or irregular. Contracts will be awarded to the best overall quote submittal as determined by the Director of Public Safety and Service which best serves the interests of the City of Alliance. In comparing the submittals and making awards, the City of Alliance may consider such factors as quality and thoroughness of a quote, and past performance of the contractor. Selection will be based upon the best evaluation, capability and experience, in addition to that of the quoted price. The City of Alliance reserves the right to award the contract to a contractor who is not the lowest cost; however, cost is an important factor in the selection of a contractor. IX. Submittal Requirements: Sealed quotes should be submitted to the City of Alliance Auditor s Office on or before 11:30 a.m., April 8, 2016. Quote submittals will be opened at noon Friday, April 8, 2016 at the City of Alliance Administration Building, 2 nd Floor Conference Room, 504 East Main Street, Alliance, Ohio 44601. Quotes submitted after the deadline shall be considered late, and will not be opened or considered. Faxed or e-mailed proposals will not be accepted. Quotes may be mailed or hand delivered in an envelope clearly marked with the following information: RFQ - Lawn Mowing Services Auditor s Office City of Alliance 504 E. Main St. Alliance, OH 44601 X. Additional information: Requests for additional information and any questions regarding this RFQ shall be directed to: Michelle Cutler, Housing Specialist City of Alliance Dept. of Planning & Development 504 E. Main St. Alliance, OH 44601 CutlerMA@allianceoh.gov (330) 829-2235
CITY OF ALLIANCE REQUEST FOR QUOTES (RFQ) ABATEMENT MOWING The City of Alliance Housing Specialist receives and responds to complaints regarding tall grasses, weeds and/or vegetation. The City is seeking a contractor(s) to supply mowing services for properties which fail to be mowed by the property owner after a notice of violation. Currently, there are 195 properties defined as chronic violators, 87 of these properties have structures on them and the remaining 108 properties are vacant land. The properties defined as chronic violators have already been notified of their status and obligation to mow or the City of Alliance will abate the tall grass nuisance (10 or higher) without further notification. In addition to the 195 chronic violator properties which may require abatement mowing, there may be approximately 50-75 new properties that will require abatement mowing throughout the season. The abatement mowing will include the mowing of grass and weeds over 10 inches in height. Abatement mowing requests will be on a per site authorization basis from the Housing Specialist. Details can be found in Alliance Codified Ordinances Section 1741. The City anticipates having violation properties mowed a minimum of two (2) times for the season. However, the City does not guarantee any minimum amount of mowing. The amount of mowing will be based upon the season s weather conditions and funding available. Please base your quotes on all the information provided in the entire RFQ packet. ABATEMENT MOWING QUOTE: $ per mowing per parcel Company Name: Company Address: Company Phone #: Email Address: Official s Name/Title: Signature: Date:
REQUEST FOR QUOTES (RFQ) CITY-OWNED PARCELS The City of Alliance owns approximately (35) vacant parcels of land throughout the city. The number of parcels owned by the City may fluctuate based upon acquisition and disposition. Parcels that are City-owned will need to be mowed as part of a regular maintenance plan and the grass will not need to exceed a height of 10 inches before being mowed. Quotes submitted shall be for a flat-rate of all City-owned parcels to be on a regular maintenance. The City anticipates having City-Owned Parcels mowed a minimum of one (1) time per month. However, the City does not guarantee any minimum amount of mowing/maintenance. The amount of mowing/maintenance requested will be based upon the season s weather conditions and funding available. Be advised that the number of parcels included as part of this mowing and maintenance quote may vary. COMMUNITY ENTRANCE SIGNS In addition to the City-Owned vacant parcels, there are three (3) Community Entrance Sign sites that require regular mowing and maintenance. The three (3) sites that should be included as part of this RFQ are located on the Southwest corner of Sawburg and Beeson, the Southeast corner of St. Rt. 183 and Madison Ave. and on the eastside of North Union Ave. near the former Stewart Brothers Paint Company. Quotes should be for all three (3) sites and include Spring and Fall cleanups consisting of the removal of dead plants, weeds and debris as well as the pruning and trimming of existing plants. The City anticipates having these sites mowed and trimmed a minimum of one (1) time per month. However, the City does not guarantee any minimum amount of mowing and trimming. The amount of mowing and trimming requested will be based upon the season s weather conditions and funding available. Be advised that Community Entrance Signs should be quoted as a flat-rate for the group of three. Please base your quotes on all the information provided in the entire RFQ packet. COMMUNITY ENTRANCE SIGNS QUOTE: $ per cleanup for all (3) sites (Spring) $ per cleanup for all (3) sites (Fall) $ per mowing of all (3) sites (1 cut per month) $ per mowing of all (3) sites (2 cuts per month) CITY-OWNED PARCELS MOWING QUOTE: $ per mowing of entire group (1 cut per month) $ per mowing of entire group (2 cuts per month) Company Name: Company Address: Company Phone #: Email Address: Official s Name/Title: Signature: Date:
CITY OF ALLIANCE REQUEST FOR QUOTES (RFQ) N.I.P. PARCELS The goal of the Neighborhood Initiative Program is to stabilize property values by removing vacant and blighted properties in Target Areas in an effort to prevent future foreclosures for existing homeowners. Simply demolishing a vacant property may not have a positive impact unless the property is subsequently improved through redevelopment or by grading and greening the site. As part of the Neighborhood Initiative Program, funds have been provided for maintaining these recently graded and seeded properties for three (3) years or until disposition for an eligible use. Properties are to be maintained in a manner that enhances the neighborhood including mowing, trimming and removal of trash. There will be approximately (31) vacant parcels/lots that will require ongoing mowing and maintenance as part of the Neighborhood Initiative Program. The number of parcels requiring maintenance as part of the N.I.P. program may fluctuate based upon acquisition and disposition. Parcels that are part of the N.I.P. program must be mowed as part of a regular maintenance schedule. The City anticipates having the N.I.P. Parcels mowed, trimmed and maintained a minimum of one (1) time per month. However, the City does not guarantee any minimum amount of mowing/maintenance. The amount of mowing/maintenance requested will be based upon the season s weather conditions, overall property appearance and funding available. Please base your quotes on all the information provided in the entire RFQ packet. N.I.P. MOWING QUOTE: $ per mowing and trimming per parcel Company Name: Company Address: Company Phone #: Email Address: Official s Name/Title: Signature: Date: