INVITATION FOR BIDS CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES

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1 INVITATION FOR BIDS CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES The purpose of the Request for Proposal (RFP) is to obtain quotes and/or bids for providing City property and right of way mowing services for the City of St. Cloud, Minnesota for 2012 and All communications concerning this RFP and for obtaining the complete RFP packet of information should be directed to the City internet site, or: Scott Zlotnik, Park & Recreation Director City of St. Cloud Phone: (320) To be considered, each contractor must submit a completed proposal bid form, certificate of liability insurance and any additional information requested in the RFP with their proposal packet (two copies). The proposal bid form must be signed and include a statement as to the period during which the proposal remains valid. Responses to this RFP will be evaluated based on a selection process consisting of: A review by the City of the contractor s response to the RFP, to determine if the proposal meets all criteria for consideration. Relevant experiences, project understanding, project requirements, strength of the proposal, and proposed fees. Every effort will be made to adhere to the following schedule: Distribute RFP January 13, 2012 Proposal Submission Deadline February 6, 2012 (by 4:00 p.m.) Selection February 13, 2012 Note: A bidding meeting to answer contractor questions and describe the mowing areas (maintenance areas) will be held on Wednesday, January 25, 10:30 a.m. Lake George Municipal Complex, th St. South, St. Cloud, MN Proposals will be accepted until 4:00 p.m. on February 06, 2012, and are to be submitted to Scott Zlotnik, Park & Recreation Director, at the address listed above for the Lake George Municipal Complex. Envelopes shall be clearly marked Request for Proposal Mowing 2012/2013 on the outside of the envelope. City of St. Cloud, Minnesota

2 INSTRUCTIONS FOR BIDDERS CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES 1. BACKGROUND INFORMATION The City of St. Cloud is a community of 67,000 persons covering more than 41 square miles in central Minnesota. The City is situated at the convergence of Interstate 94, US Highway 10, Minnesota Trunk Highways 15 and 23, and the Mississippi River, approximately 73 miles northwest of Minneapolis/St. Paul. The urbanized area of the St. Cloud metropolitan community is comprised of three counties (Benton, Sherburne, and Stearns), six townships (Minden, Haven, Lynden, St. Joseph, Clear Lake, and Le Sauk), and five cities (St. Cloud, Waite Park, Sartell, Sauk Rapids and St. Augusta). St. Cloud is the core city of the St. Cloud metropolitan statistical area of more than 230,000 residents. The City of St. Cloud and metropolitan area has experienced significant growth in recent decades, which is expected to continue into the future. 2. REQUESTED SERVICES The City of St. Cloud Park & Recreation Department manages and maintains 1500 acres of parkland, many public buildings and 130 acres +/- of road right of way. The City desires for contractor(s) to supply mowing services for some city land and road right of way. The selected contractor(s) will be responsible to provide mowing services to the City of St. Cloud for 2012 and 2013 (two year contract) from May 1 st - October 31 st for the following specified areas: BID ITEMS A. Roosevelt Road center median and side road (frontage road) Rights of Way (ROW) from 25 th Avenue S. to 22 nd St. S. (See EXHIBIT #1 & #2). B. Westwood Parkway center medians from Ridgewood Rd. to Aspen Lane (See EXHIBIT #3). C. 44 th Av. N. center medians from Highway 15 to the Waite Park City limit (See EXHIBIT #4). D. St. Cloud City Hall Boulevards located at nd St. S (See EXHIBIT #5). E. University Drive center medians and side road ROW from 10 th Av. S. to Roosevelt Road (See EXHIBIT #6). City of St. Cloud, Minnesota

3 F. TH23 Interchange areas in Downtown St. Cloud Irrigated (See EXHIBIT #7). G. 9 th Avenue N. center medians, holding ponds and side road ROW from County Road #1 to Northway Drive center median Irrigated (See EXHIBIT #8). H. Northway Drive center medians and side road ROW from 9 th Av. N. to 13 th St. N (See EXHIBIT #9 & 10). I. Veterans Drive center medians and side road ROW from 44 th Av. N. to 54 th Av. N (See EXHIBIT #11). J. Pinecone Road center medians and side road ROW from County Road 134 to County Road 120. Hand weeding during the season of the two (2) roundabouts is also part of this section - Irrigated (See EXHIBIT #12). K. St. Cloud Regional Library located at 1300 West St. Germain Street. Mow all turf/grass on the entire square block that encompasses the library grounds - Irrigated (See EXHIBIT #13). L. Airport Business Park (35 th Av. NE & Energy Drive) single center median area (See EXHIBIT #14). 3. DESCRIPTION OF THE WORK TO BE PERFORMED The work includes (weekly to biweekly) mowing of all established grasses and vegetation within each reported area in a neat and professional manner. Vegetation in and around structures, walks, trees, parking areas, sidewalks or other similar items shall be mowed to a neat appearance as well as string trimmed (a.k.a. weedy whip, weed whipped etc.). The contractor(s) shall neatly mow grass and vegetation to a height of three and one half inches (3.5 ). All trash and debris in the mowing area shall be removed from the area before and after mowing by contractor(s). Grass and vegetation clippings shall be blown or swept off of walkways, driveways, trails and sidewalks etc. Vegetation clippings shall not be blown into or deposited on the city streets or walkways. Some of the areas described above are irrigated; however, a number of the areas described above dry out and do not grow during hot periods of the summer months. It will be the responsibility of the contractor(s) to factor this into their bidding for the services listed above to provide for the best possible price. The City s expectation is that these areas are to be kept in a neat and orderly groomed appearance at all times and it will be the responsibility of the contractor to choose a mowing cycle for each area specifically to meet the expectation. The chosen contractor(s) must be able to respond to and comply with all of the elements listed in this section. Failure to comply can and will result in termination of a bid proposal or service contract. Elements include: Mowing height is three and one half inches (3.5 ) Grass clippings will not be mowed or blown into the streets or roads All garbage must be picked up and disposed of. Mowing over garbage is prohibited Damage to trees, light posts, sign posts, etc., by mowers or string trimmers is prohibited Contractor(s) mowing equipment must have caution strobe lights or slow moving vehicle plaques affixed to them Equipment operators must wear at all times high visibility reflective safety vests, jackets or shirts while operating equipment in road ROW City of St. Cloud, Minnesota

4 4. RFP TIMELINES Every effort will be made to adhere to the following schedule: Distribute RFP January 13, 2012 Proposal Submission Deadline February 6, 2012 (by 4:00 p.m.) Selection February 13, 2012 Note: A bidding meeting to answer contractor questions and describe the mowing areas (maintenance areas) will be held on Wednesday, January 25, 10:30 a.m. Lake George Municipal Complex, th St. South, St. Cloud, MN. 5. SELECTION PROCESS The City will take into account such matters it considers appropriate in selecting the successful contractor(s). The city reserves the right to contract with one or more vendors for maintenance and to reject, for any reason, any and all bids. Evaluation criteria will include: The contractor s understanding of the assignment and ability to follow bidding instructions The contractor s proposed fee for individual maintenance areas and one lump sum for all areas The experience and qualifications of the contractor(s) References (provide a minimum of three account references) 6. BIDDER QUALIFICATIONS AND PROPOSALS The City requests that contractors interested in submitting proposals: 1. Clearly outline (on the provided proposal bid form) the unit price for each mowing area specified as well as total lump sum for all areas under the REQUESTED SERVICES section of this document, for the season (May 1 st October 31 st for 2012 and 2013). 2. Submit a summary of your experience and qualifications. 3. Submit three account references that you currently service. 4. Submit a certificate of liability insurance and automobile/mowing equipment insurance (The contractor(s) will need to name the City as additional insured and meet the following liability limits if awarded a maintenance contract: $500,000 per claimant and $1.0 million per occurrence). 5. Submit a copy of your business license or article of incorporation (to prove that you are a legitimate business in Minnesota). 6. Specify the staff to be involved (primary contact, mowing operators, single proprietor, clerical contact and owner or owner s agent). City of St. Cloud, Minnesota

5 7. Submit two (2) copies of the proposal packet (failure to not submit two full copies of your proposal packet may result in your proposal not being considered). 7. GENERAL The contractor should be aware of the following: The proposal should confirm that neither the contractor nor any employee would be in a conflict of interest with respect to the proposal if the contractor(s) were selected to perform the services required. All proposals will become the property of the City of St. Cloud. The lowest proposal will not necessarily be accepted. The City reserves the right to reject all bids, award the agreement, interview contractors, negotiate the specific terms of the agreement, and make other adjustments as required in consultation with the successful contractor(s). Sealed envelopes marked Request for Proposal Mowing 2012/2013, with the proponent s name and address shown on the upper left hand corner of the envelope, must be received by the St. Cloud Parks & Recreation Department, Attn: Scott Zlotnik, at th St. South, St. Cloud, MN, 56301, prior to 4:00 p.m. on February 6, Faxed or ed proposals will not be accepted. 8. ADDITIONAL INFORMATION If you have any questions regarding this RFP, please contact Scott Zlotnik, Park & Recreation Director, at or via at scott.zlotnik@ci.stcloud.mn.us. City of St. Cloud, Minnesota

6 CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES CONTRACTOR PROPOSAL BIDDING FORM BID ITEMS FOR ANNUAL MOWING 2012/2013 A. Roosevelt Road center median and side road (frontage road) Rights of Way (ROW) from 25 th Avenue S. to 22 nd St. S. (See EXHIBIT #1 & #2). B. Westwood Parkway center medians from Ridgewood Rd. to Aspen Lane. Includes median on Ridgewood and ROW at Saukview Drive (See EXHIBIT #3). C. 44 th Av. N. center medians from Highway 15 to the Waite Park City limit (See EXHIBIT #4). D. St. Cloud City Hall Boulevards located at nd St. S. (See EXHIBIT #5). E. University Drive center medians and side road ROW from 10 th Av. S. to Roosevelt Road (See EXHIBIT #6). F. TH23 Interchange areas in Downtown St. Cloud All Irrigated (See EXHIBIT #7). City of St. Cloud, Minnesota

7 G. 9 th Avenue N. center medians, holding ponds and side road ROW from County Road #1 to Northway Drive, Irrigated center medians (See EXHIBIT #8). H. Northway Drive center medians and side road ROW from 9 th Av. N. to 13 th St. N (See EXHIBIT #9 & 10). I. Veterans Drive center medians and side road ROW from 44 th Av. N. to 54 th Av. N (See EXHIBIT #11). J. Pinecone Road center medians and side road ROW from County Road 134 to County Road 120. Hand weeding during the season of the two (2) roundabouts is also part of this section Partially Irrigated (See EXHIBIT #12). K. St. Cloud Regional Library property located at 1300 West St. Germain Street. All grass on the entire square block of Library grounds All Irrigated (See EXHIBIT #13). L. Airport Business Park Property single center median. Mowing schedule for this item to be every other week or twice monthly (See EXHIBIT #14). Lump sum for all areas A-J Combined Name: Company: Date: Phone: Signature: City of St. Cloud, Minnesota

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22 SAMPLE CONTRACT CITY OF ST. CLOUD, MINNESOTA CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES CONTRACT THIS AGREEMENT, made and signed this day of, 2012, by and between the CITY OF ST. CLOUD, MINNESOTA, hereinafter called the "Owner" and XXX CONTRACTOR COMPANY, hereinafter called the "Contractor." THIS AGREEMENT WITNESSETH, that the Owner and the Contractor, for the consideration stated, agree as follows: ARTICLE I. The Contractor hereby covenants and agrees to perform and execute all the provisions and specifications indicated below under Article IV, as approved by the Owner for the CITY PROPERTY AND RIGHT OF WAY MOWING SERVICES CONTRACT for and to do everything required by this agreement and the documents hereto attached. ARTICLE II. The Contractor agrees that the work contemplated by this contract shall be fully and satisfactorily completed annually between the dates of May 1 st October 31 st in 2012 and 2013 in accordance with all specifications outlined. The contract term is for two years (two growing seasons) with an option for an additional year given the overall performance of the contractor during ARTICLE III. The Owner agrees to pay and the Contractor agrees to receive and accept payment in accordance with the prices bid for the specified areas as set forth in the conformed copy of the Proposal Bid Form hereto attached, the Contractor's proposal will be kept on file in the office of the PARK & RECREATION DIRECTOR, the aggregate of which annual price has been determined be $ for 2012; and $ for ARTICLE IV. The City Property and Right of Way Mowing Services Contract Documents shall consist of the following component parts: 1. Invitation for Bids Request for Proposals City Property and Right of Way Mowing Services. 2. Instructions to Bidders. 3. The Proposal Bid Form (conformed copy). 4. Plans (air photos) which are attached to the specifications outlined in the Instruction to Bidders. City of St. Cloud, Minnesota

23 ARTICLE V. The Contractor has familiarized themselves with the nature and extent of the contract documents, work to be performed, and with all local conditions and federal, state, local laws, ordinances, rules and regulations that in any manner may affect cost, delivery or services or the performance of work. The Owner reserves the right to terminate this contract at any time if the performance of the Contractor does not meet the specifications and expectations outlined. This Agreement, together with the documents hereinabove mentioned, form the Contract, and all documents are as fully a part of the Contract as if attached hereto or herein repeated. IN WITNESS WHEREOF, the said City of St. Cloud, Minnesota, has caused these presents to be executed in its behalf by the Mayor, and the City Clerk, and XXX CONTRACTOR COMPANY, who have hereunto subscribed their names. Dated at St. Cloud, Minnesota, this day of, 2012 City of St. Cloud, Minnesota By: (Mayor) By: (City Clerk) XXX Contractor Company By: By: City of St. Cloud, Minnesota