Mowing & Debris Removal

BID PACKAGE
Residential Mowing and Clipping Removal,
Debris and Garbage Removal, and Sidewalk Snow and Ice Removal
for Properties Violating Town Codes
For the
Town of Poughkeepsie Zoning Department
Issued by: Town of Poughkeepsie
1 Overocker Road
Poughkeepsie, NY 12603
Town Supervisor Rebecca Edwards
Board Members Bill Reuter
Barbara Laird
Shantha Thangiah
Emily Watson
Ryan Sharpe
Ann Shershin
Town Clerk Felicia Salvatore
Attorneys To the Town Gordon & Svenson, LLP
Zoning Administrator Kristina Granieri
DATE: April 20, 2026
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TABLE OF CONTENTS
Advertisement for Bids................................................ 3
Information for Bidders ............................................... 4
Technical Specifications and Project Specifications............. 7/8
Contact Information................................................... 9
Bid Packet Forms....................................................... 10
Certificate of Non-Collusion By Bidder ................... 12
Iranian Energy Divestment Disclosure Form............ 14
Bid Bond Form .................................................. 15
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ADVERTISEMENT FOR BIDS
Residential Mowing and Clipping Removal,
Debris and Garbage Removal, and Sidewalk Snow and Ice Removal
for Properties Violating Town Codes
The information for Bidders, Specifications and other Contract Documents may be reviewed and obtained on or after
April 20, 2026, at the Office of the Town Clerk, Town of Poughkeepsie, One Overocker Road, Poughkeepsie, NY 12603
and on the Town website at www.TownofPoughkeepsie-ny.gov/Bids.aspx
Sealed Bids for three (3) year contracts for "Residential Mowing and Clipping Removal, Debris and Garbage Removal,
and Sidewalk Snow and Ice Removal For Properties Violating Town Codes" will be received by the Town
Clerk, Town of Poughkeepsie ("Town"), One Overocker Road, Poughkeepsie, NY 12603 until 11 a.m. (local time) on
May 12, 2026 at which time they will be publicly opened and read aloud.
Bidders may submit as to some or all of the contracts, and each bid shall also propose an hourly rate for labor and equipment
to perform optional additional services as requested by the Town.
All Bids must be made upon and in accordance with the forms prepared by the Town and shall be submitted in sealed
envelopes marked: "Residential Mowing and Debris/Garbage/Snow Removal Bid". Three copies of each bid shall be
submitted.
BID DEPOSIT: Each bidder on a Town contract(s) shall submit a Bid Deposit Guarantee of $2,500 by Bond or Certified or
Bank Check payable to the Town of Poughkeepsie, to assure that the successful Bidder(s) will execute a contract(s) with
the Town. A combined performance and payment bond of $2,500 will be required from the successful Town Bidder(s).
STATEMENT OF NON-COLLUSION: In addition to submitting a Bid Form, Bidders are required to execute a Non-
Collusion Bidding Certificate as attached to the Bid Package.
The Bid Package, including the required "Bid Sheet" and "Non-Collusion Certificate" forms may be reviewed and
obtained at the Office of the Town Clerk, Town of Poughkeepsie, One Overocker Road, Poughkeepsie, NY
12603 and are also available at www.TownofPoughkeepsie-ny.gov To be advised of addenda to the bid packet please
register with fsalvatore@townofpoughkeepsie-ny.gov and monitor www.TownofPoughkeepsie-ny.gov/Bids.aspx .
The Town reserves the right to reject any and all Bids, to waive any informality or technicality in any Bid in their interest,
to determine the ultimate scope of a contract, and the Town may award more than one or all contracts to a Bidder whose
combined contract pricing is most favorable to the Town.
Bidders are also required to comply with the provision of Section 291-299 of the Executive Law of the State of New York.
The Town will affirmatively ensure that minority business enterprises will be afforded full opportunity to submit Bids in
response to this invitation and will not be discriminated against.
BY ORDER OF THE TOWN BOARD
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
Dated: April 20, 2026
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I INFORMATION FOR BIDDERS
1. Receipt and Opening of Bids
The Town invites bids on the form attached, all blanks for each contract Item bid must be
completely filled in using ink or type written. Bids will be received by the Town at the Office of
the Town Clerk until 11 o'clock a.m., local time on May 12, 2026, and then publicly opened and
read aloud. The envelopes containing the bids must be sealed and addressed to the Town of
Poughkeepsie at One Overocker Road, Poughkeepsie, New York 12603 and designated as
"Residential Mowing and Debris/Garbage/Snow Removal Bid". Three copies are required.
The Owners may consider informal any bid not prepared and submitted in accordance with the
provisions hereof and may waive any informalities or reject any and all bids. Any bid may be
withdrawn prior to the above scheduled time for the opening of bids or authorized postponement
thereof. Any bid received after the time and date specified shall not be considered. No bidder
may withdraw a bid within 45 days after the actual date of the opening thereof.
2. Preparation of Bid:
Each bid must be submitted on the prescribed form.
Bid envelopes must bear on the outside the name of the bidder and his/her address. If forwarded
by mail, the sealed envelope containing the bid(s) must be enclosed in another envelope
addressed as specified above.
3. Qualifications of Bidder:
The Owners may make such investigations as deemed necessary to determine the ability of the
bidder to perform the work, and the bidder shall furnish to the Owners all such information and
data for this purpose as they may request. The Owners reserve the right to reject any bid if the
evidence submitted by, or investigation of, such bidder fails to satisfy them that such bidder is
properly qualified to carry out the obligations of the contract documents and to deliver the items
specified. Conditional bids will not be accepted.
4. Bid Security, Payment and Performance Security for Town Contract(s):
Each Town bid must be accompanied by a Certified or Bank Check drawn payable to the Town
of Poughkeepsie or a surety bond, and the form of bid bond attached, in the amount of Two
Thousand Five Hundred Dollars. Such bid security will be returned to all except the three lowest
bidders within five days after the opening of bids. The remaining checks or bid bonds will be
returned to those not awarded the contract promptly after the Town and the accepted bidder have
executed a contract, or, if no agreement has been made within 45 days after the date of the
opening of bids.
The bid security for the winning bidder(s) will be retained by the Town as the required Payment
and Performance Security and returned after acceptable performance of the contract.
5. Addenda and Interpretations:
No interpretation of the meaning of the specifications or other pre-bid documents will be made to
any prospective bidder orally. Every request for interpretation as to Town bids shall be in writing
and addressed to Kristina Granieri at the Zoning Department (kgranieri@townofpoughkeepsie-
ny.gov).
Inquiries must be received at least five (5) days prior to the date fixed for the opening of bids.
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All addenda and interpretation will be emailed to the inquirer (at the address furnished for such
purposes) and posted on the Town's website, www.TownofPoughkeepsie-ny.gov/Bids.aspx, no
later than three days prior to the date fixed for the opening of bids. All addenda and
interpretations shall become part of the bid/agreement documents.
All potential bidders must pre-register with the Town Clerk to receive addendums and updates.
6. Obligation of Bidders:
At the time of the opening of bids each bidder will be presumed to have read and to be thoroughly
familiar with the contract documents (including all addenda and interpretations). The failure or
omission of any bidder to examine any form, instrument or document, or to be informed of any
addendum or interpretation shall in no way relieve any bidder from any obligation with respect to
his/her bid.
Each bidder must inform him/herself of the conditions relating to the work required under this
project and the employment of labor thereon. Failure to do so will not relieve a successful bidder
of his/her obligation to furnish all material and labor necessary to carry out the provisions of
his/her contract.
7. Conditions of Work
Subcontracting and the assignment of any part of a contract requires the Owner's advance written
consent.
8. Sales Tax:
This work is exempt from certain sales/use taxes and the contract amount excludes such taxes.
9. Bid Comparison
To achieve the best value and lowest total cost for the Town, bids will be compared and contracts
awarded on the basis of each Bid Item on the bid form. In the event there is a discrepancy
between any figures written in words and written numerically, the price written in words shall
govern. The Owners reserve the right to waive any irregularities or informalities, and to reject all
or part of any bids.
10. Bid Quantities
The Owners reserve the right to increase or decrease any item in this contract they deem to be in
the best interest of the Town.
11. Method of Award - Lowest Qualified Bidder:
It is the Owners' intention to award the contract or contracts based on the lowest bid price for
each item which has been submitted by a qualified bidder, or the lowest total cost to the Town.
12. Non Performance
If a contract is not being performed as required, the Town may terminate the contract on five (5)
days written notice, or sooner if required for reasons of personal or public health, safety or
welfare.
13. Notice to Proceed:
A contractor shall not proceed with any work until contractor has received an executed contract in
form satisfactory to the Town, and a Notice to Proceed.
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14. Insurance and Indemnity Requirements-all Town contracts:
Before the Town enters into agreement with a Contractor, he/she must submit proof that he/she
has obtained and will maintain liability insurance coverage meeting the Town's insurance
standards. These standards are:
* Automobile Liability-Automobile Liability Insurance on an occurrence basis covering all
owned, non-owned and hired vehicles with the limits of not less than:
o Bodily Injury/Property Damage on a Combined Single Limit Basis of at least
$1,000,000 for each occurrence.
o No Fault, Statutory Benefits
* Commercial General Liability
o Bodily Injury and Property Damage
$2,000,000 per Occurrence
$3,000,000 Aggregate
$3,000,000 Products/Completed Operations Aggregate
o The Town of Poughkeepsie shall be covered as an additional insured on a primary
and non-contributory basis including for products and completed operations. There
shall be a waiver of subrogation in favor of the Town of Poughkeepsie and hold
harmless provisions in the contract in favor of the Town.
* Catastrophe Excess Liability or Umbrella policies are acceptable in helping to fulfill the
requirements, provided they do not contain restrictions or exclusions of coverage required
under the specifications.
* Owners, Contractors' Protective Liability
o An owners and contractors protective Liability Policy (OCP) shall be written to
protect the Town for Bodily Injury and Property Damage with limits not less than
those specified above to protect the Town against claims arising from the operations
of any subcontractors which the prime contractor employs on a project. To be taken
out by a General Contractor on behalf of the Town when the General is using
Subcontractors.
* The successful bidders shall agree to indemnify, defend and hold the Town and its officers,
agents, and employees harmless to the extent permitted by law from all loss, cost (including
legal fees and disbursements), suits, claims and judgements arising from or related to the
successful bidder's negligence, intentional acts, breach of any code, law, rule or regulation
and its performance or non-performance of the awarded contract.
15. Required workers' compensation and disability benefits coverage.
Proof of required workers compensation coverage is demonstrated when the following forms
are provided:
o Forms C-105.2 and DB-120.1 (Certificates of Insurance), and Form SI-12 (Affidavit
Certifying That Compensation Insurance Has Been Secured), which are designed to
provide necessary proof of coverage when completed by the insurance carrier and/or
the Worker's Compensation Board.
o Form DB-155 (Compliance with Disability Benefits Law), may be submitted by self-
insured employers under the Disability Benefits Law as acceptable proof that
disability benefits coverage has been obtained.
o Please note that it is acceptable for employers insured by the State Insurance Fund to
submit the Fund's computer generated certificate of insurance as proof of coverage, in
place of prescribed Form C-105.2.
o Employers who are not required by Law to provide workers' compensation and/or
disability benefits coverage must submit Form C-105.21 (Statement That Applicant
Does Not Require W.C. or D.B coverage), which when completed by the Workers'
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Compensation Board is proof that the applicant is not required to carry either type of
insurance.
16. Policies shall name the Town of Poughkeepsie as an additional insured on a primary and non-
contributory basis with waiver of subrogation. See also 17A Note below.
17. Prevailing Wage Rates
Prevailing wage rates, and all submission requirements, apply to the services herein.
Contact the NYS Department of Labor for more information.
TECHNICAL SPECIFICATIONS
Property Owners within the Town of Poughkeepsie are required by the Town Code to maintain lawns and
grounds to acceptable levels and to clear snow from public sidewalks. In the event that the owner is
either unwilling to cooperate or unable to be located, the Town will authorize and pay for maintenance of
the property as authorized by the Town Code. The cost incurred by the Town for this service will become
a lien on the property.
Residential Mowing and Clipping Removal.
* For specified properties, the contractor will mow, trim, and clearing of debris includes the
area of the property up to the wood-line or property line. Due to the length of time since
they were last maintained, lawn maintenance may consist of bush-hogging, mowing,
trimming or any combination thereof as directed by the Town Board. All grounds will be
cleared of leaves, limbs, trash and any other debris prior to mowing.. Debris, including
grass clippings, must be removed from the property and not dumped in or around any
wetlands.
* The contractor will perform these services Monday-Friday, weather permitting. The
contractor will not begin work until 7:00 am or finish after 4:00 pm and will not work on
any property Saturdays or Sundays unless authorized by the Town of Poughkeepsie.
Debris and Garbage Removal
The removal of solid waste, junk, garbage, debris, dilapidated furniture, appliances, and man-made
materials will be at the direction of the Zoning Administrator and should be performed Monday-
Friday, weather permitting. The contractor will not begin work until 7:00 am or finish after 4:00 pm
and will not work on any property Saturdays or Sundays unless authorized by the Town of
Poughkeepsie. The Zoning Department will perform site visits to the properties in order to ensure
the work is being properly performed as outlined in this contract.
Sidewalk Snow and Ice Removal
The removal of will be at the direction of the Zoning Administrator and should be performed
Monday-Friday, weather permitting. The contractor will not begin work until 7:00 am or finish after
4:00 pm and will not work on any property Saturdays or Sundays unless authorized by the Town of
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Poughkeepsie. The Zoning Department will perform site visits to the properties in order to ensure
the work is being properly performed as outlined in this contract.
PROJECT SPECIFICATIONS
The contractor(s) chosen will provide the services designated by the Zoning Administrator at
properties specified by her during the years 2026, 2027 and 2028.
Mowing and clipping removal, and debris and garbage removal shall commence within 48 hours
of the Zoning Administrator's direction to proceed, with follow up mowing and clipping removals to be
done within the later of three weeks after the first mowing or when the grass is more than 6 inches in
height.
Follow up debris and garbage removal shall be done within 48 hours of direction to proceed from
the Zoning Administrator.
Snow removal and ice control will be performed after the Zoning Administrator's direction to
proceed and will be completed and followed up so as to comply with the time limits in Town Code 174-
2 attached.
The contractor(s) chosen will be responsible for all waste disposal, including but not limited to,
grass clippings, organic waste, and rubbish items of all sizes. The cost of disposal should be included in
the bid price.
The contractor will be required to provide a before and after photograph for each mowing
showing the height of the grass and any debris to be removed, the address of the property, and the date the
work was done.
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VII CONTACT INFORMATION
Kristina Granieri
Zoning Administrator
(845) 485-3650 Office
(845) 790-4772 Fax
Poughkeepsie Town Hall
One Overocker Road
Poughkeepsie, New York 12603
kgranieri@townofpoughkeepsie-ny.gov
Copy to: Felicia Salvatore, Town Clerk
fsalvatore@townofpoughkeepsie-ny.gov
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BID FORM
TO: The Town Board of the Town of Poughkeepsie.
In compliance with your Advertisement for Bids, published in the Poughkeepsie Journal the
week of March 23, 2026 and BidNet in April Information for Bidders, and technical specifications, the
undersigned proposes and agrees as follows:
1. To furnish all the equipment, and incidentals, and to furnish labor and do all the work
required, to construct, furnish, and complete the following:
Residential Mowing and Clipping Removal,
Debris and Garbage Removal, and Sidewalk Snow and Ice Removal
For Properties in Violation of Town Codes
and associated work in accordance with the prices so named in this bid in a worker like
manner, in accordance with the plans and specifications, all of which are a part of the
contract hereto annexed; and
* To perform additional services as to each item at the rates proposed, if requested by the
Town.
The Town reserves the right to select those items, combination of items or no items.
2. To complete all the work as specified, during the monthly intervals on which this bid is
based, after the starting date specified in the Notice to Proceed.
3. To furnish within five (5) calendar days from the date of the request, if identified as the
apparent low bidder and if requested by the Town, a statement of qualifications.
4. To enter into a contract within ten (10) calendar days from the date of acceptance of this
bid.
5. To comply with the Davis-Bacon Act and other federal labor standards or provisions and
to pay New York State prevailing wage rates applicable to this contract.
In compliance with the Instructions to Bidders, the undersigned declares that he/she has
examined the plans and specifications for the work and the contract documents relating thereto, has
read all addenda furnished prior to the opening of bids, and has satisfied himself/herself relative to the
work to be performed.
If the undersigned fails to proceed to contract, the certified check, which is herewith deposited
with the Town Clerk, will be paid to the Town of Poughkeepsie or payment of the bond herewith
deposited will be enforced for the benefit of them as liquidated damages for such default; otherwise the
check or bond will be credited towards the successful bidders payment and performance bond or
returned to the undersigned.
ADDENDA:
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