Mowing/Landscape Maintenance Contract #3 Greenwood Cemetery

Location:	North Carolina
Posted:	Oct 30, 2024
Due:	Dec 12, 2024
Agency:	City of Greenville
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	24-25-20
Publication URL:	To access bid details, please log in.

Department: Public Works
Category: Informal Bid
RFP Number: 24-25-20
Start Date: 10/30/2024 4:33 PM
Close Date: 12/12/2024 2:00 PM

The City of Greenville/Public Works Department Buildings and Grounds Division is accepting bids for Mowing/Landscape maintenance contract #3 Greenwood Cemetery. A non-mandatory pre-bid meeting is scheduled for Tuesday, November 12, 2024 at 2:00 pm at Public Works Department Conference Room at 1500 Beatty Street, Greenville, NC.

Questions about this bid package should be directed to Wanda House, Financial Services Manager at 252.329.4862 or email at whouse@greenvillenc.gov. Questions regarding the specifications of this Bid package should be directed to Michael Turner, Building Facilities Coordinator at 252.329.4921 or email at mturner@greenvillenc.gov.

ITB

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INVITATION TO BID

BID #24-25-20

CITY OF GREENVILLE

PUBLIC WORKS DEPARTMENT

BUILDINGS AND GROUNDS DIVISION

MOWING/LANDSCAPE MAINTENANCE CONTRACT #3

GREENWOOD CEMETERY

City of Greenville, North Carolina

Pre-Bid Meeting:

Tuesday, November 12, 2024, at 2:00 pm

Public Works Department Conference Room

1500 Beatty Street, Greenville, NC

Bid Due Date:

Thursday, December 12, 2024, at 2:00 pm

Public Works Administrative Offices

1500 Beatty Street, Greenville, NC

Contact Persons:

Questions regarding the bid package:

Wanda House

Financial Services Manager

Telephone: 252-329-4862

Fax: 252-329-4464

Email: whouse@greenvillenc.gov

Questions regarding the specifications:

Michael Turner

Building Facilities Coordinator

Telephone: 252-329-4921

Fax: 252-329-4844

Email: mturner@greenvillenc.gov

EXHIBIT “A”

CITY OF GREENVILLE

ADVERTISEMENT FOR BIDS

“CITY OF GREENVILLE PUBLIC WORKS DEPARTMENT

GREENWOOD CEMETERY MAINTENANCE”

The City of Greenville, NC is requesting bids for “Public Works Department Greenwood Cemetery

Maintenance” as listed below. The scope of work will include, but not limited to, litter removal, clipping

removal, weed trimming, edging, mowing, blowing, raking, limb and debris removal, mulch

maintenance, and leaf removal for Greenwood Cemetery per scope of work and specifications.

Weekly Maintenance Cycle

• Greenwood Cemetery (2801 East Fifth Street)

Sealed bids will be received by the City of Greenville until Thursday, December 12, 2024, at 2:00 pm at

the Public Works Department Administrative office located at 1500 Beatty Street, Greenville, NC

27835-7207. The Company Name, Attention: Michael Turner, and the words City of Greenville Public

Works Department Contract #3 Greenwood Cemetery Maintenance Bid shall be written on the outside

of the sealed envelope.

All bids will be marked with the date and time they are received by reception staff. Bids will not be

opened and read aloud at this time but will be reviewed and contracts will be awarded at a later date.

A pre-bid conference will be held at the Public Works Department conference room, located at 1500

Beatty Street, on Tuesday, November 12, 2024, at 2:00 pm. The Pre-bid conference is not mandatory

but highly encouraged for prospective bidders to attend. Site visits can be scheduled with Michael

Turner, Building Facilities Coordinator by reaching out via email at mturner@greenvillenc.gov and

scheduling a site visit. Notice of site visit shall be given twenty-four (24) hours in advance of visit.

The City of Greenville reserves the right to reject any or all bids, waive any informality and award

contracts that appear to be in its best interest. The right is reserved to hold any or all proposals for a

period of ninety (90) days from the bid opening thereof.

From the date of this advertisement until the date of opening the proposals, and specifications of the

proposed work and/or a complete description of the apparatus, supplies, materials or equipment are and

will continue to be on file in the office of Wanda House, Financial Services Manager, 200 W. Fifth

Street, Greenville NC, or at the Public Works Department located at 1500 Beatty Street, Greenville NC,

during regular business hours, and available to prospective bidders. Inquiries regarding the bidding

process or documents should be directed to the Financial Services Manager at whouse@greenvillenc.gov

or by telephone (252) 329-4862. Minority/Women owned business are encouraged to submit proposals.

Wanda House, Financial Services Manager

City of Greenville

P O Box 7207

Greenville, NC 27835-7207

COG DOC #1198155

EXHIBIT “A”

INSTRUCTIONS TO CONTRACTORS

Invitation to Bid

Greenwood Cemetery Maintenance

Location: Greenville N.C.

1. Contractor is to provide verification to the City that the company’s employees are covered

under worker’s compensation insurance coverage prior to award on this contract.

2. It is expressly understood by the contractor offering a bid, after a written notice of award

by the City, a written contract will be required to be executed and will serve together with

this proposal, these instructions, and any detailed specifications as the entire form of

contract between the parties.

3. Each Contractor submitting a bid is affirming that no official or employee of the City is

directly or indirectly interested in this proposal for any reason of personal gain.

4. Sales taxes may be listed on the bid, but as a separate item. No charge will be allowed for

Federal Excise and Transportation Tax from which the City is exempt.

5. Questions regarding the specifications or mowing and landscape maintenance areas shall be

directed by email to Michael Turner, Building Facilities Coordinator at

mturner@greenvillenc.gov.

6. By submitting a bid, the Contractor attests that it is in compliance with all items listed in

the bid/proposal instructions. Further, the Contractor attests that the City of Greenville

accepts no responsibility for any injuries to the firm’s employees while on City property

performing their duties.

7. Contractor shall comply with all local, state, federal laws, safety/regulatory requirements,

and ordinances associated with the work within this contract.

8. It is expected that work would begin approximately April 1, 2025. However, such starting

date is subject to change based on time needed to finalize the contract, the

approval/signature process or other reasons.

9. No work will be performed at any time without proper supervision. Supervisors name and

direct contact information shall be provided to Michael Turner, Building Facilities

Coordinator at mturner@greenvillenc.gov

10. All City of Greenville cemetery maintenance, must be performed Monday – Saturday

during daylight hours. Mowing on Sunday will only be allowed with prior proper approval

from the City.

11. The Contractor shall accompany a designated representative(s) of the City on inspections of

work at any time during the contract period. The City reserves the right to make

determinations as to whether service is performed satisfactorily. Deficiencies in work

performance must be corrected immediately.

COG DOC #1198155

EXHIBIT “A”

12. The City reserves the right to add or delete similar items/services specified in the

bid as requirements change during the period of the contract. Prices for

items/services to be added or deleted from contract will be mutually agreed upon by

the City of Greenville and the Contractor. A contract amendment will be issued for

each addition or deletion.

13. The Contractor shall NOT have the right to subcontract any part of its obligations

and service requirements without the prior written authorization of the City. This

authorization may be given by the Director of Public Works or designee. If any part

of this work under this agreement is sublet, the subcontractor shall be required to

meet all insurance requirements set forth in the Agreement. The parties stipulate

that the Company will maintain each type of insurance set forth in the Agreement

at a coverage equal to the amount set forth for each type of insurance. However,

nothing contained herein shall relieve the Company from meeting all insurance

requirements or otherwise being responsible for the subcontractor.

14. All aspects of cemetery management are very sensitive and detail oriented, including

mowing and the general appearance of Greenwood Cemetery. The successful bidder will

be challenged to complete the terms of the contract while ensuring these sensitivities and

details are respected and met with highest standards.

15. Contractor shall provide full protection for the safety of employees, public, grounds and

adjacent public thoroughfares while performing maintenance operations.

16. Contractor shall cease all work within or near the cemetery when funeral or memorial

services are in progress. Contact Steve Cannaday, Cemetery Supervisor, at (252)329-4529

or wcannaday@greenvillenc.gov for funeral and memorial schedules.

17. Contractor shall have and maintain all necessary and legally required licenses and permits

to enable performance of services.

18. It is the intent of this agreement to provide the City with landscape maintenance at

Greenwood Cemetery at a level normally associated with a well-run, public and private

owned cemetery. All duties are to be performed in a respectful, safe and courteous manner.

The remainder of this page intentionally left blank

COG DOC #1198155

EXHIBIT “A”

CITY OF GREENVILLE

PUBLIC WORKS DEPARTMENT

BUILDINGS AND GROUNDS DIVISION

SPECIFICATIONS FOR:

MOWING/LANDSCAPING MAINTENANCE CONTRACT #3

GREENWOOD CEMETERY

1.0 SCOPE:

1.1 The scope of work shall include litter removal, clipping removal, weed trimming,

edging, mowing, blowing, raking, limb and debris removal, mulch maintenance, and leaf

removal for Greenwood Cemetery per scope of work and specifications.

1.2 The per cycle price and the total annual bid price shall be included on the attached

Request for Bids sheet as indicated.

1.3 Maintenance will occur on a weekly basis approximately April 1 – November 1 and as

directed by the City from November 1 – April 1.

2.0 GENERAL:

2.1 Areas of work are to be maintained on the frequency specified and started and

completed within a week period (Monday-Saturday). Maintenance frequency is subject

to change due to weather conditions such as drought or increased wet conditions.

2.2 All landscape bed maintenance and turf mowing shall be completed in a professional

manner and shall conform to these specifications. The City reserves the right to make

determinations as to whether service is performed satisfactorily. Deficiencies in work

performance must be corrected immediately.

2.3 Failure of the contractor to meet or perform work to these specifications as determined

by the Public Works Department shall warrant written notice to the contractor

specifying areas of nonperformance or unacceptable performance and the contractor

shall have ten (10) days to rectify. Immediate cancellation of the contract may occur if

performance is not rectified in ten (10) days.

2.4 Within seven (7) days of notice to proceed, the contractor must be prepared to begin

work on the awarded sites.

2.5 General public is to be referred to the Cemetery Office at the Public Works Department

for all work order requests to include placement of markers, monuments, borders, trees,

shrubbery and/or live plantings.

2.6 There are certain periods of the year when all City Cemeteries must be freshly groomed

irrespective of their position in the maintenance schedule. These special holidays are

Easter, Mother’s Day, Memorial Day, Father’s Day, July 4th, and Labor Day.

Greenwood Cemetery must be cut and freshly groomed by the day prior to these

holidays.

2.7 Contractor is to communicate all work progress, plans, and issues or concerns to, Steve

Cannaday, Cemetery Supervisor at (252)329-4529 or wcannaday@greenvillenc.gov.

COG DOC #1198155

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Mowing/Landscape Maintenance Contract #3 Greenwood Cemetery

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