7840601Adem Mowing Miscellaneous Phil
| Location: | Pennsylvania |
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| Posted: | Dec 17, 2025 |
| Due: | Jan 9, 2026 |
| Agency: | State Government of Pennsylvania |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 6100065051 |
| Publication URL: | To access bid details, please log in. |
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General Information |
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Department for this solicitation: |
Procurement | ||||||
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Date Prepared: |
12/17/25 |
Types: |
IFB | ||||
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Advertisement Type: |
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Solicitation/Project#: |
6100065051 |
Solicitation/Project Title: |
7840601ADEM, Mowing, Miscellaneous, Phil | ||||
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Description: |
The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Mowing, String Trimming and Trash Pickup and Removal Services in Philadelphia County for the Pennsylvania Department of Transportation (hereinafter referred to as PennDOT).
This bid solicitation has been reserved for Small Business Contracting |
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Department Information |
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Department/Agency: |
Department of Transportation |
Delivery Location: |
Within The Confines Of Philadelphia County |
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County: |
Philadelphia |
Duration: |
9 Months with 4 (four) 1 (one) year renewal options |
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Contact Information |
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First Name: |
Miranda |
Last Name: |
Alessandrini |
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Phone Number: (XXX-XXX-XXXX) |
610-205-6664 |
Email: |
mialessand@pa.gov |
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Solicitation Information |
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Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation. |
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Solicitation Start Date: |
12/17/25 | ||
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Solicitation Due Date: |
01/09/26 |
Solicitation Due Time: |
10:00 AM |
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Solicitation Opening Date: |
01/09/26 |
Solicitation Opening Time: |
10:05 AM |
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Opening Location: |
Pre Bid Meeting And Public Bid Opening Meeting Both Held Online Via Microsoft Teams | ||
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No. of Addendums: |
0 | ||
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Amended Date: |
12/17/25 |
Attachment Preview
IFB for Mowing of Miscellaneous Areas
in Philadelphia County
STATEMENT OF WORK
SPECIAL PROVISIONS
1. Governing Specifications
2. Pre-Bid Meeting
3. Questions and Answers
4. Method of Award
5. Service Requirements
6. Purchase Order Validity Period
7. Option to Renew
8. Option to Extend
9. Estimated Quantities
10. Subcontracting
11. Contract Representative
12. Equipment and Operator Requirements
13. Equipment Inspection
14. Work Zone Traffic Control Requirements (WZTC)
15. Work Requirements and Procedures
a. Schedule
b. Holidays
c. Work Performance
d. Work Crew Readiness
e. Compliance Notifications
f. Disposal Site Requirements
g. Active Construction Zones and Beautification Areas
h. Property Damage
16. Pre-Service Meeting
17. PennDOT Roadside Contract Administration
18. Global Positioning System Equipment Requirements (for Trash Crew Only)
19. Invoice and Billing Instructions
20. Spill Plan and Spill Kit
21. Strategic Environmental Management Program
22. Work Protection and Investment
PAY ITEMS:
Item 1: Mowing - Bi-Weekly
Item 2: Mowing - Monthly
Item 3: Mowing - Tri-Annual
Item 4: Mowing - Annual
Item 5: Trash Pickup and Disposal - Miscellaneous
ATTACHMENTS:
Attachment 1, Contractor Information Form
Attachment 2, Roadside Equipment Inspection (REI) Form
Attachment 3, Confirmation of Services Form (Form OS-501)
Attachment 4, M-609 Summary Spreadsheet
Attachment 5, Tabulation of Quantities
Attachment 6, Location of Islands and Parcels KMZ File
Attachment 7, Accessing PennDOT iPad Applications for Business Partners
Attachment 8, Work Zone Traffic Control Compliance Checklist and Notification Form, CS-901
Attachment 9, Contractor Work Performance Notification Form, CWP
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Page 1 of 14
SPECIAL PROVISIONS
1. GOVERNING SPECIFICATIONS
The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Mowing, String Trimming
and Trash Pickup and Removal Services in Philadelphia County for the Pennsylvania Department of
Transportation (hereinafter referred to as PennDOT). These services may be requested within PennDOT
right-of-way and are to be performed in accordance with the most recent version of the following: (these
documents can be found on the PennDOT website www.pa.gov/agencies/penndot.html or via an internet
search by title)
• PennDOT Publication 213– Temporary Traffic Control Guidelines
• PennDOT Publication 23 – Maintenance Manual, Chapter 13
This bid solicitation has been reserved for Small Business Contracting. Only those Bidders
certified as DGS Small Businesses through the Small Business Contracting Program may submit
a bid for these services.
Public Bid Opening Will Be Held Virtually via Microsoft Teams on 01/09/2026 at 11:00AM EST). Please
contact purchaser Miranda Alessandrini at mialessand@pa.gov for meeting invitation.
In the event there is a conflict among the documents comprising this Contract, PennDOT and the
Contractor have agreed on the following order of precedence: the Contract; the IFB; and the Contractor's
Bid in Response to the IFB.
The PennDOT Project Manager for this contract will be the Roadway Programs Manager (RPM) or Designee.
2.PRE-BID MEETING
An optional pre-bid meeting will be scheduled on January 6, 2026 at 10:00 AM (EST) via Microsoft Teams.
Please contact Miranda Alessandrini at mialessand@pa.gov. The purpose of this meeting will be to
familiarize potential bidders with the scope of work, tabulation of quantities, and other informational items
as outlined in this Statement of Work.
3. QUESTIONS AND ANSWERS
All questions pertaining to Solicitation #6100065051 must be made prior to 12/29/25 at 10:00A.M. (EST).
All questions and answers will be posted to the Solicitation in eMarketplace for public viewing. Please send
you question via email to the purchaser.
4.METHOD OF AWARD
All suppliers are required to bid on all lines of the SRM electronic Solicitation. The contract is a single award
(one Vendor), thus, only one supplier will be awarded.
5.SERVICE REQUIREMENTS
Roadside mowing, trimming, and trash pickup and removal is an essential maintenance activity which
contributes to motorists’ safety, sign visibility, vegetation control and roadside appearance. Mowing is to
be performed on an as needed basis as directed by the RPM or designee. For the purposes of this contract,
trash is defined as fallen branches, rocks, articles from vehicles, including rubbish and any debris two
inches (2”) and greater in size.
This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment
and best operational practices necessary for the efficient mowing, and trash pickup and disposal, for
traffic islands, PennDOT-owned right-of way-parcels, landscaped areas, recently cleared areas, and other
mowing areas within PennDOT Right of Way as described in this Statement of Work.
Work continuously until each location is completed. Do not leave work location except when necessary
due to the onset of inclement weather or darkness. When feasible, conduct all work operations from or
beyond the roadway shoulder.
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The services provided shall be consistent with standard operating procedures and applicable Federal,
State, Local laws, rules, and regulations for the protection of public health and the environment, including
following OSHA safety requirements.
The Contractor is responsible to review and field-view the mowing areas and submit any questions prior to
the start of work. To support Contractors’ efforts to review and field view the mowing areas prior to the
start of work, the Department is providing, for information purposes only, Attachment 6, Location of
Islands and Parcels KMZ File. PennDOT reserves the right to change the format of this file over the term of
this contract to other mapping file types which may include online GIS map, PennDOT OneMap or similar
programs.
Objects that require the efforts of more than the entire crew to lift onto the truck can be left in place
where discovered. Notify the RPM or Designee by the end of the day if oversized objects are encountered.
Do not disturb any steel drums or other types of sealed containers which might contain solid, liquid, or
gaseous chemical wastes, hospital wastes or infectious wastes. Immediately notify the RPM or Designee if
any such material is discovered.
All work crews will be equipped as described below under EQUIPMENT REQUIREMENTS and PAY ITEMS.
The Contractor will be required to submit all duplicate or back-up equipment for inspection prior to its use
under this contract.
The Department may require two (2) separate crews to perform work on the same day occasionally.
PennDOT will provide the Contractor with a minimum notice of 7 business days if a second crew is required.
If additional crews are requested by the RPM or Designee, the RPM or Designee may waive the need for
additional equipment.
6. PURCHASE ORDER VALIDITY PERIOD
The initial validity period will begin upon issuance of a fully executed purchase order, and end December
31st, 2026.
7. OPTION TO RENEW
This purchase order may be renewed for a maximum of four (4) additional one (1) year terms. The optional
renewal years, if any, may be exercised in the Commonwealth’s sole discretion so long as the Department
provides written notice to the contractor of its intention to renew the purchase order prior to the expiration
of the term agreement, or any extension thereof.
No work may begin or be reimbursed prior to issuance of the purchase order. The selected Contractor will
be paid after submitting invoices, provided such invoices are in accordance with the work plan and approved
by the Commonwealth Project Manager. Final payment will not be made until all Project work has been
successfully completed.
Any renewal will be under the same terms, covenants, and conditions, provided, however, that the rates
under the contract may be increased up to 3% during each renewal term.
8.OPTION TO EXTEND
The Department reserves the right to extend a purchase order for up to three (3) months upon the same
terms and conditions.
9. ESTIMATED QUANTITIES
All quantities are estimated, and the Department reserves the right to increase or decrease these
quantities based upon need.
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Estimated acreages of the areas to be mowed and the estimated frequency; the number of times each area
is to be mowed each growing season are listed in the Attachment 5, Tabulation of Quantities. Estimates may
not reflect the actual quantities and the Contractor is responsible for reviewing the mowing areas.
Mowing cycles may vary per growing season. PennDOT reserves the right to modify without limitation, and
without increasing the unit cost payout to the contractor, the number of mowing cycles, frequencies
and/or the acreage in the Tabulation of Quantities as necessary for any reason, including available
program budgets, annual cycle schedules, construction project (starts or close-outs) roadside
modifications or weather patterns.
When areas are assigned or removed to the Contractor, they will be notified in writing of the additional
areas by the RPM or designee. The contractor MUST perform mowing services requested at any additional
areas within the limitations set forth above; failure to complete assigned areas will be considered non-
compliance, and the Contractor will be issued a Contractor Work Performance Compliance Notification.
Trash Removal and Disposal hours per person may vary per growing season. PennDOT reserves the right
to modify without limitation, and without increasing the unit cost payout to the contractor, the Trash
Removal and Disposal hours per person in the Tabulation of Quantities as necessary for any reason,
including available program budgets, annual cycle schedules, construction project (starts or close-outs)
roadside modifications or weather patterns.
10. SUBCONTRACTING
Subcontracting is not permitted under this contract.
11. CONTRACT REPRESENTATIVE
The Contractor shall assign one of its employees to serve as the Contract Representative. The
Contractor's Contract Representative will be the Contractor’s sole contact person designated to interact
and communicate with the Department on all contract-related activities and issues. The Contractor
Representative must be available 24-hours a day, seven (7) days a week, and proficient in the English
language.
The Contractor shall provide the Department with Contractor’s Contract Representative's contact
information including name, title, cell phone number, and email address.
The Contractor's Contract Representative shall have the authority to make all contract-related decisions.
The Contractor shall notify the Department immediately, in writing, of any change involving the individual
serving in this position.
The Contractor must complete and submit Attachment 1, Contractor Information Form to the PennDOT
Purchasing Agent within 3 business days of notice of apparent low bidder status.
PennDOT reserves the right to require changes to the Contract Representative or personnel when
necessary to carry out the safe, professional, and effective performance of the contract.
12. EQUIPMENT AND OPERATOR REQUIREMENTS
The Contractor shall ensure all equipment and equipment operators comply with applicable PA Motor Vehicle
laws and federal regulations. The Contractor is responsible for determining adequate staffing and equipment
needed to provide the services described in this Statement of Work. PennDOT reserves the right at any time
to request additional staffing and/or equipment if deemed necessary. An ANSI Class 2 safety vest, hard hats
and leather boots must be worn by all crew members at all times in work zones.
The contractor shall furnish equipment of the type, configuration, and condition specified; and in the quantity
needed to fulfill the terms of the contract, including specified mowing types, cycle durations, and
frequencies. Maintain this equipment as necessary to keep it in good operating condition, subject to review
and acceptance by PennDOT, before and during its use in connection with this work.
Ensure that equipment used for mowing is in operable condition at all times and meets the requirements of
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the Pennsylvania Motor Vehicle Code. The company name and contact information shall be clearly displayed
and visible on all motor vehicles used on the contract.
Regarding equipment, the following minimum standards shall be met for biweekly mowing areas:
• Mower(s): Commercial grade, 48”-60” cutting width, with mulch kit attachment available to
use as needed.
• Trimmer(s): Commercial grade, straight-shaft; 24.1 cc engine, with brush blade attachment
to use as needed.
• Blower(s): Commercial grade, backpack; 63.33 cc engine
Any equipment to be used on areas with a less frequent mowing than biweekly mowing shall be proposed
by the contractor to ensure the areas are maintained according to the description in the PAY ITEMS
section below.
Any additional equipment deemed necessary to complete the mowing areas within the 14-calendar daytime
frame and mowing frequency is to be provided by the contractor. PennDOT reserves the right to waive
minimum mowing equipment standards if Contractor submits larger capacity equipment that can perform
the work in an equal/lesser time frame.
13. EQUIPMENT INSPECTION
The apparent low bidder shall demonstrate to the RPM or Designee that the equipment proposed for use in
meeting the requirements of the contract is of sufficient capacity and quantity, and that all such
equipment is in good working order. Additionally, the apparent low bidder may be asked to demonstrate
that the personnel employed for providing the services required by the contract are sufficiently trained to
operate the Contractor’s proposed equipment. The demonstration will also include Work Zone Traffic
Control vehicles needed for compliance with traffic safety requirements as defined in the current version of
PennDOT Publication (Pub) 213.
The Contractor will, within three (3) business days of notice of apparent low bidder status, submit the
completed Attachment 2, Roadside Equipment Inspection (REI) Form to the PennDOT Purchasing Agent.
Within 10 calendar days of notice of apparent low bidder status, the RPM will notify the apparent low
bidder regarding the date, time, and location of the demonstration.
At the discretion of the RPM or Designee, the apparent low bidder may be provided with up to five (5)
additional calendar days after an initial, unsuccessful demonstration of equipment and personnel
acceptability to prepare for and satisfactorily complete a second demonstration.
If the apparent low bidder fails to demonstrate the acceptability of its equipment and/or personnel within
ten (10) business days of PennDOT's initial notification of date and time of inspection, the apparent low
bidder will be deemed nonresponsive and not responsible, and its bid will be rejected. The contract will
then be awarded to the next lowest responsive and responsible bidder that successfully demonstrates the
acceptability of its equipment and personnel.
PennDOT will provide the Contractor written communication regarding the outcome of the equipment
demonstration.
If changes to equipment and/or personnel are made after the award, the Contractor will notify the RPM
and may be asked to successfully demonstrate the acceptability of the equipment and/or personnel as
specified above.
All equipment listed by the Contractor on Attachment 2; Roadside Equipment Inspection (REI) Form must
be present at the demonstration; incidental equipment need not be included. All equipment shall be
licensed, insured, and registered in accordance with applicable PA Motor Vehicle Codes and the Terms and
Conditions of this contract.
11/3/2025
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