158 - Lawn Maintenance SE Side

INVITATION TO BID
Page 1of 2
(This is not an order.)
Buyer:Gregory Hart
216-664-7076
ghart@clevelandohio.gov
CITY OF CLEVELAND
Requestor:Adam Cisler
Division of Purchases & Supplies 216-664-2190
601 Lakeside Avenue ACisler@clevelandohio.gov
Room 128
Cleveland, OH 44114
Procurement Folder RFB No. RFB Description
158452 RFB 0201 202600000000158 Lawn Maintenance SE Side
RFB Closing Date/Time Department/Division Public Bid Opening Date/Time
April 20, 2026 3:00 PM 0201 April 20, 2026 3:00 PM
SCHEDULE OF EVENTS
Event Description Event Date
Group/ Commodity Description Item Quantity/ Service Catalog
Line# UOM Dates Discount
1 / 1 Lawn Maintenance From 2024-04-01
To 2025-03-31
SEE ATTACHED PDF FOR ADDITIONAL INFORMATION
Ship To: Vendor Response
Aging Contract Amount
75 Erieview Plaza, 2nd Floor
$
Cleveland, OH 44114
Vendor Response Vendor Total Amount for Items Vendor Total Amount for Services Payment Discount Offer
$ $ % Day(s)
TERMS OF DELIVERY
Price quoted shall be F.O.B. delivered to the place designated on purchase order. No other terms will be acceptable.
Delivery quoted must be stated in terms of work days after receipt of the order.
All charges for shipping must be included within the Unit Price for each item quote unless otherwise designated by a separate line with a
specified dollar amount inclusive of all shipping charges.
No freight charges will be considered nor processed for payment unless apart of the original quote submitted prior to bid award.
BIDDER AGREES TO COMPLY WITH ALL TERMS AND CONDITIONS BELOW AND ON REVERSE SIDE OF THIS BID
Shipping/Freight Charges
ALL CHARGES FOR SHIPPING MUST BE INCLUDED WITHIN THE UNIT PRICE OF EACH QUOTE UNLESS
OTHERWISE DESIGNATED BY A SEPARATE LINE ITEM WITH A SPECIFIED DOLLAR AMOUNT INCLUSIVE OF
ALL SHIPPING CHARGES.
NO FREIGHT CHARGES WILL BE CONSIDERED NOR PROCESSED FOR PAYMENT UNLESS APART OF THE
ORIGINAL QUOTE SUBMITTED PRIOR TO BID AWARD.
Call Buyer Only
Bidders must address all questions to the Buyer (See Above.) Do NOT contact the "Requestor." Contract only the Buyer listed
above.
No Price increase
This Purchase Order does not permit price increases.

INVITATION TO BID
Page 2of 2
(This is not an order.)
Buyer:Gregory Hart
216-664-7076
ghart@clevelandohio.gov
CITY OF CLEVELAND
Requestor:Adam Cisler
Division of Purchases & Supplies 216-664-2190
601 Lakeside Avenue ACisler@clevelandohio.gov
Room 128
Cleveland, OH 44114
Procurement Folder RFB No. RFB Description
158452 RFB 0201 202600000000158 Lawn Maintenance SE Side
RFB Closing Date/Time Department/Division Public Bid Opening Date/Time
April 20, 2026 3:00 PM 0201 April 20, 2026 3:00 PM
BIDDER AGREES TO COMPLY WITH ALL TERMS AND CONDITIONS BELOW AND ON REVERSE SIDE OF THIS BID
Missing information
It is each bidder's individual responsibility to determine for themselves, in advance of bid submission, the accuracy and
completeness of any and all information in an RFB. If a potential bidder does not notify the Division of Purchases and Supplies
in advance of the bid opening date of any possible discrepancy then any such discrepancy or erratum cannot be the basis for a
protest of award. Contact the Buyer immediately if there is a question of accuracy or completeness in these bid documents.
BIDDER MUST COMPLETE & SIGN BELOW
NAME OF THE FIRM:
STREET ADDRESS:
CITY: STATE: ZIP CODE:
FED ID # / SSN #:
PHONE NO.: FAX NO.:
EMAIL ADDRESS:
PLEASE PRINT CONTACT NAME:
AUTHORIZED SIGNATURE: DATE:
All bids and related documents must be enclosed in a sealed envelope and marked with the RFB number.
RETURN BID TO: Division of Purchases & Supplies
601 Lakeside Ave
Room 128, City Hall
Cleveland, OH 44114

BID - SCHEDULE OF ITEMS
City of Cleveland
BIDDER MUST
Division of Purchases And Supplies
COMPLETE & SIGN
City Hall - Room 128
BELOW
Cleveland, Ohio 44114
NAME OF FIRM
TITLE OF BID: 2026 Chore - Senior Lawn Maintenance
STREET ADDRESS
ORDINANCE NO. 497-08 PASSED: 6-2-08 SIGNED CITY / STATE / ZIP CODE
DEPARTMENT OF AGING
CITY RECORDS ADVERTISEMENT DATES ___STANDARD CONTRACT BID AUTHORIZED SIGNATURE
_x_
REQUIREMENT CONTRACT BID
BUYER BID OPENING 12:00 O'CLOCK NOON DATE
OFFICIAL TIME
ONE YEAR CONTRACT, WITH OPTION TO RENEW FOR ONE ADDITIONAL YEAR.
DESCRIPTION QTY. UNIT PRICE EXTENSION
Lawn Maintenance for APPROXIMATELY 50 private residences/units per month for 8 total cuts per residence and 1 leaf
cleanup. Real total clients may vary slightly.
1. Lawn Maintenance / Cut 50 $_____________ $__________
2. Lawn Maintenance / Leaf Cleanup 50 $_____________ $__________
ALL ITEMS /COMPLETE COST PER SERVICE $________
All quantities are approximate.
CONTRACT IF ANY, SHALL NOT EXCEED $49,999.00 PER YEAR.
CONTRACT SHALL BE FOR PERIOD MAXIMUM OF ONE YEAR
DELIVERY (Days) PAYMENT DISCOUNT
% Days
ALL OF THIS BOUND INFORMATION MUST BE KEPT INTACT AND, TOGETHER
WITH ANY ADDENDA ISSUED, MUST BE RETURNED WITH THE BID.
OTHERWISE, THE BID MAY BE CONSIDERED INFORMAL.
Page 1 of 1

SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
C-1 SCOPE OF WORK
The work required under this contract as designated by the limits of the contract shall include the
furnishing of all labor materials, tools, transportation, supervision, fuel and service necessary to
provide lawn maintenance. Maintenance includes grass cutting, trimming, leaf pickup and general
lawn care such as, but not limited to, yard cleanup for approved program participants.
C-2 QUALIFICATIONS OF BIDDERS
The bidder shall demonstrate that they have available, under their direct employment supervision,
the necessary organization and facilities to properly fulfill all the services and conditions required
under these specifications. Failure to submit the documentation may make your bid non-
responsive.
Bidder shall submit the following supplemental information:
A. That the bidder has maintained an organization capable of performing the work
hereinafter described, in continuous operation for at least the past three years as qualified
in the above section. How many employees do you staff
B. The names of his/her employees in to be assigned to this contract, his/her function in
the company, title and number of years of service with the bidder's firm and years of
experience in the field of lawn care or landscape maintenance. The supervisors and work
crews assigned to this job shall be actively employed by the contractor and have a
minimum of three years' experience. Please list Equiment use: Commercial or Residential
Mower: (Names & Size) Weedwacker: / Trimmer ( Names ) , Blower: ( Name or any other
equipement that the contractor expects to use in the provision of this contract.
C. The present address of the main operating facilities of this organization.
D. Please Give (3) Professional References and/or Examples of other Past or Current
Contracts
E. Total number of Years You Have Been in Business?
F. If you were to become unavailable for any reason do you have someone to fulfill your
obligations?
C-3 DEFINITIONS
Director shall mean the Director of the Department of Aging or approved designee.
Chore Services Coordinator shall mean the person designated by the Director to oversee most
aspects of this contract including authorization and inspection of forms, pre-approval and final
acceptance of work, acceptance of substitutions, etc.
Page 1

SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
C-4 CHORE PROGRAM
The Chore program outlined is based upon the goal to allow seniors, and adults with disabilities,
to remain in their homes as long as they desire. The program designates the necessary tasks
to be performed on a routine basis. The program will provide a clean, usable, and visually
attractive appearance for the property of participants.
Unless otherwise directed by the Director of Aging the length of the grass cutting season is
assumed to begin May 1, 2026 and end October 31, 2026 and leaf cleanup takes place in the
month of November or as weather permitting. The number of grass cuts to take place in the
season is not to exceed 8 cuts per client and 1 leaf pick up unless otherwise directed by Aging.
The scope of this contract will be limited to a localized geographic location comprised of
Cleveland's South East Side.
A. All work must be performed during regular business hours, strictly adhering to all local
codes regarding use of machinery during weekdays during the hours of 8:00 am and 7:00
pm. Cleveland, Ohio Noise Ordinance 605.10 Unnecessary Noise
B. Cut frequency and document notations:
1. The grass cutting program provides one complete grass cutting once every 3
weeks per client, not to exceed 8 cuts per client in a season.
a. Contractors may choose to complete any reasonable number of job tasks in
a day, week, or bi-weekly period, as long the client is served every 3
weeks.
2. Some clients own a plot of land, which may appear vacant, immediately adjacent
of his/her home. The plot must also be cut with the same expectations and will be
marked accordingly in order to indicate to the contractor whether or not to cut the
plot.
a. Adjacent lots will be indicated by the Department of Aging only. Any
discrepancies that arise in the course of work or in speaking to seniors
should be referred to the Department of Aging Chore Services Coordinator
for review.
3. Contractor crew workers will walk the property before beginning any work so as to
inspect for any factors which may cause the property not to be cut - i.e. the
client's yard is too wet to mow, or the rear gate may be locked and there is no
entry to the back of the home.
4. In the event there is an obstacle preventing service to the back yard, including but
not limited to a pet occupying the back yard, or a locked gate:
a. The contractor will knock on the resident's door in the attempt to have the
obstacle cleared.
b. In the event the obstacle cannot be removed or cleared - the contractor
will notate his/her paperwork accordingly to reflect what work (if any) has
been completed followed by the date - i.e. "Front yard only cut, gate
locked, client not home 5/24". Contractor will hang a door tag which will be
provided by the Department of Aging indicating the obstacle.
c. Contractor shall submit records of completed work on a weekly basis, no
later than Tuesday, 12:00pm. & Also Contactor must answer any emails or
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SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
phone calls left from the Department of Aging within 24 hrs. Of a message
being left.
d. If contractor can't complete all or part of a yard then a notification will be
left with the senior resident and indicated on contractor spreadsheet -
either verbal or in writing
5. In the event a client's home has already been serviced to prior to the contractor
arriving, the contractor is obligated to mark the client on the list as "Already Cut"
and the date of arrival (i.e."AC 5/24") Or with the Leaf Cleanup( A/D)" Already
Done"
a. The contractor will not receive compensation for any/all clients marked as
"Already Cut" OR Leaf Cleanup "Already Done"
6. Contractors are expected to use his/her best judgment when servicing our client's
yards which may or may not appear semi-wet but serviceable, or too wet to
service. When a client's property is too wet to complete the entire job, a client's
property is to be marked as "Wet" or "Too Wet" with the date visited, and the
crew will move on to the next client without having completed any work to be
billed for.
C. Pictures and Incomplete work sheets:
1. Photos are required before and after serving each client in order to ensure the
work is recorded and to protect the client, the contractor, and The City of
Cleveland. Photos are required to be submitted with records on a weekly basis.
2. Pictures are to be taken digitally showing each address, the front, back, sides of
the client's home and land plot as needed.
3. Pictures may be used as evidence of damage to a client's property or a
neighboring property. It is recommended the pictures taken include time/date
stamps if available and are to be sent to The Chore Services Manager via e-mail
with the work crew's completed weekly work logs.
4. Pictures must be taken of all existing damages to the property prior to starting the
work as part of the record keeping process.
5. Pictures must be taken of each client property including occurrences where no
work is performed, including, but not limited to yards which may be "Too Wet",
"Already Cut" or other circumstances.
D. Equipment:
1. The correct equipment is expected to be carried with and used at each home as
needed. i.e. - a light weight push mower for small plots of grass and moist
ground which could potentially be damaged from larger and heavier equipment.
C-5 DELIVERY
A. In the event of delay in delivery beyond the date specified, the time of delivery
may be extended by the Director. The City of Cleveland shall be notified of such delay
and the contractor will have made all possible efforts to notify the homeowner of
revised schedule and make attempts, in good faith, to come to an agreeable
rescheduled date.
B. The provision of labor and materials for the assigned work is necessary to provide
lawn maintenance and make easy recognition of contractors for the clients. The
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SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
furnishing of all labor, materials, tools, transportation, supervision, overtime, fuel,
(PPE) Personal Protective Equipment, as well as company branded apparel, marked
vehicles, the sole responsibility of the contractor to furnish.
1. PPE - Safety glasses, ear protection, safety vests, and dust masks must be
made available to all contractor employees.
2. Company branded apparel & vehicles - Workers are required to wear
appropriate contractor specific attire, and/or drive a vehicle marked with the
contractor's information.
C. The collection and/or disposal of waste such as, but not limited to, bags of grass
clippings, bundles of twigs and small limbs, litter/debris or other yard waste is the sole
responsibility of the contractor.
D. Services or yard conditions that fall outside of the proposal are to be reported to
the Chore Services Manager where a determination on how best to proceed will be
made and disseminated to the contractor, or other Aging staff, as deemed appropriate
by the Manager (i.e. disputes as to whether or not a plot of land is owned by our
client vs another party).
C-6 APPROXIMATE QUANTITIES
The City reserves the right to increase, diminish, or to omit any one or more properties the
Director or their designee may deem necessary.
The frequency of maintenance is estimated to not exceed 8 cuts per client in the season, and 1
leaf pickup. All tasks are to be performed in the grass cutting season that is defined as May 1st
through October 31st, unless otherwise stipulated by the Director or their designee. As
allowable by funding this contract will extend to November for the purpose of leaf removal and
yard cleanup. These quantities are not guaranteed and are understood that real quantities may
be less than, equal to, or greater than the above specified agreed upon number.
C-7 INCLEMENT WEATHER
A. The contractor(s) are expected to perform in mild to moderate climate events
without putting him/herself and their crew in danger due to, but not limited to, rain,
sleet, hail, wind, or lightning.
B. The contractor may elect to designate specific days in which to complete his/her
work assignments and may choose to select alternate or additional days to complete
the outlined work week goal due to inclement weather.
C-8 MATHEMATICAL ERRORS
A. If a bidder makes any mathematical errors such that some, or all, of the bid
numbers are mathematically inconsistent with each other, the City shall correct
such errors as follows. The lowest level values, or unit prices, shall be deemed as
indicating the bidder's true intent and shall be accepted as correct.
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SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
B. If the correction of any errors has an effect on the award of the contract only
the directly affected bidders will be notified, in writing, of the corrections and the
effect.
C-9 DURATION OF CONTRACT
The proposed contract shall be effective upon its execution and approval by the Director of Law
of the City of Cleveland and shall continue in full force, and effect, as exercisable by the Director
of Aging. The grass cutting season occurs annually from May 1, 2026 through October 31, 2026
and leaf cleanup takes place in November 1, 2026 through November 30, 2026.
C-10 BASIS OF AWARD
Up to one (1) contract may be awarded to the lowest and/or best bidder.
C-11 NOTICE TO PROCEED
The language anywhere else in this contract, notwithstanding the term of this contract(s) shall
begin when Aging issues a Notice to Proceed to the contractor(s) and shall last for the duration
of the lawn cutting season as defined in C-9. At the City's discretion, the City may shorten the
term of this contract(s) with written notice. The Notice to Proceed shall not be issued until the
contract(s) has been fully executed and delivered to all parties.
C-12 NO WAIVER OF LEGAL RIGHTS
Neither acceptance of, nor payments for the work, or any part of the work, nor any extension of
time, nor any possession taken by the City shall operate as a waiver of any portion of the
contract, nor shall a waiver of any breach of the contract be held to be waiver of any other or
subsequent breach.
C-13 PUBLIC LIABILITY, PROPERTY DAMAGE AND AUTOMOBILE INSURANCE
A. The contractor shall take out and maintain during the life of this contract such public
liability and property damage insurance, wherein the City of Cleveland is named as an
additional insured, and shall protect him/her self, the City of Cleveland and any
subcontractor performing work covered by this contract from claims for damage for
personal injury, including accidental death, as well as from claims for property damages
which may arise from operations under this contract, whether such operations by him/her
self or by any subcontractor or by anyone directly or indirectly employed by either of
them. An exact copy of such policy or policies shall be deposited with the City of
Cleveland before the commencement of any work under the contract(s). The amounts of
such insurance shall be as defined on the attached page.
B. The contractor's specific attention is directed to the fact that he/she will be required to
protect adjacent property during operations. Any damage to adjacent facilities or property
caused by the contractor's operations or equipment will be required to be satisfactorily
replaced or repaired by the contractor at his/her expense.
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SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
C-14 ACCESS TO WORK
The Director or their designee or the approved designee and such representative's staff, shall at
all times have access to inspect the work wherever it is in preparation, progress, and the
contractor shall arrange and provide proper facilities for such access and inspection to determine
whether such work is being done in accordance with the contract requirements.
1. The term "unacceptable work" will be used when the contractor or Chore
Coordinator inspects a property either at random or by client request and the
property is not left in an attractive manner. The contractor(s) will have a 24 to
48 hour grace period to reconcile the unacceptable work - weather permitting.
C-15 FORMS AND PROCEDURE
The forms to be used and the method and procedure to be followed by the contractor for the
submission of schedules, invoices, breakdowns and all other items required by and pertaining to
the contract, shall be in accordance with the directions of the Director or the designee.
C-16 COMPETENT PEOPLE TO BE EMPLOYED
The contractor shall employ only competent and skillful people to do this work. Whenever the
Director notifies the contractor in writing that any person(s) is, in his/her opinion disobedient,
incompetent, unfaithful, disorderly, disrespectful, or otherwise unsatisfactory the contractor,
upon receiving such notice, shall forthwith dismiss such person(s).
C-17 SUBCONTRACTORS
Since this contract is made pursuant to the bid submitted by the contractor and in reliance upon
the contractor's qualifications and responsibility, the contractor shall not sublet nor shall any
subcontractor commence performance of any part of the work included in this contract.
C-18 RESPONSIBILITY OF CONTRACTOR
A. The contractor shall be responsible for all damage to the homeowner's property for
those damages as a result of actions, or inaction, by the contractor or their
employees. The contractor will be held answerable for all damages that may occur to
persons, property, animals, or vehicles. The City will not insure the work against
claims for injury to person or property arising during the process of the work. The
contractor shall make all efforts to conduct their work in a safe and secure manner.
The contractor shall be responsible to repair, and make good, any damage caused to
any such property by reason of his operations, leaving all work in approved condition
at the completion of the contract.
B. The contractor shall be responsible to keep the site clean and shall be responsible
to remove litter and debris during operations and at the completion of the work.
C. The contractor shall take any all precautions necessary to protect life and property.
The Director or their designee may, at any time, order the contractor to provide
Page 6

SPECIFICATIONS/DESCRIPTIONS OF SERVICES
CITY OF CLEVELAND - DEPARTMENT OF AGING
RFB 0201 2026*
Senior Lawn Maintenance - Chore Program
additional precautions that he deems necessary to protect life and property. In the
event the contractor refuses, or fails, to pay the invoices for such precautions the cost
of the same shall be deducted from any money that may be due him/her on partial or
final estimates as herein provided.
C-19 PROCEDURES AND METHOD OF OPERATIONS
The Director or their designee may order the contractor to increase their safety if at any time
before the commencement or during the process of the work, methods and procedures appear as
unsafe, insufficient, or improper. The contractor shall conform to such orders but the failure of
the Director or their designee to demand any increase of such safety, efficiency, adequacy or any
improvement shall not release the contractor from his obligation to secure the safe conduct and
quality of the work specified.
C-20 STRUCTURES ENCOUNTERED AND PROTECTION OF PROPERTY
A. The contractor shall, at his/her own expense, repair or make good any damaged
caused to any such property, by reason of his/her operations, leaving all work in
approved condition at the completion of this contract.
C-21 PREVENTION OF WATER POLLUTION
A. The contractor shall comply with applicable Federal and State laws, orders and
regulations concerning the control and abatement of water pollution.
B. The contractor's activities shall be performed by methods that will prevent the
entrance of accidental spillage, solid matter, contaminants, debris and other
objectionable pollutants and wastes into streams, water courses, lakes and
underground water sources.
C-22 DUST AND UNNECESSARY NOISE
The movement and use of machinery and equipment, and the handling of materials and conduct
of the work shall be such as to avoid and eliminate unnecessary noise, dirt and dust.
C-23 REMOVAL OF LITTER AND DEBRIS
The contractor shall remove all litter and debris generated by the provision of their work as it
accumulates. Upon the completion of the work, remove all litter and debris of all kinds from any
grounds which he/she occupied and shall leave the site in a clean, neat, and attractive condition.
C-24 ACCEPTANCE OF PERFORMANCE
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