2026 Ballfield Maintenance

BID INFORMATION
The City of Eureka, Missouri is accepting sealed bids for 2026 Ballfield Outfield Maintenance in Legion and Lions Parks. Sealed bids will be accepted until 1:00 PM, Thursday, February 26, 2026, at the Eureka Parks & Recreation office at The Timbers of Eureka; 1 Coffey Park Lane, Eureka, MO 63025.

Bids shall be submitted in a sealed envelope clearly marked "2026 Ballfield Outfield Maintenance" along with the bidder's name on the outside (in the event bidders need to be contacted), and be directed to the attention of Kristin Christenson, Director of Parks and Recreation.

The City reserves the right to reject any or all of the bids, to waive technicalities, to award a bid that is most advantageous to and in the best interest of the City, and to make investigations concerning the experience and ability of the bidder to perform the work.

The City of Eureka does not discriminate against any company or individual on the basis of race, religion, creed, color, gender, physical disability or national origin.

In connection with the review of responses to this bid invitation the City will take necessary measures to ensure that the apparent lowest and best bidder is not a debarred company.

Pursuant to Section 285.530 RSMo, as a condition of the award of any contract in excess of five thousand dollars ($5,000.00), the successful bidder shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a Federal work authorization program with respect to the employees working in connection to the contracted services. Successful bidders shall also sign an affidavit affirming that they do not knowingly employ any person who is an unauthorized alien in connection to the contracted services.

Attention is called to the fact that not less than the minimum prevailing wages and salaries for the appropriate trades as set forth in St. Louis County shall be paid on this project. A copy of Annual Wage Order Number 32 follows this document. The contractor will forfeit a penalty to the City of ten dollars ($10.00) per day (or portion of a day) if a worker is paid less than the prevailing wage rate for any work done under contract by the contractor or by any subcontractor.

Direct any questions regarding this Request for Proposals to Luke Hollman at 636-938-6775 or lhollman@eureka.mo.usFor security reasons, you must enable JavaScript to view this E-mail address.

By registering through the City's "Request for Proposals & Qualifications" webpage to access the plans and specifications for this project, they will be notified by email if any addendums are issued.

INSURANCE REQUIREMENTS
The Bidder shall respond to these specifications as an independent contractor and not as an employee of the City of Eureka.  The Bidder further agrees to furnish an original Certificate of Insurance to the City in the sum of Two Million Dollars ($2,000,000.00) designating the City as “Additional Insured” under its terms so as to indemnify the City from any liability the Bidder has agreed to hold the City harmless as set forth herein.  The endorsement from the insurance company also has to be included.  The Bidder must obtain and maintain, at its sole expense, insurance of the type and minimum amounts stated below.  This requirement of insurance does not limit the Bidder’s liability in any manner. This insurance coverage shall not be amended or canceled without prior written notification to and written approval from the City of Eureka.

Comprehensive General Liability Insurance
The Bidder shall carry public and property damage insurance which shall include bodily injury and accidental death to any person and subject at the minimum limits set forth below:

Public Liability       $1,000,000.00 per person          $2,000,000.00 per occurrence
Property Damage  $1,000,000.00 per person          $2,000,000.00 aggregate

Comprehensive Automobile Liability Insurance
The Bidder shall maintain Comprehensive Automobile Liability Insurance Coverage in the amounts not less than the minimum limits set forth below:

Bodily Injury, including Death        $1,000,000.00 per person
Property Damage                          $1,000,000.00 per occurrence

Owner’s Protective Insurance
The Bidder shall obtain and maintain an owner’s protective insurance policy with the City of Eureka named as an “Additionally Insured” with liability limits not less than the minimum limits set forth below:

Bodily Injury, including Death        $1,000,000.00 per person          $2,000,000.00 per occurrence
Property Damage                          $1,000,000.00 per occurrence    $2,000,000.00 aggregate

SCOPE OF WORK
Lions Park - 340 Bald Hill Road, Eureka, MO 63025 (Fields 1 - 4)
Legion Park - 333 Bald Hill Road, Eureka, MO 63025 (Fields 5 - 6)

Hours for cutting are between 7:30 a.m. to 5:00 p.m. Monday through Friday. The City of Eureka will supply a field schedule quarterly.  Contractor must follow mowing schedule approved by Parks and Recreation Department staff. Any variation must be approved by the Department in advance.

The scope of work includes the following:

1. Maintain a professional and playable playing service on the six (6) outfields in Legion and Lions Parks. The company will supply the labor, equipment and all necessary materials.
2. Pick up all debris before cutting including branches, papers, trash, rocks, etc. Contractor must not cut up paper or trash.
3. Trim around field fencing.
4. Remove all grass clippings from sidewalks, curbs, playground equipment, etc. Clippings may not be blown into street or sidewalk. Blowing grass clippings into the street or sidewalk is a violation of City ordinance.
5. Exercise due care and caution when mowing. The contractor shall guarantee the reimbursement, repair or replacement and restoration of any artificial turf, fencing, signs, buildings, poles and/or appurtenances, etc. damaged by careless or accidental use of equipment or machinery in the performance of the contract.
6. Maintain grass at a height that is playable, mowed twice per week at peak growing months. Inside fence area will be trimmed and periodically sprayed to a achieve a clean look.  The City may adjust the schedule as needed.
7. Drag warning tracks periodically to ensure a smooth surface. Apply infield topdressing conditioner as needed. Control weeds and grass on warning tracks.
8. Deep tine aerate with half inch solid tines on Fields 3 and 4 during spring/summer.
9. Fertilize fields four (4) times per year.
10. Control broadleaf weeds, grassy weeds and nutsedge.
11. Core aeration and overseeding shall be completed after the fall baseball season.
12. Apply silt seeding of worn areas as needed throughout the year.
13. Program and monitor irrigation to ensure the fields are getting the correct moisture for optimal growth and playability.
14. Provide the option of outfield sand topdressing if necessary.
15. Submit a monthly invoice to the City’s Account Payable Department at ap@eureka.mo.usFor security reasons, you must enable JavaScript to view this E-mail address. . Payment will be made monthly.

Staff is available by appointment for onsite viewing of the included areas. For appointments, please contact Luke Hollman at lhollman@eureka.mo.usFor security reasons, you must enable JavaScript to view this E-mail address.

ADDITIONAL INFORMATION

1. Bids shall include the price per month to service all six (6) ballfields, number of years in business, experience working with City, County or State organizations and references.
2. All pricing must be good through December 31, 2026.
3. All machinery, equipment and related attachments used in the performance of the work outlined in these bid documents must meet OSHA safety standards.
4. All bids shall comply with the City of Eureka Municipal Code.
5. If the contractor fails to keep up with the work as required, the City reserves the right to hire additional contractors to complete the work in a timely manner.