RFB-PR-2026-003 - Ground Maintenance for Parks & Recreation

Department of Finance
(914) 654-2069
515 North Avenue
New Rochelle, NY 10801
Adam Ross City of New Rochelle Ivonne Droese-Solomon
Deputy Commissioner New York Purchasing Specialist
TO: All Prospective Bidders for BID SPEC No. RFB-PR-2026-003
Ground Maintenance for Parks & Recreation DATE POSTED: 03/18/2026
DATE DUE: 03/25/2026
NOTE: Bids are due by 3:00 p.m.
Late bids will NOT be accepted!
Respond to: CITY OF NEW ROCHELLE
Department of Finance Purchasing Office
515 North Avenue
New Rochelle, New York 10801
INSTRUCTIONS FOR RESPONDING TO THIS BID
1. Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete
all sections of this document including the VENDOR DATA SECTION and sign where indicated. Your signature identifies
your acceptance of all terms and conditions herein.
2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall
be filled in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein.
3. Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number, and due date and
addressed to City of New Rochelle, Department of Finance - Purchasing Office, City Hall, New Rochelle, New York
10801. All bids must be properly signed and received by the time and date specified in order to be valid. Only sealed
bids received hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.
4. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and
encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and
Women Business Enterprises (WBE) are strongly encouraged to submit bids.
5. Please be advised that this contract is subject to prevailing wage. PRC# 2026500010
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6. New York State Department of Labor Public Work Contractor and Subcontractor Registry
All contractors and subcontractors submitting bids or performing construction work on public work projects or private
projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor
(NYSDOL) under Labor Law Section 220-i.
The law defines a "contractor" as any entity entering into a contract to perform construction, demolition,
reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law
defines "subcontractor" as any entity subcontracting with a contractor to perform construction, demolition,
reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is
subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with
are registered.
All contractors submitted a bid on this procurement must demonstrate registration with the NYSDOL Public Work
Contractor and Subcontractor Registry. Bidders who are not registered at the time of bid submission will be deemed
non-responsive.
SCOPE OF WORK & SERVICE LOCATIONS
General:
1. The agreement from this contract will include all services including the furnishing of all materials, equipment,
transportation, labor, debris removal and incidentals thereto for the completion of the services as stated
herein/proposed.
2. All grounds maintenance service must be performed in accordance with all Federal, State, Local and OSHA
rules and regulations presently established or which may be established during the term of this contract award.
3. All work to be performed in accordance with all ordinances, including, but not limited to, noise regulations.
4. All debris and debris removal shall be the responsibility of the contractor. Debris shall be dumped at the City's
Transfer Station on Beechwood Ave.
SERVICE LOCATIONS
Service locations shall be designated as follows:
Location A: Jacks Friendship Garden located at the corner of North Ave and Eastchester Rd.
Location B: Ruby Dee Park located at Library Green, Huguenot St and Library Plaza 6
Location C: Wildcliff Property at Hudson Park, 44 Wildcliff Rd. (Area within the Wildcliff Mansion and
Children's Greenhouse; driveway circle and grass island inside of the driveway)
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Location Specific:
At least the following services will be required as specified below and shall be quoted as outlined on Cost
Summary page. Proposers are encouraged to include a separate sheet detailing other related services that
contractor may propose in order to enhance service locations.
Proposals shall address at least the following:
Location A: Jacks Garden
March - one-time cleanup of grounds and fertilization of lawns.
April - two times services
First time for patch seeding of lawns
Second time for fertilization of bushes and the cultivation of bed areas and supply and install
approximately 2" of mulch through all shrub areas.
May - November - once weekly as follows:
1) Trimming of lower growing evergreens once per season with electric hedge trimmer (Mid- July).
2) Trimming of faster growing shrubs two times per season.
3) Sweeping of walks, driveways, steps, when needed.
4) Edging of beds, trees, curbs, when needed.
5) Cultivation of beds as needed and when necessary to maintain weed free, with Treflan application.
6) Fertilization of lawns once in September.
7) Pruning of perennials in early fall.
8) Blowing of leaves during fall season until end of November.
9) Trimming of ground covers as needed.
10) Lime lawn areas at end of November.
Location B: Rudy Dee Park
March - one-time cleanup of grounds and fertilization of lawns.
April - two times services
First time for patch seeding of lawns and 2nd time for fertilization of bushes and the cultivation of bed
areas and supply and install approximately 2" of mulch through all shrub areas.
May - November - once weekly for 31 as follows:
1) Trimming of lower growing evergreens once per season with electric hedge trimmer (Mid- July).
2) Trimming of faster growing shrubs two times per season.
3) Sweeping of walks, driveways, steps, when needed.
4) Edging of beds, trees, curbs, when needed.
5) Cultivation of beds as needed and when necessary to maintain weed free.
6) Fertilization of lawns once in September.
7) Pruning of perennials in early Fall.
8) Blowing of leaves during fall season until end of November.
9) Trimming of ground covers as needed.
10) Lime lawn areas at end of November.
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Location C: Wildcliff Property at Hudson Park
March - one-time cleanup of grounds, fertilization of lawns, and install mulch around the Wildcliff Museum
and Greenhouse.
April - September - 2 times per month
1) Weed the areas around the mansion and greenhouse
2) Mow the grass around the mansion and greenhouse, including the driveway island
3) Edging of beds, trees, curbs, etc...when needed.
4) Sweeping of walks, driveways, steps, etc...when needed.
April - November - when needed
1) Trimming of faster growing shrubs two times per season.
2) Cultivation of beds as needed and when necessary to maintain weed free.
3) Fertilization of lawns once in September.
4) Pruning of perennials in early Fall.
5) Blowing of leaves during fall season until end of November.
6) Trimming of ground covers as needed.
7) Lime lawn areas at end of November.
Services indicated herein are expected to commence each spring as weather permits. Services are to be
provided thru the end of November each year, weather permitting. Please note Vendor must use electric
blowers only. If the batteries die the vendor is responsible to sweep the debris to edge of the property and not
leave the clipping/ debris in the middle of the road. The agreement resulting from this Request for Bids will
include all services including the furnishing of all materials, including bags, equipment, labor and incidentals to
perform the maintenance in accordance with the specifications herein under the direction of the Parks
Maintenance Supervisor, Brian O'Rourke, 914-497-4017, or his authorized designee. The awarded vendor shall
designate a foreman and/or representative to act as coordinator between the City and the awarded vendor.
Awarded vendor shall provide city contact with a cell phone number and email address for the person
administrating the contract.
INSTRUCTIONS, TERMS AND CONDITIONS, Spec. RFB-PR-2026-003
Award of Bids: Awards will be made, if at all, to the "lowest responsible bidder" meeting the specifications. The
City reserves the right to reject any and all bids or portion thereof, or any bids that are vague, incomplete or
indefinite.
Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full
force and effect until the bid proposals received by the City are either accepted or rejected. Proposals may be
withdrawn at any time prior to the bid opening.
Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A
successful bidder's deposit will be returned after a written contract has been executed, or after a performance bond,
if required, has been accepted by the City.
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Bid Format: Bidders are advised to become familiar with all conditions, instructions and specifications governing this
bid. Once the award has been made, failure to have read all the conditions, instructions and specifications shall not
be cause to alter the original bid.
All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed
and dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions
will be allowed with regard to errors made in the computation of a bid.
Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of
these taxes when bidding or invoicing. Exemption certificates will be furnished upon request.
Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully explained by
accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge to the
City, upon request. The City reserves the right to accept equals approved by it. If exception to indicated brand is
not noted, bidder is required to deliver brand specified.
Delivery of Product: All deliveries are to be considered inside delivery to locations as specified by the authorized City
agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries
of incorrect or faulty items will be rejected and returned at vendors' expense. Failure to deliver within the specified
time maybe cause for cancellation of the order.
Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for containers, packing, etc.,
unless specified on the bid and the cost thereof quoted.
Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material;
whichever is later, unless alternate terms are indicated on the bid.
Term of Contract: The contract shall be awarded for a term of one (1) year with an option to renew the agreement for
an additional three (4) years in one-year intervals, upon mutual consent. There will be a 60-day probation period at the
end of which time the City may cancel the agreement due to poor performance as may be documented. If the
agreement is so then cancelled within the 60-day period, the City will offer the work to the next responsible and
responsive proposer of this RFP and another 60-day probation period will ensue.
Payment: Payment will be made on a monthly basis throughout the life of the contract for services in accordance with
the price schedule submitted by the successful bidder. Monthly invoice must be submitted within 10 days of completion
of month. The vendor shall be paid upon submission of invoice, which clearly indicates the services rendered,
accompanied by a signed work order. Based upon vendor's schedule, a city employee will be designated as the
responsible person to sign work orders. Failure to obtain signature will prevent payment processing.
The City of New Rochelle is looking to move toward payment via with ACH and will provide our form to the awarded
vendor for completion if this payment option is accepted.
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Work Order Requirements: The successful bidder will be required to prepare work orders for all services when provided.
An authorized representative of the City must sign the work order, on the day of service when the date work is
completed, verifying the work performed. The signed work order must accompany the invoice for payment
Cancellation Clause: Any violation of the terms, conditions, requirements and/or non-performance of the agreement
resulting from this RFB shall result in immediate cancellation. The agreement may be cancelled by the City for any other
reason(s) upon thirty (30) days written notice.
Assignment: The awarded vendor shall not assign the contract or any part thereof without the written approval from
the City.
New York Law and Venue: The contract/agreement resulting from this RFB shall be construed under the laws of the State
of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or
seeking enforcement of this contract/agreement shall be brought in the Supreme Court of the State of New York,
Westchester County.
In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in
the State of New York from the New York Secretary of State prior to executing their contract with the City.
Bidder Qualification Requirements: All terms, conditions and requirements as set forth in this request for quotation
must be satisfied as of the date of bid submission. Bid responses will only be accepted from thoroughly competent,
experienced and financially qualified contractors according to the qualification requirement as listed herein and
successful fulfillment of said requirements as determined by the City of New Rochelle.
Please complete the following qualification and requirement questions. Respondents are responsible for submission of
accurate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or
responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection.
1. The bidder must demonstrate that they have had three (3) years acceptable prior experience in providing
grounds maintenance service contracts. This qualification may be satisfied by listing at least one firm your
company has provided service to, please include a brief description of work, contact person, and telephone
number for each year from 2023-2025.
Year Firm Description Contact Person Phone No.
2023
2024
2025
Does your response comply with this requirement? Yes ___ No ___
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2. All bidders must have proper equipment and related materials necessary to provide this service. Please give a
brief description of how you satisfy this requirement.
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3. The successful bidder must comply with New York State Labor Laws including Prevailing Wage
requirements.
General Information:
Please provide the following information:
1. Name & Title of Executive in Charge: ________________________________________________
2. Name of Supervisor: _____________________________________________________________
3. Years of Experience: _____________________________________________________________
4. Contact Person(s) Name, Phone No. and Email Address:
________________________________________________________________________________________
________________________________________________________________________________________
Insurance Requirements: The successful company must furnish the City with Certificates of Insurance and Endorsement
prior to commencement of work. The required coverage shall not be less than the following:
Workers Compensation (C-105.2) Statutory Requirements
NYS Disability Coverage (DB-120) Statutory Requirements
General Liability $2,000,000
Commercial Automobile Liability $1,000,000
Endorsement Page (CG 20 10/CG 20 26) Lists the City of New Rochelle as additionally insured
on a primary and non-contributory basis
Endorsement 30-days' prior notice of cancellation
Insurance certificates must list the City of New Rochelle as an additional insured and include an endorsement
confirming that all coverage is primary to any insurance carried by the City.
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Bid Deposit: Each proposal must be secured by a deposit of certified check or money order in an amount not less
than five percent (5%) of the BASE PRICE BID for the year 2026.
Bid Summary # RFB-PR-2026-003
Grounds Maintenance for Parks & Recreation
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Authorized Signature: __________________________________________________________
Company Name: __________________________________________________________
Address: __________________________________________________________
Phone No: __________________________________________________________
Email: __________________________________________________________
All terms, conditions and requirements as set forth in this Request for Bid are acceptable as specified therein.
Yes______ No______
If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification
detailed in the Request for Proposal with your proposal response.
By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint
bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge
and belief:
A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or
agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or
any competitor; and
B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly
disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and
C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to
submit or not to submit a bid for the purpose of restricting competition.
The bidder certifies that this proposal is made without any connection with any other person making a proposal for the
same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or
employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or
indirectly interested therein, or in any portion of the profits thereof.
As an authorized representative of the identified company, I accept all the terms and conditions identified in Spec.
RFB-PR-2026-003 except as identified.
Company Name and Address: __________________________________________________________
Authorized Signature and Date __________________________________________________________
Name and Title __________________________________________________________
Phone Number __________________________________________________________
Email Address __________________________________________________________
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