Mowing and Property Maintenance Services

The Community Development Department of the City of Bristol, Tennessee is responsible for ensuring that property within the city limits is maintained in accordance with city regulations. If a property owner fails to comply with the maintenance regulations, the city is responsible for correcting the outstanding issues.

The City of Bristol Tennessee is soliciting sealed bids to award a contract for property maintenance and mowing services as required. The successful Contractor will be assigned the property to be mowed/cleaned, as needed, by the City’s Community Development Department.  The successful Contractor shall provide all labor, equipment and public safety equipment necessary to perform this work.

All written questions related to this bid should be emailed to For security reasons, you must enable JavaScript to view this E-mail address. .   No phone call questions will be accepted. Answers to questions will be posted on the Bidnet portal and city website as an addendum to this bid.  Information related to this bid obtained from other sources may not be accurate and will not be considered binding.  Contact with City personnel other than the staff person listed above regarding this bid may be grounds for elimination from the bid process.

PROPERTY MAINTENANCE & MOWING SERVICES

1.0       GENERAL

1.1       The Community Development Department of the City of Bristol, Tennessee is responsible for ensuring that property within the city limits is maintained in accordance with city regulations. If a property owner fails to comply with the maintenance regulations, the city is responsible for correcting the outstanding issues.

The City of Bristol Tennessee is soliciting sealed bids to award a contract for property maintenance and mowing services as required. The successful Contractor will be assigned the property to be mowed/cleaned, as needed, by the City’s Community Development Department.  The successful Contractor shall provide all labor, equipment and public safety equipment necessary to perform this work.

This bid establishes an agreement with qualified Contractors, to provide as-needed services for the City, for a duration of one year from the date of award.

1.2       The anticipated initial contract term will be from April 2026 through March 2027.   Upon mutual agreement of both parties, this agreement will have up to two (2) annual renewal options for a one (1) year period (April 1 through March 31). All terms, conditions, and prices remain unchanged.

1.3       The City may terminate this agreement by giving the contractor ten (10) days’ written notice.  Upon delivery of such notice by the City to the Contractor, the Contractor shall discontinue all services in connection with the performance of this agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this agreement. As soon as practicable after receipt of notice of termination, the Contractor shall submit a statement, showing in detail the services satisfactorily performed under this agreement to the date of the termination.   The City shall then pay the contractor that portion of the prescribed charges.

1.4       The successful bidder’s rights and duties awarded by the contract may not be assigned to another without written consent of the City signed by the City’s authorized agent.   Such consent shall not relieve the assigner of the liability in the event of default by the assignee.

1.5       The bid quote must be submitted on the form provided. Each bidder may submit their Contract for Services form for City evaluation.  At the City’s option, the successful bidder’s form may be used as submitted or edited to meet the needs of the City and successful bidder; or the City may choose to use the Standard Form of Agreement.

1.6       General Definitions

• Inspector: Shall mean the Code Administrator, or his/her designated representative, who shall monitor the contractor’s performance.

• Trash and Litter: Shall mean any debris within the mowing area including, but not limited to paper, cans, bottles, limbs not larger than three (3) inches in diameter, trash bags, rocks, etc., which is not intended to be part of the landscape.   Removal of debris includes the sweeping or blowing away of grass clippings from all hard surfaces such as sidewalks, curbs, pavers and the noses of medians.  This debris is not to be blown into the street.

• Trimming: Shall refer to the cutting or removal of all plant material immediately adjacent to or under mowing area structures, poles, trees, signs, fences, planting beds, rocks or other man-made or natural above-ground objects.

• Minor Debris: The removal of minor debris will include Styrofoam/paper cups, plates, plastic and paper bags, cans, bottles, boxes, bagged leaves and limbs, and other similar sized items that can be easily picked up and bagged by one person.

• Boarding: Closing unsecured openings in a structure to prevent access to the structure with boards.

• Securing: Latching or Locking openings in a structure to prevent access to the structure

SCOPE OF WORK, ASSIGNMENTS AND INSPECTION OF WORK

1. The Contractor shall complete all work within five (5) working days from the date of notification from the date of City notice.

1. All mowing equipment must be provided by the contractor and be of sufficient size and power to cut all vegetation in excess of twelve (12) inches in height to a uniform height of no more than three (3) inches.

1. All sidewalk and paved surfaces in residential and commercial neighborhoods must be cleared of grass clippings.

1. The Contractor shall correct any deficiencies in work within 48 hours of written or verbal notification by the City.  Should the Contractor fail to correct the default to the satisfaction of the City within this period, the City reserves the right to withhold payment and/or to terminate, in whole or in part, this contract.  No additional payment will be due for re-working a site.

1. The Contractor shall preserve from damage all property associated with, or is in the vicinity of, or is in any way affected by the work.  This applies to public and private property and/or utilities.

1. Failure on the part of the Contractor to complete the work as assigned shall be sufficient reason for the City to have the work in question completed by others, or a secondary bidder.

NOTE: If work is completed by others, any additional cost caused by a higher price may be deducted from the original Contractor’s next payment, if any.

1. The City reserves the right to inspect, either announced or unannounced, the work performed by the Contractor.  Upon determination of any violation of the specifications and/or this contract, the inspector shall record all pertinent information for City review.

1. Mowing and trimming heights shall be no more than three (3) inches in height.   (Reference 2.2 Mowing Equipment)

1. The Contractor shall properly dispose of all trash and litter.  Any debris scattered by the mowing process shall be cleaned up by the Contractor prior to leaving site.  (Paper, Styrofoam, etc.)

1. All structures, trees, poles, signs, fences and shrub beds must be given special care to not inflict damage.  Fees may be assessed for any damage to these structures or plant material.

1. The Contractor shall furnish all labor, materials, equipment, supervision, and transportation necessary to board, secure, and stabilize structures as directed by the code official or code official’s representative. Work shall include, but is not limited to:
   • Securing all broken, open, or missing windows, doors, vents, and other accessible openings as directed and in accordance with 2018 ICC Boarding Standard.

• Installation of exterior-grade plywood or approved alternative materials over openings.

• Securing entry doors with reinforced locking mechanisms where feasible.

• Temporary stabilization of compromised entry points to prevent unauthorized access.

• Removal and lawful disposal of debris directly associated with securing operations.

• Emergency response boarding as required.

Services may be performed on residential, commercial, industrial, or accessory structures.

PROPERTY MAINTENANCE / MOWING SERVICES

The successful contractor shall secure and maintain at all times worker’s compensation insurance in accordance with Tennessee law during the performance of the services or work provided for in the contract. A certificate of such insurance shall be furnished to the City prior to contract commencement.  The contractor shall verify worker's compensation insurance coverage for all subcontractors or shall contractually assume total responsibility for worker's compensation benefits of uninsured subcontractors and shall furnish the City satisfactory evidence thereof.

The contractor shall secure and maintain insurance as indicated on the insurance requirements, at all times during the performance of the services or work provided for in the contract.  Such policy shall name the City of Bristol, Tennessee as additional insured.  The City reserves the right to reduce the minimum coverage requirement based on the scope of the work to be performed.

The contractor shall comply with all applicable laws, regulations, ordinances and codes of the federal, state, and local governments.  The contractor shall hold the City harmless against any and all liability, losses, damages, claims, causes of action, suits of any nature, costs, and expenses, including reasonable attorney's fees, resulting from or arising out of the contractor's activities or omissions on the City's property or arising out of or resulting from the services for work provided for in the contract, including, without limitation, fines and penalties, violations of federal, state or local laws, or regulations promulgated there under, personal injury, wrongful death or property damage claims by any and all persons, including employees of the contractor.

• Seal bid response (taped or glued shut) in an envelope plainly identified on the outside in the lower left corner of your envelope with the Bid Name and Number.  The Vendor is responsible for insuring delivery on or before the bid opening date and time to City of Bristol Tennessee Purchasing Department, Attn: Vicki Riley, Purchasing Agent, 801 Anderson St. RM 203, Bristol, TN 37620.

• At bid closing, bids will be opened and recorded publicly.

• Please submit one (1) original complete bid

• No oral, telephonic, telegraphic, electronic (E-Mail) or facsimile proposals will be considered. Late proposals will not be considered. It is the responsibility of the bidder to ensure that the bid arrives at the correct location by the correct time.

Bid Packet must include:

1. Signed Cost Sheet
2. Signed General Conditions to the bid

1. Each bid must be signed by the bidder with his/her original signature on the Bid Pricing Sheet for consideration. Bids by a Partnership must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing.  Bids by Corporations must be signed with the name of the corporation, followed by the signature and designation of the president, secretary, or person authorized to legally bind the corporation.

1. Bids must be received prior to the specified time of closing as designated in the invitation.  Bids received late will be returned unopened to the bidder.

1. Envelopes must be sealed (taped or glued) when submitted and must be properly noted with the bid reference number and the description of the bid item.  Separate bids must be submitted for each reference number.  The City will not be held responsible for the premature opening of unmarked envelopes if sent through regular mailing system.   Facsimile transmissions of bidding documents will not be accepted.

1. Bids containing erasures or corrections thereon will be rejected unless said erasures or corrections are noted over the initials or signature of the bidder.

1. Bids may be submitted on any one item or any group of items unless otherwise stated herein.  The unit price must be shown for each item or group of items as requested.

1. All prices quoted shall be United States currency. Prices shall be stated in units of quantities specified.

1. Prices quoted, unless otherwise stated by bidder, will be considered as being based on delivery to destination as designated and to include any charges for packing, crating, containers, etc., and being in strict accordance with specifications as shown.

1. Samples, when requested, must be furnished free of expense prior to the opening of bids and if not destroyed will, upon request, be returned at the bidder’s expense.

1. References in the Description of Requirements and Specifications describing the material, supplies, or services required of a particular trade name, catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type of material or supplies or nature of the work described. They should not be construed as excluding offers on other type of materials and supplies or of performing the work in a manner other than specified. However, the bidders attention is called to Paragraph 6 of the General Conditions which must be strictly adhered to.

1. All bids shall remain valid for a period of sixty (60) days after bid opening unless a longer period is otherwise stated herein.

1. Bids are to be mailed to or delivered to the Purchasing Department, Bristol City Hall, 801 Anderson Street, Room 203, Bristol, Tennessee 37620.  One original and one copy of each bid proposal must be submitted for review, unless otherwise stated.

1. The City of Bristol is tax-exempt and sales taxes are not to be included on the bid.  Any bid including sales taxes will be adjusted at the time of the bid opening. The City’s sales tax exemption number will be provided to the successful bidder.

1. In the event bidder fails to honor bid, they will be declared non-responsible and removed from future bid opportunities.  If bidder is submitting equipment from current inventory, the bid must be valid for a period of sixty (60) days after bid opening and cannot be subject to prior sale provisions.

- End of Section -

1. The City of Bristol reserves the right to reject any and all bids or parts thereof, and unless otherwise specified by the bidder, to accept any item in the bid.  In case of error in extending the total amount of the bid, the unit price will govern.   Bid pricing should be stated in both words and numbers.  In the case of a discrepancy, the price in words will govern.  The City also reserves the right to waive informalities on all or any part of any bid as deemed to be in the best interests of the City.

1. Whenever a reference is made in the specifications or in describing the materials, supplies or services required, or a particular trade name, manufacturer’s catalog, or model number, the bidder, if awarded a contract, will be required to furnish the particular item referred to in strict accordance with the specifications or description unless a departure or substitution is clearly noted and described in the proposal by the bidder.

1. Where the bid includes goods, it is the intent of these specifications to secure and to insure the delivery of the specified unit(s) complete and ready to withstand the service and continuous use encountered by the City in the course of the work for which the unit(s) is/are intended.   Omission of any essential detail from these specifications does not relieve the supplier from furnishing such unit.

1. All parts not specifically mentioned herein, but which are necessary in order to furnish complete materials and installation shall be supplied by the bidder.  Each product furnished to the City shall conform to the best-known practices for the most recent unit.

1. If a bidder has any exceptions to these specifications, such exceptions must be stated in writing and describe in detail what is proposed to be furnished in lieu of the specified requirements.  When the detailed specifications require specific brand names, model numbers, dimensions or capacities of components, it is because they have been carefully selected and specified for the intended service due to their reliability and/or availability of replacement parts on a local basis.

1. All federal, state, and local law requirements must be followed.

1. Special Conditions, if any, are enclosed and listed in the Table of Contents.   A conflict between Special Conditions and General Conditions shall be construed in favor of the Special Conditions.

1. The Description of Requirements and Specifications for the procurement are enclosed herewith.

1. The specifications set forth are the minimum that are acceptable.

1. REQUIREMENTS OF THE IRAN DIVESTMENT ACT:  By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the Iran investment activities list created pursuant to T.C.A. § 12-12-106.

1. DRUG FREE WORKPLACE REQUIREMENTS: Private employers with five or more employees desiring to contract for construction services attest that they have a drug free workplace program in effect in accordance with TCA 50-9-112.

1. NON-BOYCOTT OF ISRAEL CERTIFICATION:  The Contractor certifies that it is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel as defined by Tenn. Code Ann. § 12-4-119. This provision shall not apply to contracts with a total value of less than two hundred fifty thousand dollars ($250,000) or to contractors with less than ten (10) employees.

1. NON-COLLUSION:

1. Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including the person signing this bid, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Bristol or any person interested in the proposed award or agreement.

1. The price or prices quoted in the attached offer are fair, proper, and not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

_________________________________________                 __________________________________

Signature                                                                                               Date

_________________________________________

Firm Name

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CONTRACT TERMS AND CONDITIONS

The following terms and conditions shall be considered to be a part of any contract entered into between the winning bidder and the City. By submitting a bid, the bidder waives any objections to the below terms and conditions, unless objections are specifically noted in the bid.  Objections to these Contract Terms and Conditions may make the bid non-responsive.

1. The purchaser is a municipality and invoices are processed for payment not less than twice a month.  Any cash discount period will be extended to the date that invoices are paid.  Unless otherwise agreed to in writing by City and the winning bidder, payment will commence or be made in full after delivery and/or completion of the project and acceptance of equipment.  All documents, invoice, title and exception certificate shall be presented to the Purchasing Department, 801 Anderson Street, Room 203, Bristol, Tennessee 37620.

1. In case of default by the bidder or contractor, the City of Bristol may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned thereby.

1. The bidder, by executing a contract or bid proposal on the terms of the invitation to bid, warrants the product that is supplied to the buyer shall remain fully in accordance with the specifications and to be of the highest quality. All bids must be for new equipment. This provision excludes surplus, used or demonstrator products unless so stated in the specifications.

1. In the event the product as supplied to the City is found to be defective or does not conform to the specifications, the City reserves the right to cancel the order upon written notice to the supplier and return such product to the winning bidder at the winning bidder’s expenses.

1. The bidder, if awarded an order or contract, agrees to protect, defend, and save harmless the City against any demand for the use of any patented materials, process, article, or device, that may enter into the manufacture, construction, or form a part of the work covered by either order or contract and he further agrees to indemnify and save harmless the City from suits or actions of every nature and description brought against it, for or on account of any injuries or damages received or sustained by any party or parties, by or from any of the acts of the contractor, his servants, or agents.

1. It is the policy of the City of Bristol, Tennessee to ensure equal opportunity in all aspects of its programs and services without regard to race, color, sex, or national origin under Title VI of the Civil Rights Act of 1964.  This policy applies to the administration of programs, facilities, benefits, or services that receive assistance from the Federal government.  During the performance of this contract, the successful vendor agrees as follows:

1. To comply with the regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, (hereafter referred to as “Regulations”) as they may be amended.

1. To ensure nondiscrimination on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and lease of equipment.  The vendor shall not participate either directly  or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices.

1. That during solicitations either by competitive bidding or negotiation made by the vendor for work to be performed under a subcontract, including procurement of materials or lease of equipment, all potential subcontractors be notified by the vendor of their obligations under this contract and Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

1. That all information and reports required by the Regulations be readily accessible by the City of Bristol, Tennessee as may be pertinent to ascertain compliance with the Regulations.

1. That in the event of noncompliance with the nondiscrimination provisions of the contract, the City shall impose contract sanctions as it or the Tennessee Department of Transportation may determine to be appropriate, including but not limited to:

1. Withholding payments until compliance is made, and/or
2. Cancellation, termination, or suspension of the contract, in whole or in part.

1. That the vendor includes these provisions in all subcontracts, including procurement of materials and leases of equipment.

1. Terms and conditions, unless stated otherwise in a written contract between the winning bidder and the City, are to be effective for one year from the date of bid acceptance by the City Council.

1. The City accepts responsibility of merchandise upon receipt at the City’s delivery point unless otherwise noted herein.

1. The City reserves the right to purchase more or less of the Bid Items at the unit price listed on the Bid Pricing Sheet.

1. REQUIREMENTS OF THE IRAN DIVESTMENT ACT: The winning bidder certifies that it has complied and will continue to comply with the requirements of the Iran Divestment Act, T.C.A. §§ 12-12-101, et seq.

1. DRUG FREE WORKPLACE REQUIREMENTS: For the duration of the contract, if the winning bidder has five or more employees, the winning bidder will maintain a drug free workplace program in effect in accordance with TCA 50-9-112.

1. NON-BOYCOTT OF ISRAEL CERTIFICATION: The Contractor certifies that it is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel as defined by Tenn. Code Ann. § 12-4-119. This provision shall not apply to contracts with a total value of less than two hundred fifty thousand dollars ($250,000) or to contractors with less than ten (10) employees.

ITB 26-008

Property Maintenance & Mowing Service

Hourly Rate/per person $______________________________ mowing

Hourly Rate/per person $______________________________ clean up services

Hourly Rate/per person $______________________________ Securing Boarding Structures

__________________________________________

Signature of Authorized Official

Name and Title (Printed)

Legal Name of Business

Physical Address

Mailing Address

Telephone Number

Email

__________________________________________________

Date

The vendor that has been awarded the bid agrees to provide to the City a Certificate of Insurance listing the City of Bristol Tennessee as an additional insured, within 15 days of receipt of purchase order or Notice to Proceed.  The Vendor agrees to be insured for the minimum limits listed below:

Required CoverageMinimum Limits

Commercial General Liability (including Premises/Operation)    $1,000,000 CSL BI/PD per occurrence

$2 Million annual aggregate

Automobile Liability & Owned/Hired/Non-Owned vehicles            $1,000,000 CSL BI/PD per occurrence

$2 Million annual aggregate

Worker’s Compensation (proprietor/partners/executive officers exclusion not allowed) Statutory limits of Tennessee

And Employer’s Liability                                                                   $500,000 accident/disease policy limit