Maple Grove Cemetery Mowing

Request for Proposal
City of Nicholasville
Maple Grove Cemetery
October 5, 2026
#2026-320
This RFP should not be construed as a commitment on City of Nicholasville's part to obtain any Services from
any vendor or to fully implement this project. At any time, the City of Nicholasville (The City) may terminate
or modify this RFP and request revised proposals from respondents. The City may reject any or all proposals at
its sole discretion. All expenses associated with providing the information requested in this RFP are borne
solely by the respondents to this document. The City assumes no legal or financial responsibilities for such
expenses.
A. RFP PURPOSE AND SCOPE:
The purpose of this Request for Proposal ("RFP") is to solicit pricing and proposals for City of
Nicholasville, Maple Grove Cemetery Mowing Specifications, located at 500 North Main Street,
Nicholasville, Kentucky 40356.
B. DESCRIPTION OF SERVICES:
The following description outlines the scope of work for the project.
1. Proposers will thoroughly examine the specifications, supplemental conditions, and all other
documents.
2. Proposers will make all investigations necessary to thoroughly inform themselves regarding
performance of services as required by the RFP Documents. No plea of ignorance as a result of
failure to make the necessary examinations and investigations will be accepted as a basis for
varying the requirement of the City.
3. If a bidder needs clarification of the RFP documents, bidder must submit a written request to the
Purchasing Agent. A request for clarification must be in writing and received by the Purchasing
agent, no later than (5) days prior to the scheduled bid opening.
C: SUBMISSION OF RFP:
1. All RFPs shall be enclosed in sealed envelopes and submitted to the City of Nicholasville,
517 North Main Street, Nicholasville, Kentucky 40356, Attention: Camille Latham, Purchasing
Agent. The name and address of the proposer, date of the bid opening and the bid name will be
shown on the outside of the envelope.
2. All RFP'S must be received by October 16, 2026 at 3:00 pm, at which time will be recorded as
being received.
3. RFPs received after the time set for the RFP deadline will not be considered.
4. Proposer's agree that the price will remain firm and subject to acceptance by the City for a period
of 60 calendar days from the bid opening date of October 19, 2026.
5. A public bid opening will be held at Nicholasville City Hall, 517 North Main Street,
Nicholasville, KY 40356 on Monday, October 19, 2026 at 2:00 pm.
.
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D: CONTRACT PERIOD:
1. Contract will be for a one (1) year period, (a complete mowing season). Contract may be extended for
three (3) one (1) year extensions provided both parties agree. During extensions of the contract, these
Cost figures may be changed with the mutual agreement between the City of Nicholasville and the
Proposer.
E: CONTRACTOR EXPERIENCE / REFREENCES:
1. Each interested Contractor shall have at least three (3) years experience in the Commercial Lawn
Service Business. Contractor shall provide at least three (3) References.
F: FREQUENCY OF SERVICE:
1. Contractor to schedule mowing/weed eating on a weekly basis, service to be done on one day,
unless directed by the Cemetery Superintendent or his/her designee to alter regular weekly schedule
due to weather conditions, July, August, September and October may not require a weekly cutting.
Contractor to contact the Cemetery Superintendent for direction during dry or drought period.
scheduled work.
G. MOWING SEASON TENTATIVE DATES:
1. Starting Date: Approximate Mid-March 2027
2. Ending Date: Approximate Mid-November 2027
H. MAPLE GROVE CEMETERY OTHER CONTRACTOR REQUIREMENTS:
1. Access to Cemetery: Shall be permitted anytime between daylight and
dark Monday through Friday. With the exception of during burials.
Mowing shall not be permitted on Saturdays, Sundays or Holidays.
2. Invoicing and Payment: Shall be monthly with net 30.
3. Equipment: Contractor shall own or have leased all necessary mowers/weed eaters and
supply all gas, oil and etc. to maintain mowing services. Contractor shall provide an Inventory
list of all equipment owned or leased by the Contractor and provide list to the City of
Nicholasville with RFP Proposal. Equipment shall be of commercial grade to be considered
as approved equipment, (rear discharge mowers.) Residential grade equipment will not be
considered in awarding of the Contract.
4. Supervision: contractor shall have one individual designated as the Supervisor of the crew at
all times while on Cemetery property. A list of all Supervisors shall be provided to the
Cemetery Superintendent prior to mowing.
5. Contract Price: Contract price set forth in this RFP shall become a part of this Contract.
6. Employees: Contract employees, permanent or temporary, will present a neat appearance and be
easily recognized while performing at Maple Grove Cemetery.
7. Unit Price: Unit price set forth in this RFP shall become a part of this Contract.
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8. Liability Clause: Successful bidder shall furnish the following insurance certificates in full amounts
Required by Kentucky Statutes. All Certificates shall remain up to date and on file during duration
of the contract.
. 1. A current Certificate of Liability Insurance must be provided to the Purchasing Department with
the Following minimum coverage:
Broad Form Comprehensive General Liability, including Products and Completed Operations.
Bodily Injury: $1,000,000 each occurrence
$2,000,000 aggregate
Property Damage: $1,000,000 each occurrence
2. Automobile Liability, including any auto, hiring autos and non-owned autos.
3. Workers Compensation for all employees used on the job pursuant to statute.
4. Contractor must hold a current City of Nicholasville Occupational License.
5. Business License, contractor shall provide proof of Business License for the City of
Nicholasville.
6. Cancellation Clause: The service will be furnished for a period of one (1) mowing season with
Three (3) one (1) year mowing season renewable extensions unless terminated for cause. Either
Party may cancel this agreement by notifying the other - thirty (30) days prior to the termination
date. Contractor agrees to notify the City of Nicholasville in writing at least thirty (30) days prior
to any change in ownership or management of the company.
7. WORK UNDER THIS CONTRACT IS NON-TRANSFERABLE AND SHALL NOT BE
SUBLET.
I. QUALIFICATIONS:
Please submit the following with your RFP package:
1. List at Least (3) three references.
2. A summary of your relevant experience and qualifications, including examples of work you have done for
other clients.
3. List of Equipment: Commercial grade, mowers and weed eaters - description, manufacturer, owned or
leased.
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J. PRIMARY CONTACT:
Name: Camille Latham, Purchasing Agent
Phone: 859-885-1121 ext. 263
Email: camille.latham@nicholasvilleky.gov
Address: 517 North Main Street, Nicholasville, KY 40356
Name: Clint Teater, Public Works Superintendent
Phone: 859-885-1121 ext. 269
Email: clint.teater@nicholasvilleky.gov
Address: 517 North Main Street, Nicholasville, KY 40356
K. TIMELINE & BUSINESS REQUIREMENTS:
All Request for Proposal MUST be received no later than
Friday, October 16, 2026 at 3:00 pm
517 North Main Street
Nicholasville, Kentucky 40356
ATTN: Camille Latham
RFP 2026-320
The City of Nicholasville reserves the right to reject any and all proposals and to waive
any minor informality in proposals received.
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